If you're a landlord in Virginia, the rules around fee disclosure changed in July 2025. The VRLTA amendments require more than just being honest about what you charge — they require itemizing every fee on the first page of the lease, before your tenant signs.
This guide covers what you need to disclose, how to structure your lease to comply, and why transparent pricing is also good business strategy.
What the Law Requires
Under the July 2025 VRLTA amendments, every Virginia residential lease must include — on page one — an itemized list of all fees the tenant will be required to pay. This includes:
Recurring monthly charges:
- Base rent
- Pet rent (per animal, labeled clearly)
- Parking (if mandatory or included in a required package)
- Utility billing surcharges (RUBS, flat fee, or actual allocation)
- HOA or community amenity pass-through fees
- Valet trash, recycling, or waste management fees
- Any other mandatory monthly charge beyond base rent
One-time fees:
- Administrative / move-in fee (with refundable vs. non-refundable status)
- Pet deposit (with refundable vs. non-refundable status)
- Security deposit (subject to the 2-month cap)
What does NOT need to be on page one:
- Optional services (storage units, additional parking spots beyond one)
- Fees that only apply if the tenant does something specific (late fees, NSF check fees, early termination fees) — though these must be disclosed somewhere in the lease
The Payment Processing Rule
HB 2218, incorporated into the July 2025 amendments, specifically addresses electronic payment fees. If you charge tenants a fee to pay rent online or by card, you must provide a free alternative payment method — typically check or money order.
You cannot make electronic payment the only option and then charge a convenience fee. If you offer online payment through a property management platform that charges processing fees, you need to document that check payment is always accepted.
Practical implication: Many small landlords collect rent by check or ACH bank transfer without a fee. If that's your practice, you're already compliant. If you use a platform that adds a processing fee on top of rent, review whether you're offering a free alternative.
Building a Compliant Lease
Most standard Virginia lease templates haven't been updated for the July 2025 amendments. If you're using a template you've had for years, it's worth having an attorney review it.
A compliant lease structure looks like this:
Page 1 — Essential Terms (required):
RENTAL AGREEMENT
Premises: [Full address, unit number]
Tenant(s): [Full legal names of all adult occupants]
Landlord: [Legal name, or property management company name + DBA]
Lease term: [Start date] to [End date]
MONTHLY CHARGES
Base rent: $[amount]
Pet rent ([animal]): $[amount]
Parking: $[amount] (space #: __)
Community amenity fee: $[amount]
Utility billing (RUBS): $[estimated amount]
──────────────────────────────────────
Total monthly charge: $[sum]
ONE-TIME FEES AT SIGNING
Security deposit: $[amount] (max 2 months' rent; refundable)
Pet deposit: $[amount] ([ ] refundable / [ ] non-refundable)
Admin / move-in fee: $[amount] (non-refundable)
The rest of the lease — maintenance obligations, entry rights, termination conditions, late fees, etc. — follows on subsequent pages.
Why Transparency Wins on Two Levels
Level 1: Legal compliance The obvious reason. Failure to disclose on page one is a statutory violation that gives tenants remedies, exposes you to complaints with the Virginia Attorney General, and creates a paper trail that works against you in any future dispute.
Level 2: Better tenants Renters who are told everything upfront and still apply are renters who can actually afford the unit. Renters who discover fees after applying — or worse, after signing — become resentful tenants more likely to pay late, complain, or leave at lease end.
The landlords who fill units fastest in competitive markets aren't the ones who hide fees. They're the ones whose listings stand out because the price is clear and the math is easy. Renters who've been burned by hidden fees elsewhere actively seek out landlords who don't play that game.
Setting Up on Estatya
When you create a listing on Estatya, the fee disclosure form matches the VRLTA structure:
- Base rent — the core monthly charge
- Required monthly fees — each category with a label and amount
- Optional fees — flagged as optional so renters know they're not mandatory
- One-time fees — application, admin, deposit
This information appears on your listing page, so renters see it before they apply. By the time someone contacts you, they've already seen and accepted your fee structure — which means fewer conversations that end with "I had no idea the total was that much."
Your public listing on Estatya directly maps to what page one of your lease needs to say. Fill it in once; the disclosure works in both places.
Security Deposit Rules
Existing VRLTA rules on security deposits remain in effect:
- Maximum: 2 months' rent
- Holding: Must be in a separate account, not commingled with operating funds
- Return deadline: 45 days after lease termination, with itemized deductions
- Normal wear and tear: You cannot deduct for normal aging of paint, carpet, or fixtures — only for actual damage beyond what's expected from ordinary use
- Documentation: Provide tenants with a move-in checklist at the start of the tenancy; use it to document pre-existing conditions; compare to move-out condition for a defensible deduction process
Practical tip: Do a joint walkthrough with the tenant at move-in, take dated photos, and email the photos to the tenant the same day. This creates a timestamped, shared record that protects both parties.
Late Fees
Virginia caps late fees at 10% of the periodic rent (the monthly rent amount) or 10% of the unpaid balance, whichever is less. You also must give a 5-day grace period before charging a late fee.
A typical structure:
- Rent due on the 1st
- Grace period through the 5th
- Late fee of 10% of monthly rent applies on the 6th
Document this in your lease. If your lease doesn't specify a late fee, you cannot charge one.
Common Mistakes to Avoid
1. Putting fees only in an addendum An addendum attached after page one doesn't satisfy the "page one" requirement. All required recurring fees must be on the face of the lease.
2. Leaving pet fees vague "Pet deposit: negotiable" or "pet rent: to be determined" doesn't meet the disclosure standard. If you're not sure yet, document the fee before you issue a lease — or issue the lease addendum at the same time as the main lease.
3. Not distinguishing refundable from non-refundable Virginia law allows non-refundable fees but requires you to label them clearly. A fee labeled only as "deposit" creates ambiguity that courts resolve in the tenant's favor.
4. Charging more than 2 months' total deposit The 2-month cap applies to the total security deposit. A $500 pet deposit + $1,800 security deposit on a $1,200/mo unit ($2,300 total) exceeds the 2-month ($2,400) cap by only $100 — but a $800 pet deposit + $1,800 security deposit ($2,600) on the same unit is over the cap.
5. Not providing a move-in checklist Virginia law requires landlords to provide a written move-in checklist. If you don't, the tenant has stronger grounds to dispute deductions at move-out.
Resources
- Virginia DHCD Landlord-Tenant Handbook — the authoritative state guide
- Virginia Department of Professional and Occupational Regulation — licensing requirements for property managers
- Virginia Realtors Standard Lease Forms — updated forms from the state Realtors association (attorney review still recommended)
This is informational content, not legal advice. For lease review or specific compliance questions, consult a Virginia-licensed attorney or contact the Virginia DHCD.