Rental Application

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Application Date:
Property Address:
Desired Move-in Date:
Monthly Rent: $

APPLICANT INFORMATION

Full Name:
Date of Birth:
Social Security Number:
Driver's License #:
Phone Number:
Email Address:
Current Address:
How long at the current address? year(s)

Add co-applicant?

RENTAL HISTORY

Current Landlord/Property Manager:
Landlord Phone:
Landlord Email:
Current Monthly Rent: $
Reason for Moving:

Add previous address?

Have you ever been evicted?

Yes

Have you ever broken a lease?

Yes

EMPLOYMENT INFORMATION

Do you have additional sources of income?

Do you own a vehicle?

OCCUPANTS

List all persons who will live at the property but who are not signing the lease or financially responsible.
Occupants are individuals who will reside in the unit but are not applicants or co-applicants on this rental application.

Occupant 1
Name:
Age:
Relationship:

Add another occupant?

Do you have pets?

EMERGENCY CONTACT

Name:
Relationship:
Phone:
Address:

REFERENCES

Personal Reference 1
Name:
Phone:
Relationship:
Years Known:

Personal Reference 2
Name:
Phone:
Relationship:
Years Known:

Have you ever been convicted of a felony?

Yes

Have you declared bankruptcy in the past 7 years?

Yes

Add Additional Information?

APPLICATION FEE

Application Fee: $

Application fee paid?

DECLARATION & AUTHORIZATION

I declare that the information provided in this application is true and complete. I understand that false or incomplete information may result in the rejection of this application or termination of any lease agreement entered into based on this application.

I authorize the landlord to verify all information provided including credit, criminal background, employment, and rental history

I understand the application fee is non-refundable

I understand that this property is offered in accordance with federal, state, and local Fair Housing laws

I authorize a credit and background check

SIGNATURES

Applicant Signature: _________________________________
Print Name: _______________
Date:

FOR OFFICE USE ONLY

Application Received:
Received By:
Application Status:

Pending

Approved

Denied

How to Run a Background Check

Step 1: Establish Screening Criteria

Set consistent, non-discriminatory standards and secure proper legal authorization before beginning any screening process.

Establish Clear Standards

Income requirement: Monthly income at least 2.5-3 times the monthly rent
Credit score threshold: Generally 600-650 or higher
Employment history requirements (typically 6-12 months stable employment)
Criminal background policy focused on business-relevant convictions

Obtain Written Consent

Use a separate, standalone consent form stating you will obtain a consumer report for rental purposes
Include the FCRA Summary of Rights document from the Consumer Financial Protection Bureau
Clearly explain what types of checks will be conducted (credit, criminal, rental history)
Keep signed consent forms for at least five years as required by the FCRA

Step 2: Collect Information

Gather essential applicant data and select a professional screening service that ensures compliance and accuracy.

Required Applicant Information

Full legal name, date of birth, and Social Security Number or ITIN
Current and previous addresses for the past 2-3 years
Employment information and previous landlord references
Government-issued photo ID for identity verification

Select Professional Screening Services

Choose FCRA-certified services like TransUnion SmartMove, RentPrep, or Stessa
Ensure the service uses reasonable procedures to prevent reporting duplicative, expunged, or sealed records
Verify real-time database access and identity verification features
Confirm compliance with local laws and regulations

Step 3: Conduct Background Check

💡

Run comprehensive background checks while adhering to legal reporting limitations and fair housing requirements.

Credit and Financial Assessment

Review credit score, payment history, and debt-to-income ratio
Consider net income rather than gross income for more accurate affordability assessment
Verify income through recent pay stubs, tax returns, or digital verification tools
Contact employers directly when possible to prevent document fraud

Criminal Background Considerations

Non-conviction records can only be reported for seven years from arrest date
Focus on convictions relevant to tenancy (property damage, violent crimes)
Avoid blanket exclusions that may violate fair housing laws
Some jurisdictions require conditional offers before criminal checks (like NYC's Fair Chance Housing Law)

Rental History Verification

Contact current and previous landlords directly about payment history and property care
Check for eviction history through court records
Verify employment stability and references for consistency

Step 4: Handle Pre-Adverse Action Process

💡

If negative information appears that may affect your decision, follow specific FCRA procedures before making final determinations.

Pre-Adverse Action Requirements

Provide applicant with a copy of the background report
Include FCRA Summary of Rights statement
Allow reasonable time (typically 5 days) for applicant to dispute inaccuracies
Wait for this dispute period to expire before making final decisions

Maintain Fair Housing Compliance

Apply screening criteria consistently to all applicants
Ensure criminal background policies don't disproportionately impact protected classes
Document your decision-making process thoroughly
Consider individualized assessments when appropriate

Step 5: Make Final Decisions

💡

If denying an application based on screening results, provide proper legal notification and maintain detailed records.

Adverse Action Notice Requirements

Provide written notice stating specific reasons for denial
Include name and contact information of the screening company
Explain applicant's right to dispute report accuracy
Issue notice even if screening results were only one factor in the decision

FAQs

You'll typically know if your rental application is approved through direct communication from the landlord or property manager, usually within 24 to 72 hours of submission. Most will contact you by phone, email, or text message to inform you of their decision. If approved, they'll often request next steps like signing the lease agreement, providing additional documentation, or paying the security deposit and first month's rent. Some property management companies may also update your application status through their online portal if you applied digitally. If you haven't heard back within the timeframe they initially provided, it's perfectly acceptable to follow up with a polite phone call or email to check on your application status.

Rental applications typically take 24 to 72 hours to process, though this can vary depending on several factors. Simple applications with straightforward financial situations and readily available references may be approved within a day, while more complex cases requiring additional verification could take up to a week. The timeline often depends on how quickly landlords can verify your employment, check references, and run background and credit checks. In competitive rental markets, landlords may expedite the process to secure good tenants quickly, while others might take longer if they're reviewing multiple applications simultaneously. Some property management companies have streamlined online systems that can provide faster turnaround times than individual landlords who handle everything manually.

A credit reference for a rental application is authorization for landlords to check your credit report and score to assess your financial reliability. This typically involves providing your Social Security number and signing a consent form that allows them to pull your credit history from major credit bureaus. Landlords use this information to evaluate whether you're likely to pay rent on time based on your past payment history, current debts, and overall creditworthiness. Some applications may also ask you to provide contact information for creditors or financial institutions as additional references.

Whether to charge a rental application fee depends on your local laws and market conditions. Many states allow landlords to charge reasonable application fees (typically $25-$100) to cover the cost of background checks, credit reports, and administrative processing. However, some jurisdictions prohibit or limit these fees, so check your local regulations first. From a practical standpoint, application fees can help offset screening costs and deter unserious applicants, but they might also discourage qualified renters in competitive markets. If you do charge a fee, make sure it's reasonable, clearly disclosed upfront, and only covers actual screening expenses.

After your rental application is approved, you'll typically need to sign the lease agreement and pay required upfront costs, which usually include the first month's rent, last month's rent, and a security deposit. The landlord will schedule a lease signing appointment where you'll review and sign all rental documents, receive copies of important policies, and get your keys. You may also need to set up utilities in your name, provide proof of renter's insurance, and complete a move-in inspection to document the property's condition. Once everything is finalized and payments are processed, you'll receive possession of the rental unit on your agreed-upon move-in date.

Rental Application