Landlord Responsibility Statements

Washington Landlord Responsibility Statement 

Effective Date: November 1, 2025
Jurisdiction: State of Washington
Applies To: All landlords, property managers, agents and listing entities using Tentunit to list residential rental properties (including student-housing, young-professional and conventional rentals) in Washington.

1. Purpose

This Statement establishes the operational, legal and ethical obligations that landlords must meet when listing properties via Tentunit in Washington. Use of the Tentunit platform constitutes the landlord’s acceptance of this Statement, Tentunit’s Terms of Service and Payment Terms, the Fair Housing & Equal Access Policy, and all applicable federal, state and local laws. This document is not legal advice; landlords should consult qualified counsel for full compliance.

2. Listing Accuracy, Transparency & Advertising Standards

Landlords must ensure that all listings on Tentunit are truthful, current, and accurately reflect the unit being offered and its terms.

Required Disclosures:

  • Clearly state monthly rent, lease term (fixed or periodic), earliest availability date.
  • Disclose all one-time and recurring fees: application/screening fees, move-in/administrative fees, pet deposits/fees, parking/amenity fees, utility re-billing or allocation charges.
  • Disclose security deposit amount (or any fee-in-lieu if permitted) and the conditions under which it may be withheld, including timeframe for return. (See RCW 59.18.260.
  • Specify utility responsibilities: which utilities tenant pays, which landlord pays; if sub-metering or cost allocation is used, the method must be explained.
  • Photographs and description must reflect the actual unit being offered, not a model unit unless clearly disclosed.
  • Provide screening criteria up front: income threshold, credit/rental history requirement, guarantor/co-signer policy, student eligibility/shared-housing rules if applicable.
  • Availability: Ensure the listing reflects a unit genuinely available for lease; if status changes (leased, held, unavailable) the listing must be updated or removed promptly.

Prohibited Practices:

  • Marketing units that are not genuinely available for lease without timely updating of status.
  • Misrepresenting key facts: number of bedrooms/bathrooms, square footage, condition, finishes, view, amenities or location.
  • Using “starting at” or “from” pricing without full disclosure of eligibility, timing and unit availability.
  • Omitting material fees or hiding costs such that a reasonable renter is misled about total cost.
  • “Bait-and-switch” or advertising one unit/terms but offering materially different one without disclosure.

Legal/Regulatory Context:
 Washington’s landlord-tenant law is primarily governed by the Residential Landlord–Tenant Act (RLTA), RCW Chapter 59.18. Landlords and advertisement practices must also align with fair housing obligations, truth-in-advertising principles and local jurisdictional overlays.

3. Fair Housing & Equal Access

Landlords must comply with:

  • The federal Fair Housing Act (42 U.S.C. §3601 et seq.).
  • Washington state non-discrimination statutes including RCW 59.18.255 (prohibiting source-of-income discrimination)
    Landlords must:
  • Apply neutral, consistently enforced screening criteria to all applicants, regardless of protected class (race, color, religion, sex, national origin, disability, familial status) or local protections.
  • Provide reasonable accommodations or modifications for persons with disabilities as required by law.
  • Avoid discriminatory or exclusionary language or practices in advertising, communications, screening or leasing decisions.
  • Maintain documentation of screening criteria, decisions, accommodation/modification requests and how they were addressed.

4. Communication Standards & Platform Responsiveness

To support Tentunit’s student/young-professional rental focus and maintain platform integrity, landlords must maintain timely and documented communication:

  • Acknowledge listing inquiries, application submissions, maintenance/repair requests via Tentunit (or other documented channel) within 24 hours, and provide a substantive status update within 48 hours.
  • Keep applicants informed of their status (approved, denied, wait-list) and keep tenants informed of scheduled entries, inspections, maintenance or changes in lease/house-rules.
  • Ensure listing data remains current: if rent, fees, availability, amenities, photos or policies change, update listing promptly.
  • Communicate professionally, respectfully and non-discriminatorily. Repeated failures to respond or abusive/discriminatory conduct may result in listing removal or account termination by Tentunit.

5. Lease Execution, Legal Compliance & Contract Terms

Leases executed via Tentunit (or for units listed via Tentunit) in Washington must comply with state law and reflect best-practice standards.

