Mid-Term Rental Documentation Checklist: What Operators Must Collect Before Every 30+ Day Tenancy
Every mid-term tenancy begins with paperwork. Done well, it protects the operator legally, heads off disputes when the stay ends and tells tenants they are dealing with a professional. Done badly, it creates expensive problems that can take months to resolve.
What follows is the set of documents that operators of furnished rentals lasting 30 days or more should collect before each tenancy begins.
The lease
The lease is the operator's main protection. For stays of 30 days or longer, it should set out the exact start and end dates; the monthly rent, the currency and the payment date; the deposit and the conditions under which it can be withheld; what is included, such as utilities, internet and cleaning, and what is not; the procedure for extending the stay, including how much notice is required and whether the rent changes; and the condition of the property at handover, with reference to a signed inventory.
In Spain, stays of 30 days or more fall under the LAU, the Ley de Arrendamientos Urbanos, rather than tourist rental rules. That is the correct legal framework for mid-term furnished rentals, and the lease should reflect it. A tourist accommodation agreement should not be used for a stay of 30 days or more.
In Portugal, mid-term rentals are governed by the NRAU, the Novo Regime do Arrendamento Urbano. In France, furnished rentals fall under the framework of the Loi ALUR. Each jurisdiction sets its own requirements for minimum notice periods, deposit limits and tenant rights, so operators working in more than one country should use lease templates adapted to each.
Proof of identity
Before any tenancy begins, collect a copy of the tenant's passport or national identity document. For EU citizens renting in an EU country, a national ID card is sufficient. Tenants from outside the EU need to provide a passport.
If the tenant holds a specific visa, such as a digital nomad visa, a work permit or a student visa, keep a copy of that as well. Beyond being good practice, this matters because several EU jurisdictions impose reporting obligations on landlords who host non-EU nationals, and having the documents on hand allows those obligations to be met quickly.
Check that the name on the identity document matches the name on the lease, and do not accept bookings made by third parties when someone other than the person signing the lease will be living in the property.
Proof of income
For stays of more than a month, asking for proof of income is reasonable and standard practice among professional operators. Acceptable evidence includes bank statements from the last three months, an employment contract or a letter from an employer, or recent payslips. Self-employed tenants can provide bank statements and a business registration document.
The purpose is to confirm that the tenant can pay for the whole stay and to reduce the risk of arrears, rather than to interrogate anyone. Tenants who are comfortable sharing this documentation are typically the tenants an operator wants.
The inventory
A signed inventory at the start of the tenancy protects against disputed damage charges at the end. It should list every piece of furniture, every appliance and every fixture in the property, with a note on the condition of each, and it should include photographs.
The operator and the tenant both sign it on the day of handover. If anything is missing or damaged when the tenancy ends, there is a signed baseline to refer to. Without one, a deposit dispute comes down to whose account is more credible. With one, the facts are clear and documented.
The deposit, in writing
The deposit amount and conditions belong in the lease, but it is also worth issuing a separate written receipt when the deposit is paid, stating the amount received, the date and the conditions for its full return.
Legal limits apply. In Spain, security deposits for residential rentals are capped at one month's rent for furnished properties. In Portugal, deposits typically do not exceed two months' rent, and in France the cap for furnished rentals is two months' rent. Exceeding these limits is more than unusual; in most cases it is illegal.
Be precise about what counts as a valid deduction. Fair wear and tear does not. Damage beyond fair wear and tear does. Cleaning fees are valid only if the property was not returned in the agreed condition.
Check-in
On the day of check-in, walk through the property with the tenant and co-sign the inventory. Confirm that the tenant has every key, access card and code, and knows how to operate the heating, the appliances and the building's entry system.
Afterward, send the tenant an email confirming the handover. It creates a timestamped record that the tenancy began on a specific date with the property in a specific condition.
Why it pays off
Operators who document thoroughly see fewer disputes, hold stronger positions in any legal proceeding and get better reviews. Tenants who rent from professional operators are more likely to come back and more likely to recommend the property.
Mid-term rentals attract tenants accustomed to professional service. Many rent furnished apartments in several cities, and they compare. An operator with a clean documentation process stands out for the right reasons, and one who handles paperwork carelessly stands out for the wrong ones. Far from being bureaucracy, the paperwork is the foundation of a professional tenancy.