Specimen packet
See the packet before you buy.
These samples use the same rules and document templates as a paid landlord notice packet, with fictional details only.
Washington sample
This specimen uses fictional facts for Jordan Example, Casey Sample, and 123 Sample Street. Your packet is built from your unit's facts.
Rent and Fee Increase Notice
Washington rent and fee increase notice. Keep the attached worksheet with this notice; it shows the official rent-limit source and calculation.
RENT AND FEE INCREASE NOTICE TO TENANTS
This notice concerns recurring rent and fee charges for the rental unit identified below.
Washington limits many covered rent and recurring-fee increases to one increase in a 12-month tenancy period, up to 7% plus consumer price index or 10%, whichever is less, unless an exemption applies.
| Current rent | $1,800.00 |
|---|---|
| New rent | $1,980.00 |
| Increase | $180.00 (10.000%) |
| Effective date | 2027-01-01 |
TO TENANT(S): Jordan Example
AT ADDRESS: 123 Sample Street, Spokane, WA
LANDLORD OR AGENT: Casey Sample
Your landlord intends to raise the rent and other recurring charges for this rental unit.
The total monthly increase effective 2027-01-01 will be 10.000%, which totals an additional $180.00 per month, for a new total monthly rent and recurring charge amount of $1,980.00.
This increase is:
A lower increase than the maximum allowed by state law.
The maximum increase allowed by state law.
Authorized by an exemption claimed under RCW 59.18.710.
Deliver the notice using a method Washington law accepts. Keep the attached proof-of-delivery log.
EXEMPTIONS CLAIMED BY LANDLORD: None claimed in this packet.
Landlord or authorized agent signature: ______________________________ Date: ____________
Landlord Cover Letter
Dear Jordan Example,
This letter summarizes the rent-increase notice enclosed with this packet. The new monthly rent shown in the notice is $1,980.00, effective 2027-01-01.
The increase was calculated against the current published rent limit for this unit and location. The worksheet included with this packet shows the formula, official source, current rent, maximum allowed increase, and notice timing.
Please keep these pages with your rental records. If any fact in the notice is wrong, contact Casey Sample promptly.
Sincerely,
Casey Sample
Calculation Worksheet
| Current rent | $1,800.00 |
|---|---|
| New rent in notice | $1,980.00 |
| Increase amount | $180.00 |
| Increase percent | 10.000% |
| Published rent limit | 10.000% |
| Formula | Lesser of 7% plus Seattle-area CPI-U or 10%; the calculated 11.53% is limited to 10%. |
| Maximum increase | $180.00 |
| Source | https://www.commerce.wa.gov/housing-policy/hb1217-landlord-resource-center/ |
| Verified at | 2026-07-21 |
| Required notice period | 90 days |
| Required notice period ends | 2026-10-01 |
| Day rent is due | 1 |
| First date allowed under the first-year rule | 2027-01-01 |
| Earliest effective date | 2027-01-01 |
| First-year rule | The effective date was moved to follow the first-year limit. |
Exemption Review
Status: not exempt
No Washington exemption matched the supplied facts.
Citations: RCW 59.18.710
Delivery Instructions
Deliver the notice using one of these methods:
- personal delivery
- substitute service plus mailed copy under RCW 59.12.040
- posting plus mailed copy under RCW 59.12.040
Required notice time based on the details entered: 90 days.
The first date allowed under the first-year rule is 2027-01-01. The increase must not start before this date based on the tenancy start date entered.
Earliest effective date based on the delivery date and method entered: 2027-01-01.
- Washington rules do not list mailing alone as a complete way to deliver a rent-increase notice.
- If you deliver to another person or post the notice, also mail the copy required by RCW 59.12.040.
- HB 2664, effective June 11, 2026, removed the certified-mail wording and requires the mailed copy to be deposited in the United States mail from within Washington with postage prepaid.
- RCW 59.12.040 allows five extra days before starting a court case based on a mailed notice. Those court-case days do not move the rent-increase effective date.
Citations: RCW 59.18.720, RCW 59.12.040, 2026 Wash. Sess. Laws ch. 144 (HB 2664)
Do not rely on email-only delivery unless a lawyer confirms that the law allows it for your situation.
Proof of Delivery (Service) Log
| Date | Time | Method | Server | Receipt / notes |
|---|---|---|---|---|
Keep this log with a copy of the signed notice and any mailing receipt.