Required Lease Elements & Obligations:

  • A written lease or rental agreement is strongly recommended. RCW 59.18.260 requires a written agreement when a deposit is collected.
  • Include full legal name and address of landlord/agent for notices and service of process.
  • Lease must clearly specify: rent amount and due date; lease term (fixed or periodic); renewal/termination mechanics; security deposit amount and handling; all recurring/one-time fees; utility responsibilities; screening criteria; for student/young-professional housing: roommate/shared-housing rules, sub-letting policy, early termination options.
  • Include required disclosures: e.g., federal Lead-Based Paint Hazard disclosure for units built before 1978; any localized disclosures.
  • Lease must not include terms that waive statutory tenant rights or permit unlawful “self-help” eviction methods (lock-outs, utility shut-off). Washington law prohibits such practices and mandates formal procedures.
  • Termination/notice provisions must align with state law: e.g., month-to-month tenancy ends with 20 days’ written notice under RCW 59.18.200.

6. Habitability, Maintenance & Repair Obligations

Landlords must ensure that leased premises are safe, habitable, clean and maintained in accordance with Washington law and industry best practice.
Key obligations include:

  • Maintain structural components: roof, walls, floors, windows/doors, stairs/porches/handrails in safe, secure condition.
  • Provide and maintain functioning utilities and systems if included or required by lease or code (plumbing, electrical, sanitation, secure locks/egress).
  • Respond within a reasonable time to tenant-reported conditions materially affecting health or safety; documentation of notification and repair step-down is recommended.
  • Maintain records: tenant repair/maintenance request date/time, vendor/work-order number, completion date/time, tenant notifications, before/after photographic evidence.
  • Landlord must not retaliate against tenant for making good-faith repair requests or enforcing rights (statutory prohibition of retaliation).

7. Entry, Inspections & Tenant Privacy

Landlords must respect tenant’s right to quiet enjoyment of the premises and ensure access/entry is lawful, documented and reasonable.

  • Per RCW 59.18.150 the landlord must give written notice stating date/time or period of entry; tenant may not unreasonably withhold consent when landlord has given at least one day’s notice for showing to prospective tenants or purchasers.
  • Industry best practice for Tentunit compliance: provide at least 24 hours’ written notice for non-emergency entry, limit entries to reasonable hours (e.g., 8 a.m.–8 p.m.).
  • Entry should be for legitimate purposes: repairs, inspections, showing to prospective tenants/purchasers, improvements, or as agreed in lease.
  • Landlord should document: notice date/time of request/intention to enter, actual entry date/time, persons present, purpose of entry, condition observed; photographic support when feasible.
  • At move-out, conduct a walkthrough inspection with tenant if possible (or documented inspection) and use a condition checklist with time-stamped photographs to support deposit deduction or dispute avoidance.

8. Security Deposit Handling & Administration

Washington’s deposit laws are detailed in RCW 59.18.260 (checklist requirement) and RCW 59.18.280 (return timeframe and documentation) 

Key Rules:

  • Landlord may collect a security deposit only if the rental agreement is in writing and a written checklist/statement of move-in condition is provided to tenant at commencement of tenancy. § 59.18.260(1)-(3).
  • The checklist must describe condition of premises: walls/paint, flooring, furniture/appliances, and be signed and dated by both landlord and tenant; tenant gets a copy. § 59.18.260(2)-(3).
  • No deposit may be withheld for wear from ordinary use. § 59.18.260(4).
  • Within 30 days after termination of tenancy and tenant vacates (or landlord learns of abandonment) the landlord must give to tenant the full refund of deposit (if any) plus any statement of basis for withholding, with documentation supporting deductions. § 59.18.280(1).
  • If landlord fails to deliver within timeframe, landlord is liable for full deposit and cannot assert claims to retain it. § 59.18.280(2).
  • There is no statutory cap on the amount of security deposit statewide under RCW; landlords may charge more than one month’s rent unless local ordinance provides otherwise.
  • Deductions must be itemised and supported with copies of invoices, bills or receipts for repairs beyond wear and tear. § 59.18.280(1)(b).

