What Is Rental Application?

Why a Standardized Application Matters

A good rental application does three things. It collects the data you need for screening. It establishes consent for credit and background checks. And it creates a paper trail that shows you treated every applicant the same way.

That third point is the one most landlords underestimate. If you are ever accused of fair housing discrimination, the first thing an investigator looks at is your application process. Did every applicant fill out the same form? Were the same questions asked of everyone? Were the same screening criteria applied to every applicant? A standardized application answers "yes" to all three.

Informal applications ("just text me your info") create legal risk. There is no consistent record of what you asked, what the applicant provided, or how you made your decision. Formalize the process.

What Your Application Should Collect

Identification: Full legal name, date of birth, Social Security number (for screening), government-issued ID number, and current contact information (phone and email).

Residential history: Current address, how long they have lived there, landlord name and contact information, reason for moving. Repeat for the previous 2-3 addresses. This gives you multiple landlord references to call.

Employment and income: Current employer, job title, how long employed, monthly gross income, supervisor name and contact for verification. For self-employed applicants, request the last 2 years of tax returns.

Financial: Checking/savings account information (some landlords require this), any outstanding debts or judgments, prior bankruptcies, prior evictions. Self-disclosure gives you something to compare against the screening report.

Additional occupants: Names and ages of all people who will live in the unit. Every adult should fill out their own application.

Vehicles and pets: Make, model, year, and license plate of all vehicles (for parking). Number, type, breed, and weight of all pets.

Authorization: A signed consent form authorizing you to run credit reports, criminal background checks, and verify employment and rental history. This is legally required under the FCRA (Fair Credit Reporting Act).

Real Example: Processing an Application

You list your $1,400/month unit and receive 4 applications over the weekend. Here is how you process them:

Monday: Review all 4 applications for completeness. Application 3 is missing the employer contact information. You email the applicant to complete it. The other 3 are complete and you submit them to your screening service ($40 each, charged to applicants).

Tuesday: Screening results come back. Applicant 1: credit 680, income $5,000/month (3.6x), no evictions, clean background. Applicant 2: credit 590, income $4,200/month (3x), one eviction 4 years ago. Applicant 4: credit 720, income $6,200/month (4.4x), no evictions, clean background.

Wednesday: Call landlord references for Applicants 1 and 4 (both meet your minimums). Applicant 1's landlord: "Good tenant, pays on time, quiet." Applicant 4's landlord: "Never late, kept the place immaculate, wish they were staying."

Thursday: Approve Applicant 4 (strongest overall profile). Send adverse action notices to Applicants 1 and 2. Wait for Applicant 3 to complete their application.

How to Handle Multiple Applications

First-come, first-served. Some landlords process applications in the order received and approve the first qualified applicant. This is the simplest approach and easy to defend.

Best-qualified. Other landlords accept applications for a set period (e.g., one week), then select the most qualified. This gives you more options but requires clear selection criteria you can document.

Whichever you choose, be consistent. Use the same approach for every vacancy. Switching between methods creates fair housing risk.

Common Mistakes

Not using a written application. "Tell me about yourself" conversations are not applications. Use a written form for every applicant.

Asking prohibited questions. Do not ask about marital status, religion, nationality, disability, family planning, or military status during the application process. These questions violate fair housing laws even if you do not use the answers to discriminate.

Not sending adverse action notices. Under the FCRA, if you deny an applicant based on information in a credit report or background check, you must send a written adverse action notice telling them which reporting agency was used and their right to a free copy of the report.

Holding deposits without a clear policy. Some landlords accept "holding deposits" to take a unit off the market while processing applications. If you do this, put the terms in writing: is it refundable? Does it apply to the security deposit? What happens if the applicant is denied?

Frequently Asked Questions

Can I collect a holding deposit before approving an application?

Yes, but put the terms in writing. Specify whether it is refundable if the applicant is denied or changes their mind, the amount, and how it will be applied (typically credited toward the security deposit or first month's rent). Some states have specific rules about holding deposits.

How long should I keep denied applications?

Keep all applications (approved and denied) for at least 3-5 years. If a fair housing complaint is filed, you need to show your decision-making process. Applications, screening reports, and your notes about why each applicant was approved or denied are all relevant evidence.

Can I require every adult to fill out a separate application?

Yes, and you should. Every adult (18+) who will occupy the unit should complete their own application and pass screening individually. This ensures everyone living in your unit has been evaluated. Each applicant pays their own screening fee.