Plain-English Explanation
The current published rent limit for these facts is 10.000%, which equals $180.00 on a current rent of $1,800.00.
The notice amount entered is $180.00, or 10.000%, for a new rent of $1,980.00.
The earliest supported effective date is 2027-01-01; this includes the notice period required by law and the start of the rental period entered.
The rule checks did not find a problem that blocks the notice.
The details entered support an effective date of 2027-01-01 at up to 10.000% if every packet detail is correct.
- Deliver the notice on 2026-07-03 using an accepted method, then use 2027-01-01 or later as the effective date.
- The current published rent limit runs through 2027-12-31; the next figure is expected early July after June CPI data. Waiting may change the limit, but it also delays the rent change.
- Every rent cycle delayed gives up roughly $180.00 of monthly increase under the current rent limit.
Compliance Risk Report
Extra rental-law checks. This report is based on your optional answers and is not legal advice.
| Need attention | 0 |
|---|---|
| Need answers | 1 |
| Passed | 8 |
Unanswered items
- Washington 30-day deposit return and documentationConfirm the move-out date, refund/accounting date, and itemized-statement facts for the 30-day deposit-return deadline.RCW 59.18.280
Washington move-in checklist prerequisite
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | Checklist fact |
| Citation | RCW 59.18.260 |
| Source | https://apps.leg.wa.gov/Rcw/default.aspx?cite=59.18.260 |
Your answers show that the signed move-in checklist exists.
Fix-it checklist
- Prepare a move-in condition checklist.
- Have landlord and tenant sign and date it.
- Deliver a copy to the tenant and retain it with the lease file.
Washington deposit account notice
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | Trust/depository notice |
| Citation | RCW 59.18.260 |
| Source | https://apps.leg.wa.gov/Rcw/default.aspx?cite=59.18.260 |
Your answers show that the tenant received the deposit account notice.
Fix-it checklist
- Keep deposit funds in the required trust/depository setup.
- Give the tenant written notice of the depository name and address.
Washington source-of-income discrimination
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | 4.5 x monthly rent |
| Citation | RCW 59.18.255 |
| Source | https://app.leg.wa.gov/rcw/default.aspx?cite=59.18.255 |
Your answers did not show a voucher or subsidy restriction.
Fix-it checklist
- Remove voucher/subsidy exclusions from ads and criteria.
- Calculate income thresholds after subtracting voucher or subsidy amounts.
Washington prohibited lease terms
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | 2 x monthly rent |
| Citation | RCW 59.18.230 |
| Source | https://apps.leg.wa.gov/rcw/default.aspx?cite=59.18.230 |
Your answers did not show a prohibited Washington lease term.
Fix-it checklist
- Remove provisions that waive tenant rights or remedies.
- Remove attorney-fee, indemnity, confession, lien, or electronic-only payment terms that the statute prohibits.
- Keep the corrected lease and change log with the unit file.
Washington screening-fee disclosure
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | Up to $100 plus court costs and reasonable attorney fees |
| Citation | RCW 59.18.257 |
| Source | https://app.leg.wa.gov/RCW/default.aspx?cite=59.18.257 |
Your answers show that no applicant screening fee was charged.
Fix-it checklist
- Give written screening criteria and process disclosures before collecting any screening fee.
- Keep the fee at actual report/background-check cost and no more than customary local screening-service cost.
- State whether comprehensive reusable tenant screening reports are accepted.
Washington entry-notice rules
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | Up to $100 per continuing violation after written notification |
| Citation | RCW 59.18.150 |
| Source | https://apps.leg.wa.gov/Rcw/default.aspx?cite=59.18.150 |
Your answers show that Washington entry notices and timing rules are satisfied.
Fix-it checklist
- Use two days' written notice for ordinary entry and one day for showings unless an emergency, abandonment, court order, arbitrator order, or tenant consent applies.
- Put the exact entry date/time or time window and rescheduling phone number in the notice.
- Stop and document any repeated entry issue after a tenant gives written notice alleging a violation.
Washington tenant-payment application order
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | Indirect ledger review: rent before late payments, damages, legal costs, attorneys' fees, or other fees |
| Citation | RCW 59.18.283 |
| Source | https://app.leg.wa.gov/rcw/default.aspx?cite=59.18.283 |
Your answers show that tenant payments are applied in the required Washington order.
