Leases and tenancy records

Renew the lease with last year’s file open.

Sign a lease agreement online with the landlord, tenant and agent. The inspection photos are on an old phone, the deposit receipt is in an email, and the renewal starts with a search: keep them in one collection per address.

Start free Renewals for agents ↓

Personal is free, with no card and no expiry date.

Up to 3 signers on Personal5 GB of storageRenewal reminders on your schedule

For agents & landlords

Lease renewal: the next tenancy starts with this one.

01 / Renewal

Confirm the end date, then let the reminders come.

Open the lease, the last statement and the renewal in one collection. KuduDoc reads the end date from the lease and shows you the line it came from; you confirm it. Lease expiry reminders go out 90, 60, 30 and 7 days before the end date, by default — or the days you choose. If the Consumer Protection Act applies to the lease, the landlord’s notice has its own window: see when a lease renewal notice is due.

Letting more than one address? Keep every lease in the lease register. On Professional and Business, start the renewal from a lease renewal template.

How date reminders work →
Library / tenancy collection

12 Oak Avenue

2026–2027 · Lease & renewal

Lease agreementSigned 18 Mar 2026On file
Lease renewalSent 26 Aug 2026 · 2 of 3 signedWaiting for signature
Latest statementAugust 2026On file
Ends 31 Mar 2027First reminder 31 Dec 2026
02 / Signing

Landlord, tenant and agent sign the same lease.

Send the lease to all three to sign online and see whose signature is still outstanding. Each needs only a free KuduDoc account, and signs with an ordinary electronic signature under the ECT Act. Personal allows three signers per document, so a co-tenant or a second landlord needs a paid plan. To set the order they sign in, use Professional or Business.

Managing a sectional title scheme as well? Trustee resolutions, the minute book and levy clearance certificates have their own page.

How signing order works →
Lease renewal · 12 Oak Avenue

Who signs?

LLandlordSigned 27 Aug
TTenantSigned 29 Aug
AAgentWaiting
2 of 3 signed
03 / The record

One collection per address and year.

Name each collection by address and tenancy year. The next person finds the incoming inspection, the signed lease, the deposit and interest statements and the outgoing report without starting from scratch.

On Professional and Business, send applicants one link; their documents arrive in the collection for the address.

How collections work →

12 Oak Avenue

  1. 2026–2027 / TenancyLease · Deposit receipt · Interest statement · Incoming and outgoing inspections · Renewal
  2. 2027–2028 / TenancyRenewed lease · Ingoing inspection
What stays on paper

Ordinary leases can be signed online. Long leases of land can’t.

A sale of land, or a lease of land for more than 20 years, stays on paper under Schedule 2 of the ECT Act, and KuduDoc won’t send a document it recognises as either. A lease of 10 years or more binds a buyer of the property, or the landlord’s creditors, for longer than ten years only if it is registered against the title deed — which needs a notary — or they knew of the lease (Formalities in respect of Leases of Land Act 18 of 1969, s1(2); Deeds Registries Act 47 of 1937, s77(1)).

Signed on paper? Seal the scan and keep it with the tenancy, beside the paper original.

A buyer or a bank asking about the property itself? See how to check a title deed with the Deeds Office.

Can I sign this electronically? →
For tenants

Keep a record of day one for the day you move out.

The lease comes first: your agent or landlord can prepare it from a residential lease template and send it to you to sign online. The inspection comes next.

01 / Move-in

Seal the inspection on the day.

Photograph the rooms, record the marks and keep the notes. Bring them into one PDF and seal that file while the ingoing inspection is fresh.

What a seal records →
Ingoing inspection12 Oak Avenue · Day one
Kitchen
Bedroom
Bathroom
Entrance
Photographs + condition notes
  1. 01 / PhotographRooms, marks, notes
  2. 02 / One PDFKeep the pages together
  3. 03 / SealKeep the exact file
02 / Move-out

Keep the sealed inspection with the lease.

Keep the sealed PDF beside the deposit receipt and, later, the outgoing inspection. If your landlord or agent wants to check it, they take the file to the public checker, free, without an account.

Check a sealed file →
Unchanged since sealingIngoing inspection.pdf
File comparison
Matches sealed fingerprint
Sealed
1 Apr 2026

We confirm the date of sealing and that this file is unchanged since. We cannot confirm what the document says is true.

Before you begin

Questions about signing a lease agreement online.

Yes, for ordinary leases, with ordinary electronic signatures under the ECT Act. A lease of land over 20 years stays on paper (Schedule 2), and KuduDoc won’t send a document it recognises as one. A lease of 10 years or more binds a buyer beyond ten years only if it is registered, which needs a notary, or the buyer knew of it.

That the file is unchanged since the day it was sealed. It is a fact about the file’s bytes, not about what the document says or who signed it. If the checker finds no match, that alone does not mean the file was altered: it may be a different copy, or one that was never sealed. Adobe Acrobat shows the file as certified by KuduDoc; the public checker compares the file itself with the sealing record.

It keeps the records you will want for that conversation: the inspection, sealed on the day, beside the lease and the deposit receipt. Your lease and the Rental Housing Act decide what happens to the deposit.

No. Photograph or scan the signed lease, seal the scan and keep it in the collection with the other tenancy records. Keep the paper lease as well.

Send your renewal agreement or letter to the landlord, tenant and agent from the tenancy collection, and see whose signature is still outstanding. The signed renewal is sealed and kept beside the first lease, the deposit receipt and the inspections. On paid plans, save it as a template so next year’s renewal starts with the fields in place.

Keep each lease in its tenancy collection and confirm the end date KuduDoc suggests from it. You are reminded 90, 60, 30 and 7 days before, by default — or the days you choose, so the renewal starts with last year’s file open, not a search. With several addresses, keep every lease in the lease register.

Personal is free, with no card and no expiry date. Family is R99 a month (R948 a year), Professional R199 (R1,990) and Business R299 (R2,868), per occupied seat, with a 14-day trial. Documents you have already sent are not affected by a plan change.

Property & leases

Start with the lease you signed this year.

Personal is free, with no card and no expiry date.

Start freeFollow one lease through the Library →