Real Estate template
Residential Lease Template
Use this comprehensive lease to define rent, maintenance duties, and termination rights for houses, apartments, or co-living units across Malaysia.
Overview
This residential lease agreement is designed to protect both landlords and tenants by documenting the full tenancy lifecycle—from handing over keys to managing repairs and ending the tenancy. The clauses reflect common Malaysian requirements, including deposit handling, quit rent, and utilities allocations.
Whether you own a single condominium or manage a portfolio of apartments, the template helps you maintain compliance with housing regulations while presenting a professional document to prospective tenants. Every section includes drafting guidance so you can adapt for furnished or unfurnished properties, short-term rentals, or longer-term leases.
The guide also explores tenant communication best practices, such as issuing inspection reports, documenting handover photos, and outlining emergency contact procedures. By setting expectations upfront, you minimise disputes and retain tenants for longer.
Who should use this template?
Independent landlords
Define payment schedules, late fees, and maintenance obligations for condos, landed homes, or rooms rented to students and young professionals.
Property managers
Standardise lease paperwork across multiple units, ensuring consistent clauses on deposits, repairs, and compliance with local housing rules.
Tenants
Understand your rights, negotiate fair terms, and ensure you receive transparent documentation on deposits, utilities, and notice periods.
Key clauses to review
Rent and payment schedule
Specify monthly rent, due dates, acceptable payment channels, and grace periods. Include clauses on late fees or interest to encourage timely payments.
Security deposit handling
Detail how much deposit is collected, where it is stored, acceptable deductions, and the timeline for returning funds after move-out.
Maintenance and repairs
Clarify who handles routine servicing versus structural repairs. Include obligations for pest control, air-conditioner servicing, and emergency fixes.
Termination and renewal
Outline notice periods, early termination penalties, and renewal procedures. Provide options for automatic renewal or renegotiation.
Drafting tips
- Document the inventory of fixtures and furniture using the included annex so both parties agree on the condition at move-in.
- Adjust the deposit clause if you are in states with capped deposits or special tenancy laws, such as Selangor's tenancy regulations.
- For student housing or co-living spaces, include house rules covering guests, quiet hours, and shared facility usage.
- Reference local council permits if you operate short-term rentals to remain compliant with municipal requirements.
Detailed playbook
Preparing the premises
Before signing, inspect the property and record any defects. Use the template's inventory schedule to document appliances, paint condition, and furniture. Attach photos or videos for clarity. Provide the tenant with appliance manuals and emergency contact numbers for electricians or plumbers. A transparent handover builds trust and reduces disputes later.
If you are renting a stratified property, include the building's house rules as an annex. Clarify parking allocations, access card deposits, and restrictions on renovations. This ensures the tenant understands expectations from the management corporation as well as the landlord.
Managing payments and receipts
Automate rent reminders by using standing instructions or payment links. The lease template includes a clause requiring tenants to email proof of payment within 24 hours. Maintain a ledger of rent received and deposit deductions so you can reconcile quickly at the end of the tenancy.
If you accept cash, issue signed receipts and update the ledger immediately. For digital payments, save bank transaction slips. This documentation protects both parties and simplifies tax reporting for landlords.
Handling repairs and maintenance
Outline the process for reporting defects, including response times and emergency contacts. Landlords should clarify whether tenants may arrange minor repairs directly and claim reimbursement. Tenants, meanwhile, should understand their obligation to keep the premises reasonably clean and to service air-conditioning units every six months.
For multi-tenant units, schedule quarterly inspections with reasonable notice. Use the inspection template provided to document observations and agree on rectification timelines. If damage results from tenant negligence, detail the repair cost in writing and provide invoices when deducting from the deposit.
Utilities and shared facilities
Specify how water, electricity, internet, and maintenance fees will be paid. Some landlords bundle utilities into rent, while others require tenants to place separate deposits with providers. The template provides optional clauses for both approaches.
If the property includes shared amenities—such as pools, gyms, or co-working lounges—list the usage rules and any booking systems. Clarify responsibility for access cards, replacement fees, and guest policies.
Ending the tenancy
When either party wishes to terminate, refer to the notice periods set out in the agreement. Provide written notice and acknowledge receipt. Arrange a joint inspection using the exit checklist to confirm the condition of the premises.
Return the deposit promptly once outstanding bills and repairs are settled. Include a summary statement outlining deductions with supporting invoices. Transparent communication at this stage preserves goodwill and encourages referrals.
Using Legalise AI for tenancy management
Import your property inventory into Legalise AI to auto-fill unit numbers, rent amounts, and tenant details. Generate localised clauses for furnished units or co-living arrangements in seconds. The AI assistant can also draft polite rent reminders, inspection notices, and renewal offers based on the lease data.
When negotiating renewals, duplicate the existing agreement and let our clause comparison highlight changes. Export final contracts as PDFs or Word files with stamp-duty ready signature blocks, ensuring every tenancy stays compliant and professional.
Sample clause excerpt
The Landlord shall return the Security Deposit within fourteen (14) days after the Tenant vacates the Premises, less any lawful deductions for outstanding rent, utility charges, or documented repairs attributable to the Tenant beyond fair wear and tear. The Tenant shall promptly notify the Landlord of any defect or damage to the Premises. Failure to provide timely notice may render the Tenant liable for the resulting loss or deterioration.
Frequently asked questions
How much deposit can I charge?
In Malaysia it is common to collect one month's rent as a security deposit and half a month's rent for utilities. Always check current regulations in your state as some authorities are considering deposit caps or tenancy tribunals.
Can I increase rent during the tenancy?
You may increase rent only if the lease expressly allows it or upon renewal. Provide written notice and agree on the new rate in writing to avoid disputes.
What happens if the tenant leaves early?
Include an early termination clause that defines compensation—commonly forfeiting the deposit or paying rent until a replacement tenant is found. Document the handover date in writing.
Do I need to register the tenancy?
Stamping the lease with LHDN is required for enforceability and to access legal remedies. Property managers should budget the stamp duty and clarify who bears the cost.