Fix-it checklist
- Reconcile the tenant ledger before sending or relying on a nonpayment notice.
- Apply payments in the statutory order: rent before late payments, damages, legal costs, attorneys' fees, or other fees.
- Keep a corrected ledger export with the unit compliance file.
Washington just-cause termination
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | Termination question |
| Citation | RCW 59.18.650 |
| Source | https://app.leg.wa.gov/RCW/default.aspx?cite=59.18.650 |
Your answers show that no termination is planned this year.
Fix-it checklist
- Do not reuse a rent-increase packet for termination.
- Confirm the legal reason, notice period, relocation duties, and city rules before delivering the notice.
Included blank templates
Template: Move-in Condition Checklist
Blank template for the lease file. Citation: RCW 59.18.260.
| Rental address | 123 Sample Street, Spokane, WA |
|---|---|
| Tenant(s) | Jordan Example |
| Landlord/agent | Casey Sample |
| Move-in date | ____________________ |
| Rooms/items checked | Walls: ______ Floors: ______ Appliances: ______ Plumbing: ______ Windows/doors: ______ Other: ______ |
| Existing conditions noted | ____________________ |
| Tenant signature/date | ____________________ |
| Landlord signature/date | ____________________ |
Template: Deposit Depository Notice
Blank template for the deposit-account notice. Citation: RCW 59.18.270.
| Deposit amount | $1,800.00 |
|---|---|
| Financial institution | ____________________ |
| Institution address | ____________________ |
| Account type / interest treatment | ____________________ |
| Date delivered to tenant | ____________________ |
Limitations and Use
This packet is a self-help check of the details you entered. RentCap is not a law firm and does not provide legal advice.
The packet depends on the facts entered by the user. Do not use it for subsidized housing, week-to-week tenancies, active disputes, uncertain exemption facts, or facts outside Washington and Oregon without attorney review.
Before serving, confirm that the facts entered are correct and get attorney review for subsidized housing, disputes, unusual exemptions, or facts outside the supported Washington and Oregon paths.
Oregon sample
This specimen uses fictional facts for Jordan Example, Casey Sample, and 123 Sample Street. Your packet is built from your unit's facts.
Notice of Rent Increase
Oregon rent-increase notice created from the details entered. The attached worksheet shows the official rent-limit source and calculation.
| Current rent | $1,800.00 |
|---|---|
| New rent | $1,980.00 |
| Increase | $180.00 (10.000%) |
| Effective date | 2026-11-01 |
To: Jordan Example
From: Casey Sample
Rental property: 123 Sample Street, Portland, OR
Your monthly rent will increase from $1,800.00 to $1,980.00. The increase amount is $180.00.
The effective date of the rent increase is 2026-11-01.
The attached worksheet states the applicable rent limit, official source, and calculation.
Exemption details stated in notice: First certificate of occupancy appears to be less than 15 years before the notice date.
Detail entered: first certificate of occupancy 2020-01-01.
Landlord or authorized agent signature: ______________________________ Date: ____________
Landlord Cover Letter
Dear Jordan Example,
This letter summarizes the rent-increase notice enclosed with this packet. The new monthly rent shown in the notice is $1,980.00, effective 2026-11-01.
The increase was calculated against the current published rent limit for this unit and location. The worksheet included with this packet shows the formula, official source, current rent, maximum allowed increase, and notice timing.
Please keep these pages with your rental records. If any fact in the notice is wrong, contact Casey Sample promptly.
Sincerely,
Casey Sample
Calculation Worksheet
| Current rent | $1,800.00 |
|---|---|
| New rent in notice | $1,980.00 |
| Increase amount | $180.00 |
| Increase percent | 10.000% |
| Published rent limit | 9.500% |
| Formula | Lesser of 10% or 7% plus West Region CPI. |
| Maximum increase | $171.00 |
| Source | https://www.oregon.gov/das/oea/pages/rent-stabilization.aspx |
| Verified at | 2026-07-03 |
| Required notice period | 93 days |
| Required notice period ends | 2026-10-04 |
| Day rent is due | 1 |
| First date allowed under the first-year rule | 2025-01-01 |
| Earliest effective date | 2026-11-01 |
Exemption Review
Status: exempt
First certificate of occupancy appears to be less than 15 years before the notice date.
