Leasing a rental property yourself can absolutely be done—but like anything you take on only every few years, it comes with a learning curve. This guide walks you through the DIY steps of leasing a home successfully in the City of Portland in 2025. It’s a solid starting point, but not an exhaustive manual—there are nuances in the leasing process that vary by property and situation. We’ve included helpful links throughout to guide you toward the right forms, disclosures, and policies so you can build out a compliant process of your own.
1. Pricing Your Rental Accurately
Before listing your home, take time to research the market. Rentometer and Zillow’s Price My Rental are both excellent tools to help you find comparable listings by neighborhood, home type, and size. While free versions are useful, paid subscriptions offer more robust market trend data. Do a final check of local listings a day or two before you post your listing to ensure you’re in line with the competition. Many property managers offer free rental assessments—use those resources when in doubt. Unless the previous tenancy was terminated by the landlord in the first year of occupancy, there are no restrictions on setting the rent for a new set of tenants.
Don’t fall into the trap of pricing based on your mortgage or desired rent alone—market value is determined by what similar homes are actually leasing for. Overpricing can lead to costly weeks of vacancy, more time spent fielding inquiries, and keeping a vacant house clean and climate-controlled for much longer than necessary.
2. Apply for a Relocation Exemption Before You List
If there’s any chance you’ll need your tenant to vacate at the end of their lease and you’d like to avoid paying Portland’s mandatory relocation fees ($2,800–$4,500), you’ll need an approved exemption from the Portland Housing Bureau. The three most common exemptions issued allow the homeowner to move back in, move in a family member, or sell the property upon the expiration of the tenant’s lease.
There are 12 exemption types, and many require a pre-approval document that must be issued to the tenant before they sign a lease.
If you skip this step or wait too long to apply, you may lose the right to reclaim your home without compensation to the tenant. Review the Portland Relocation Exemption criteria and application process here.
3. Determine Your Screening Criteria, Application Process & Security Deposit Plan
Portland requires landlords to publish their screening criteria before accepting applications or fees. You’ll need separate criteria for financially responsible and non-financially responsible adult applicants. An example of a non-financially responsible adult is an in-home caregiver, a child in college, a live-in grandparent or anyone who self-identifies as someone who will not be financially supporting the household.
We strongly recommend using a pre-written screening form from a local landlord association like Multifamily NW or Rental Housing Alliance of Oregon. These are vetted by legal counsel and include the Portland-specific disclosures. Want to create your own screening criteria? Check out the Portland Housing Bureau’s Application/Screening Brochure to learn about “Landlord’s Choice.”
Other essentials:
- Rental Application: Use Portland-compliant applications (also provided by the two organizations shared above)—avoid default forms from Zillow or syndication platforms, which often miss required elements. Here is a preview of the Multifamily NW application packet that includes all the necessary disclosures for a Financially-Responsible Tenant and a non-Financially Responsible Tenant. The Statement of Applicant Rights is a Portland-specific disclosure that must be included with all applications.
- Application Fee: Set the application fee to be no more than the amount you will pay your chosen screening company (listed below) to run the background check. It’s important that the application fee does not exceed the actual cost of the screening. You cannot charge a fee for non-financially responsible tenants, even if you incur a cost to run a basic public records search.
- Set a Predetermined Security Deposit: Limited to an amount equal to no more than 1 month’s rent. Careful not to require any additional pet deposits that would push the deposit over the permitted threshold. Don’t forget to stay competitive. Keeping move in costs to a minimum is a great way to attract more renters.
- Misc Fees: Non-refundable fees (including for pets, cleaning or admin work) are prohibited. It’s common for a homeowner to cover HOA orientation or move-in fees charged by their condo building, as they are often perceived as non-refundable administrative costs, which are not permitted in Portland.
- Individual Assessments: If an applicant doesn’t meet your criteria, there are important steps you must take before you formally deny the application. You must offer the applicant an opportunity to present additional info that could override the denial (called an “Individual Assessment”). If a denied applicant does not meet the qualifications to override, then they must receive formal notice of the denied application within 2 weeks of submitting their application.
- Read This: For more detailed info and administrative guidelines on the City of Portland’s advertising, screening, individual assessment, and denial process, check out the Portland Housing Bureau’s Application/Screening brochure.
4. Writing an Effective Listing
A strong listing does more than describe the home—it sets expectations and attracts the right applicants. Here’s what to include:
- Essentials: Rent amount, lease length options, utility info, screening fee, security deposit (not to exceed 1 month’s rent), pet policy, whether or not the home is accessible, how to apply, and how to schedule a tour.
- Details that matter: Capture the amenities that are searchable on Zillow, amenities like AC, parking, and laundry will help your listing stand out. Local public schools, Walk Score, and neighborhood highlights (coffee, grocery, restaurants, parks) are also great additions to your listing.