Tentunit Requirements for Washington Landlords:

  • Use a move-in condition checklist, signed by landlord/agent and tenant, with date-stamped photographs strongly encouraged.
  • In listing and lease, clearly disclose: security deposit amount; conditions for withholding; timeframe for return; tenant forwarding address requirement.
  • Maintain full ledger/documentation: deposit collected date/amount; institution name/address where deposit is held (if trust account used); forwarding address documentation; itemised deductions list if any; refund date and proof of mailing/transfer.
  • Ensure deposit or itemised deduction statement + remaining balance is delivered within 30 days of tenancy termination and possession returned.
  • Avoid labeling any portion of deposit as “non-refundable” unless legally permitted and clearly disclosed.
  • If property is sold or management changes mid-tenancy: ensure deposit is transferred appropriately and tenant provided notice of successor fiduciary/holding.

9. Student-Housing & Young-Professional Specific Standards

Given Tentunit’s focus on student and young-professional rentals, landlords must adopt elevated standards:

  • Listings must clearly disclose: proximity to campus/university; transportation/parking policy & cost; sub-letting policy or early-termination (lease-release) policy; roommate/shared-housing terms if applicable; renewal/non-renewal process.
  • Provide onboarding materials tailored to younger renters: move-in orientation guide, roommate/house-share rules, utility/Internet setup instructions, campus/transport orientation, emergency contact info.
  • Avoid practices that could be viewed as predatory toward students/young professionals (excessive non-refundable fees, ambiguous early-termination clauses, forced guarantor/co-signer without alternative).
  • Maintain mobile/app-friendly communications: timely responses, clear roommate/house-rule expectations; house-rules (shared spaces cleaning schedule, guest/party policy, noise/roommate obligations) must align with statutory tenant rights and be clearly disclosed in listing and lease and enforced consistently and fairly.

10. Documentation, Audit, Compliance & Platform Enforcement

Landlords must maintain institutional-level documentation and transparency; Tentunit retains strong enforcement rights.

Record-Keeping Requirements:
 Landlords must maintain for each unit/tenancy:

  • Listing metadata: upload date, version history of photos, fee schedule/changes, availability updates.
  • Screening/application logs: inquiry date/time, screening criteria applied, applications received, approvals/denials, communications archived.
  • Executed lease file: signed lease (digital/paper), any amendments/renewals, disclosures, guarantor/co-signer documentation if applicable.
  • Maintenance/repair logs: tenant request date/time, vendor/work-order number, completion date/time, tenant notifications, before/after photos.
  • Entry/inspection logs: notice sent date/time, actual entry date/time, purpose of entry, persons present, condition observed, photos where applicable.
  • Security deposit records: deposit amount & date collected; institution/account name & address; tenant forwarding address; itemised deduction statements (if any); refund date & proof of mailing/transfer.
  • Communication logs: listing inquiries, application status updates, maintenance scheduling, entries/inspection notices, lease renewal/termination communications via Tentunit portal or documented alternate channel.

Enforcement Rights of Tentunit:
 Tentunit may:

  • Audit landlord compliance (listings, lease documentation, maintenance/entry records, deposit handling) at any time without prior notice.
  • Suspend or remove listings for material or repeated non-compliance with this Statement, Tentunit policies or Washington/federal law.
  • Freeze or withhold landlord payouts tied to units flagged for unresolved compliance issues (e.g., deposit disputes, habitability complaints).
  • Terminate landlord’s platform account permanently for serious or repeated violations.
  • Report non-compliance or unlawful conduct to relevant regulatory or enforcement agencies (e.g., Washington State Attorney General’s Office) when applicable.
  • Seek recovery of damages, attorney’s fees and enforcement costs where permitted by law.

11. Indemnification

Landlord shall defend, indemnify and hold harmless Tentunit, its affiliates, officers, directors, employees, agents and contractors from and against any and all claims, losses, liabilities, damages, costs or expenses (including reasonable attorneys’ fees) arising out of or related to:

  • Landlord’s breach of this Statement or any Tentunit policy;
  • Landlord’s violation of any federal, state or local housing/tenant-landlord law/regulation;
  • Landlord’s mis-representation of listing, unit condition, availability, terms or fees;
  • Tenant claims or disputes arising from landlord’s acts or omissions;
  • Platform investigations or regulatory enforcement triggered by landlord non-compliance.

12. Governing Law & Reference Statutes

Washington Statutory & Reference Materials:

Federal Law Foundations:

  • Fair Housing Act (42 U.S.C. § 3601 et seq.)
  • Lead-Based Paint Hazard Reduction Act (for units built before 1978)
  • Servicemembers Civil Relief Act (SCRA) for eligible tenants