Citations: ORS 90.323(5)
Delivery Instructions
Deliver the notice using one of these methods:
- personal delivery
- first-class mail
- mail plus attachment if the rental agreement allows it
Required notice time based on the details entered: 93 days.
The required notice period ends 2026-10-04. Because rent is due on day 1, the first supported start of a rental period is 2026-11-01.
The first date allowed under the first-year rule is 2025-01-01. The increase must not start before this date based on the tenancy start date entered.
Earliest effective date based on the delivery date and method entered: 2026-11-01.
- When the notice is sent by first-class mail, Oregon adds three days to the notice period.
- Use a rental-agreement-authorized mail-and-attachment method only when the agreement supports it.
Citations: ORS 90.155, ORS 90.220, ORS 90.323
Do not rely on email-only delivery unless a lawyer confirms that the law allows it for your situation.
Proof of Delivery (Service) Log
| Date | Time | Method | Server | Receipt / notes |
|---|---|---|---|---|
Keep this log with a copy of the signed notice and any mailing receipt.
Plain-English Explanation
The current published rent limit for these facts is 9.500%, which equals $171.00 on a current rent of $1,800.00.
The notice amount entered is $180.00, or 10.000%, for a new rent of $1,980.00.
The earliest supported effective date is 2026-11-01; this includes the notice period required by law and the start of the rental period entered.
1 warning or review item should be handled before delivering the notice.
The details entered support an effective date of 2026-11-01 at up to 9.500% if every packet detail is correct.
- Deliver the notice on 2026-07-03 using an accepted method, then use 2026-11-01 or later as the effective date.
- The current published rent limit runs through 2026-12-31; the next figure is expected by late September before the next calendar year. Waiting may change the limit, but it also delays the rent change.
- Every rent cycle delayed gives up roughly $180.00 of monthly increase under the current rent limit.
Compliance Risk Report
Extra rental-law checks. This report is based on your optional answers and is not legal advice.
| Need attention | 0 |
|---|---|
| Need answers | 1 |
| Passed | 9 |
Unanswered items
- Oregon 31-day deposit return and accountingConfirm the move-out date, refund/accounting date, and itemized-statement facts for the 31-day deposit-return deadline.ORS 90.300
Portland security deposit duties
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | $250 per Portland deposit-duty violation |
| Citation | PCC 30.01.087 |
| Source | https://www.portland.gov/code/30/01/087 |
Your answers show that the Portland deposit duties are satisfied.
Fix-it checklist
- Confirm deposit and last-month-rent caps.
- Deposit funds into a segregated account within two weeks.
- Keep the condition report, photos, final inspection, accounting, and notice-of-rights file together.
Oregon prohibited lease provisions
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | 3 x monthly rent |
| Citation | ORS 90.245 |
| Source | https://www.oregonlegislature.gov/bills_laws/ors/ors090.html |
Your answers did not show a prohibited Oregon lease term.
Fix-it checklist
- Remove provisions that waive tenant rights or remedies.
- Remove confession-of-judgment, improper liquidated-damages, and similar barred terms.
- Keep the corrected lease and change log with the unit file.
Oregon prohibited fees
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | $300 minimum or twice damages per prohibited fee |
| Citation | ORS 90.302; ORS 90.260 |
| Source | https://www.oregonlegislature.gov/bills_laws/ors/ors090.html |
Your answers did not show a prohibited Oregon fee.
Fix-it checklist
- Remove fees outside ORS 90.302.
- Confirm late fees use one of the ORS 90.260 structures.
- Keep fee descriptions in the written rental agreement.
Oregon applicant screening charges
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | Twice the screening fee plus $250 |
| Citation | ORS 90.295 |
| Source | https://www.oregonlegislature.gov/bills_laws/ors/ors090.html |
Your answers show that no Oregon applicant screening charge was collected.
Fix-it checklist
- Adopt written screening or admission criteria before collecting a screening charge.
- Disclose the charge amount, criteria, process, dispute rights, appeal rights, and nondiscrimination policies before payment.
- Refund the screening charge within 30 days when the unit fills before screening or no screening is ordered before withdrawal.