- Application timing: Let renters know when the home will be ready and how quickly you’d like the tenancy to begin. This helps narrow down inquiries to folks whose move is aligned with your rental availability.
- Exemptions: If you’ve secured a Portland Housing Bureau exemption (such as to reclaim the home later), it’s a good idea to note that in the listing.
- Language to avoid: Avoid phrases that hint at a preference for certain types of tenants (e.g., “Perfect for a single professional” or “ideal for a young couple”). These can trigger fair housing complaints.
- Photos matter: Use a quality camera if possible. Showcase clean, well-lit, and uncluttered spaces—5 to 15 strong images is ideal. We don’t typically stage rental homes as the cost outweighs the benefits. If the home is tenant occupied, when taking photos, ask for the tenant’s permission to use photos with their personal items.
- Protect your listing: Scammers often steal photos to create fake listings on Craigslist or Facebook Marketplace at below-market rates. Watermark your images to identify yourself as the rightful owner. Be clear in your listing that you only advertise on verified sites and never ask for money before a showing or signed lease. Offer to produce a valid ID to the prospect before accepting any deposits to ease their concerns on issuing money to the wrong person.
5. Marketing the Property
Where to post: We believe that Zillow and Apartments.com are the most effective platforms for DIY landlords. They’re typically free and offer easy-to-use programs to manage inquiries. You can also post on social media and ask your network to share. Neighborhood forums (like Nextdoor) can work well, especially if you’re already active in those online communities.
Where not to post: Avoid Craigslist and Facebook Marketplace—these platforms are flooded with scams. We let all prospective tenants know we never advertise there.
Stay compliant with fair housing laws:
- Respond to every inquiry.
- Provide consistent info to everyone.
- Encourage everyone to apply—don’t pre-screen via email or text.
- Share your screening criteria and encourage the applicant to make the decision to apply instead of saying “yes” or “no” up front.
Portland’s 72-hour marketing rule: Once you post your listing publicly, it must remain available for at least 72 hours before you accept any applications. This ensures a fair and open opportunity for renters to apply.
Yard signs: These are optional. Some landlords avoid them for security reasons, while others use them to draw attention from passersby and neighbors. Choose what feels safest and most effective in your area.
6. Showing the Property
Scheduling showings: Today’s renters expect convenience. Many property managers, like Living Room, use secure digital lockboxes or smart locks that allow prospects to schedule and view homes without an agent. You can replicate this with tools that assign digital access codes after receiving a valid ID.
Doing it in person? No problem—just be consistent:
- Ask for ID from everyone or from no one. Don’t wait and only ask for IDs from the first group that makes you feel uncomfortable.
- Never make assumptions about applicants or show bias during showings.
- Offer every prospect a rental application—regardless of your impression.
- Share all the same details about the home with each prospect.
- Open house style showings can work for homes that are in highly desired areas and have a lot of traffic. In this situation, you would add a note in the listing that the home is open for tours on “Saturday, March 15th from 10 AM – 12 PM”.
Reminder: Only you (the owner) or a licensed real estate agent can legally show and negotiate rental terms in Oregon. Be cautious about asking a friend or neighbor to handle tours.
7. Screening Applicants
You’ve got an interested applicant—now it’s time to verify their info.
- Use a professional screening company: Don’t try to run background checks on your own. Local services like Pacific Screening, Bemrose Consulting and Background Investigations understand Portland’s screening rules. You can charge an application fee to cover this cost, but you cannot profit from it.
- First-come, first-served: After the 72-hour wait period from when your listing goes live, you can begin accepting applications. Only fully completed applications are considered received. At Living Room, we don’t begin screening until all required documents are submitted: ID, income verification, animal disclosure, and a completed application for each adult.
- Conditional Security Deposits: In the event the tenant is approved but with conditions (e.g., they have only 6 of the required 12 months of rental history), a landlord can charge up to an additional ½ month’s rent. The applicant must be offered a 3-month payment plan to cover that additional cost. For more information on conditional approvals and deposits, click here.
- Section 8 Applicants: Portland’s housing authority, Homeforward, provides residents with the Section 8 housing vouchers. These applicants are required to apply with the landlord, and then the home and rent rate must go through an approval process with Homeforward. These extra steps can extend the process (we’ve noted the approval process can be extended between 2-4 weeks). It’s essential to work with these organizations with the understanding that there is a little extra paperwork and the timelines for deposits, rent payments and move-in dates may be delayed. For administrative support of this process, follow this link to Homeforward’s Landlord Handbook.
