Tenant Information Form 2026: GDPR-Compliant Template (PDF)
Create a free tenant information form: only questions permitted by data protection authority guidance, with privacy information – PDF and Word.
FAQ
Is a tenant self-disclosure form compulsory?
No. There is no legal requirement to use one, and applicants do not have to complete it. However, it is common practice, and if an applicant does not provide information about their ability to pay, you may choose another applicant.
Which questions are permitted in a tenant self-disclosure form?
Under the data protection authorities’ guidance: name and contact details, number of occupants, employer, occupation, net income or an income threshold, pets, ongoing insolvency proceedings, eviction orders issued in the past five years and substantial rent arrears — depending on the stage of the application process.
May I ask about marital status or nationality?
No. Neither is necessary for the decision, and the supervisory authorities consider both questions impermissible. You may ask how many adults and children will be moving in.
May I request a copy of an identity card?
No. You may ask to see the identity card and record that you have checked it. Under the guidance, a copy is unnecessary and therefore not permitted.
May I request a Schufa report?
Only once you have selected the applicant, and only a report intended for rental applications. You must not request the full copy of personal data available under Art. 15 DSGVO.
How long may I keep the self-disclosure form?
For unsuccessful applicants, only as long as you need it — generally no more than six months to cover potential claims under the General Equal Treatment Act (AGG). For the tenant, retain only the information you need for the tenancy.
Is the tenant self-disclosure form available as a PDF?
Yes. The template generates the questionnaire, including a privacy notice, in PDF and Word formats. Your entries remain in your browser and are neither stored nor sent to us.