Oregon entry-notice rules
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | Actual damages, not less than one month's rent |
| Citation | ORS 90.322 |
| Source | https://www.oregonlegislature.gov/bills_laws/ors/ors090.html |
Your answers show that Oregon entry notices and timing rules are satisfied.
Fix-it checklist
- Give at least 24 hours' actual notice for ordinary entry unless an exception applies.
- Enter only at reasonable times and honor a tenant's timely denial of consent when ORS 90.322 allows denial.
- Document emergency entries and the required post-entry notice.
Oregon tenant-payment application order
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | Indirect ledger review: prior rent, current rent, utility/service charges, late charges, then ORS 90.302 or damage/claim fees |
| Citation | ORS 90.220(9) |
| Source | https://www.oregonlegislature.gov/bills_laws/ors/ors090.html |
Your answers show that tenant payments are applied in the required Oregon order.
Fix-it checklist
- Reconcile the tenant ledger before sending or relying on a nonpayment notice.
- Apply payments in the statutory order: prior rent, current rent, utility/service charges, late charges, then ORS 90.302 or damage/claim fees.
- Keep a corrected ledger export with the unit compliance file.
Oregon termination exposure
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | Termination question |
| Citation | ORS 90.427 |
| Source | https://www.oregonlegislature.gov/bills_laws/ors/ors090.html |
Your answers show that no termination is planned this year.
Fix-it checklist
- Do not reuse a rent-increase packet for termination.
- Confirm the legal reason, notice period, relocation duties, and city rules before delivering the notice.
Portland application screening rules
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | $250 per Portland application-screening violation |
| Citation | PCC 30.01.086 |
| Source | https://www.portland.gov/code/30/01/086 |
Your answers show that Portland application-screening rules are satisfied.
Fix-it checklist
- Publish and preserve the open application period details before accepting applications.
- Check screening fees against Portland's professional-screening-company cost caps.
- Keep application forms, determinations, appeal process, and individual-assessment records with the unit file.
Portland Schedule R registration penalty
| Status | Pass |
|---|---|
| Possible legal amount | Not calculated |
| Basis | Approximate annual unit fee exposure |
| Citation | PCC 7.02.700 |
| Source | https://www.portland.gov/code/7/02/700 |
Your answers show that Portland Schedule R has been filed.
Fix-it checklist
- File or confirm Schedule R with Portland Revenue.
- Keep the registration confirmation with the unit compliance file.
Included blank templates
Template: Portland Deposit Pack - Move-in Controls
Blank checklist for Portland deposit duties. Citation: PCC 30.01.087.
| Rental address | 123 Sample Street, Portland, OR |
|---|---|
| Tenant(s) | Jordan Example |
| Deposit amount collected | $1,800.00 |
| Deposit / prepaid rent cap checked | ____________________ |
| Required notice of rights delivered | ____________________ |
| Segregated account deposit date | ____________________ |
| Account or ledger reference | ____________________ |
Template: Portland Fixture and Condition Record
Blank record for the fixture list, condition report, and tenant additions. Citation: PCC 30.01.087.
| Condition report and photos shared | ____________________ |
|---|---|
| Tenant addendum window tracked | ____________________ |
| Fixture / room | Entry: ______ Kitchen: ______ Bath: ______ Bedroom(s): ______ Appliances: ______ Other: ______ |
| Depreciation schedule reference | ____________________ |
| Tenant addendum received? | ____________________ |
Template: Portland Move-out Accounting Packet
Blank cover sheet for final inspection, itemized charges, photos, and rent-payment records. Citation: PCC 30.01.087.
| Final inspection notice/date | ____________________ |
|---|---|
| Tenant opportunity to attend tracked | ____________________ |
| Accounting, photos, and notice of rights delivered | ____________________ |
| Amounts withheld and basis | ____________________ |
| Repair invoices / estimates attached | ____________________ |
| Rent payment history request/date | ____________________ |
| Payment history delivered/date | ____________________ |
Limitations and Use
This packet is a self-help check of the details you entered. RentCap is not a law firm and does not provide legal advice.
The packet depends on the facts entered by the user. Do not use it for subsidized housing, week-to-week tenancies, active disputes, uncertain exemption facts, or facts outside Washington and Oregon without attorney review.
Before serving, confirm that the facts entered are correct and get attorney review for subsidized housing, disputes, unusual exemptions, or facts outside the supported Washington and Oregon paths.