Required Documents to Rent a Home in Philadelphia

The city of Philadelphia has a laundry list of required documents that a tenant must be presented with at the time of lease signing or prior to the move in date. Failure to provide all of the required documents can be problematic for a landlord, especially if they find themselves in landlord/tenant dispute. Read on to learn more about what forms and documents a landlord is required to maintain and present to the tenant.

1. Lease Agreement

   This is an easy starting point. A landlord and tenant must enter into a legally binding contract that discloses information such as the lease commencement and termination date, monthly rent amount, property address and more. The most commonly seen type of lease agreement is the Pennsylvania Association of Realtors (PAR) form.

   We partner with great Realtors in Philadelphia. Contact us for more information info@phillyrentallicense.com or 215-740-6038.

2. Rental License

   In Philadelphia, it is required that all residential rentals must maintain an active rental license. A landlord is not legally allowed to collect rental payments without an active rental license. This license validates that the property owner is in good standing with taxes, healthy and safety violations, and legal zoning. A rental license is valid for 12 months and must be renewed annually through the City of Philadelphia Department of License and Inspections (L&I). The city of Philadelphia charges a fee of $63.00/unit to issue the license. Rental licenses that are not renewed within 60 days of the expiration date are subject to fines and penalties. A valid and active rental license is crucial for landlords in Philadelphia in order to be compliant with the city. To obtain a rental license, a landlord must also be registered for a Philadelphia tax account for Business Income & Receipts Tax (BIRT) and a Commercial Activity License.

   We are expediters certified with the city of Philadelphia and can handle all complex rental license registrations for you. Contact us at info@phillyrentallicense.com or 215-740-6038 for help with obtaining your rental license.

3. Certificate of Rental Suitability

   Anytime a landlord renews a lease agreement or enters into a new lease agreement, they are required to present their tenant with a Certificate of Rental Suitability. The purpose of this certificate is to verify that the property does not have any outstanding violations, and is safe and habitable with fire protections and smoke detectors in good working order. It is extremely important that the landlord presents a valid Certificate of Rental Suitability to a tenant. If a landlord must file a suit in court for back rent due, the landlord can only file starting from the date the certificate was issued. For example, if a tenant began renting a property in 2020, but the landlord only registered for the Certificate of Rental Suitability in January 2022. The landlord is only allowed to file in court for back owed rent starting the date the certificate was issued and must forgo any lost rents from the time there was no certificate. The Certificate of Rental Suitability can be registered for through the City of Philadelphia Department of Licenses & Inspections (L&I).

   We are expediters certified with the city of Philadelphia and can register for the Certificate of Rental Suitability for you. Contact us at info@phillyrentallicense.com or 215-740-6038.

4. Lead Based Paint Safe/Free Test Results and Lead Based Paint Safe/Free Certificate

   The City of Philadelphia requires that all residential rental properties built in or prior to 1978 must be tested for lead based paint by an EPA certified lead tester. Lead based paint test results are valid for four years and then must be retested and resubmitted to the Lead and Healthy Homes Program. If a property was built after 1978, then it is exempt from the lead testing requirement and the exemption must be filed with the Lead and Healthy Homes Program through the Lead Certification Submission System.

   We partner with great certified lead based paint testers in Philadelphia. Contact us for more information info@phillyrentallicense.com or 215-740-6038.

5. Protect Your Family from Lead in Your Home Pamphlet

   This pamphlet outlines the risks of lead based paint, how to identify lead based paint, and how to protect against lead based paint. It also explains the laws in place within Philadelphia to protect tenants against lead exposure risks.

   We partner with great certified lead based paint testers in Philadelphia. Contact us for more information info@phillyrentallicense.com or 215-740-6038.

6. Bed Bug Certification & Pamphlet

   The city of Philadelphia requires that tenants are presented with a guide to bed bug & safety & a disclosure stating whether the property has been recently infested and treated for bed bugs.

7. Clean Indoor Air Laws and Regulations

   Landlords are required to present tenants with written disclosure on the building’s policy on smoking. The policy needs to state whether smoking is prohibited in all units, allowed in all units, or allowed in some units.

8. Partners for Good Housing Pamphlet

   A guide book created by the city of Philadelphia outlining minimum health, safety and maintenance standards for houses and apartments. The pamphlet outlines local ordinances and code for:

   • Rental License requirements

   • Fire protection

   • Basic facility requirements

   • Keeping homes, apartments & yards clean and sanitary

   • How the building construction and occupancy code is enforced

   • How to file a compliant or an appeal