- Screening for Service and Support Animals: Make sure your screening process includes an animal verification step that allows tenants to identify whether the animal is an ESA or service animal. Service Animals and Emotional Support Animals (ESAs) are not pets—and cannot be treated as such. That means no pet rent, no pet deposits, and no breed or weight restrictions. The FHA allows landlords to request the following documentation:
- For ESAs, you may request a letter from a qualified healthcare provider verifying that the tenant has a disability-related need for the animal.
- For Service Animals, you are allowed to ask two questions:
- Is this a service animal required because of a disability?
- What work or task has the animal been trained to perform? You may not request documentation for a trained service animal.
For more information on ESA/Service Animals, review the Fair Housing Council of Oregon’s website.
If the first complete application meets your screening criteria (or a conditional version of it), you must offer them the home—even if someone else more qualified or who wants to take possession sooner applies later.
- Approved — Now What?: Once approved, it’s time to finalize the terms and formalize the intentions of both parties. This includes determining the date the new lease will begin, the security deposit amount (was a conditional deposit required), the exact amount of money due for the 1st month’s rent, the scheduled time of the walk-through, and a deadline to pay the deposit and execute the lease documents. A form that works great for this is Multifamily NW’s Agreement to Execute A Rental Agreement form.
8. Lease Agreements
Generic leases won’t cut it in Portland. The city and state have very specific requirements. Use forms from trusted local landlord groups like Multifamily NW and the Rental Housing Alliance of Oregon. These are updated regularly and include required legal disclosures.
Required documents:
- Rental Agreement
- Security Deposit Rights Disclosure
- Lead-Based Paint Disclosure (for homes built before 1978)
- Smoke Detector and Mold Addenda
Recommended addenda (based on your property):
- Wear & Tear Addendum
- Smoking Policy
- Criminal Activity
- Renter’s Insurance Requirement
- Pet or Service Animal Addenda (we always include the pet addendum even if they are not registering an animal)
- Cooling Device Form (if AC is not already provided)
- Utility setup & billing agreements
- Inventory Checklist for move-in condition
- Exterior Maintenance Agreement
- Home Care Guidelines & House Rules
- Copies of any HOA Bylaws
Lease signing deadlines: Give approved applicants a clear deadline (typically 24–72 hours) to sign the lease and pay the deposit. This helps prevent applicants from backing out a day or two before they are scheduled to take possession of the home.
9. Move-In Process
A thorough move-in process protects both you and your new tenant. It sets the tone for the tenancy and establishes a record of the home’s condition at the start.
- Document everything:
- Use a Condition at Move-In form from Multifamily NW or Rental Housing Alliance of Oregon and complete a walk-through of the property, ideally during daytime hours, with the tenant.
- Take clear, time-stamped photos of walls, floors, appliances, closets, window screens, fixtures, and any wear or damage. Encourage the tenant to do the same.
- Consider using 360-degree photos or video walkthroughs for added protection.
- You must give the tenant 7 full days after move-in to review the property and add any notes to the condition report.
- This report and photos must be completed on the day the lease begins. No exception, even if the tenant will not take possession of the home for days or weeks after the lease begins.
- Read the Fine Print: For the administrative rules and details on the process of properly documenting the move-in conditions as protection for later withholding funds from the security deposit for damage, follow this link.
- How will you collect rent? Unless the tenant moves in on the 1st of the month, it’s common for the tenant to pay a prorated amount of rent for the month they move in and begin paying the first full month’s rent on the 1st of the following month. Some landlords will ask for a prorated first month’s rent and a prepayment of the second month in full. Discuss when the tenant applies so they can determine if they have the funds to move in.
- Proof of renter’s insurance: If you are requiring the tenant to provide renter’s insurance, it’s common to collect a copy of the declarations page from the tenant’s insurance provider on or before issuing keys to the tenant on move-in day.
Oh-wee! Even with all the ground we’ve covered here, there’s still a lot we didn’t touch: co-signers, shared utilities, common area rules, special provisions, HOA-specific requirements, completing lease packet forms correctly, handling special requests or reasonable accommodations, using a unit inventory form—the list goes on.
If you’re wondering why a property manager would lay all this out for you, here’s why: not every property—or every owner—is the right fit for full-service management, and those folks deserve access to good information too. I believe the real value of professional property management isn’t in hoarding knowledge—it’s in the doing: the transfer of liability, the strategic decision-making, and the depth of experience we bring to the table.
Sharing this guide is part of a broader goal to raise the bar for our entire industry. The more landlords who follow fair housing rules and operate with professionalism, the better the experience will be—for tenants, for housing providers, and the industry as a whole.
If you’re looking for more tools, templates, or want to explore best practices, visit our Owner Resource Page. We’ve compiled the same links and resources we use in our systems, so you don’t have to start from scratch.
Interested in learning more, need more clarity, or have a request for a deep dive topic? Shoot me a message and let me know how I can help – coty@livingroomre.com.
Coty Thurman – 6.2025
