Rental Application Form: 6 Steps to Tenancy Success

Looking to rent a property or find a tenant? The rental application form is your first step. This document kickstarts the rental process, but what exactly does it involve?

In this article, we'll break down rental application forms. You'll learn what information goes into the application and why landlords ask for them. If you're a prospective tenant, we'll guide you through the key parts of filling out an application. For landlords, we'll explain what to look for when reviewing applications, and we'll also cover the initial rental process, from application to move-in.

First-time renters, experienced tenants, and property owners all benefit from understanding this form and its process. It helps everyone make decisions and sets the foundation for a successful landlord-tenant relationship.

Let's explore the ins and outs of the rental application form and take the first step in renting a property.

Understanding rental application forms

The rental application form begins the property rental process. It collects prospective tenants' contact details, background, financial status, and other details. This data provides a baseline for landlords to screen applicants. Landlords then use these details to evaluate potential tenants and decide whether to offer a lease agreement.

Tenant screening process steps

The full process to evaluate a prospective tenant for your rental property includes the following steps:

Step 1: Pre-screen

Pre-screening tenants saves time for both parties by identifying any obvious mismatches before scheduling showings or asking for a formal tenant application form. This initial conversation helps you determine if the prospective tenant meets your basic requirements.

Here are some of the questions to ask in the pre-screening process:

• When do you hope to move in?
• Why are you moving from your current residence?
• Does your monthly budget work for this amount of rent?
• Do you have pets?
• Are you willing to undergo a background and credit check?
• How many people will be living in the unit?
• Do you smoke?
• Have you ever broken a lease or been evicted?

Also, be aware of the questions you cannot ask during the screening process. Do not ask applicants about their race, religion, or national origin, as fair housing laws prohibit discrimination based on these factors.

Step 2: Show the property

If the initial conversation points to a potential good fit, the next step is to show the property. After the showing, interested applicants can proceed with the rental application process.

Step 3: Residential rental application form

At this stage, you're ready for the tenant to complete the residential rental application form. The best approach is to use an online application to streamline this process for both you and the applicant.

This digital approach offers several advantages:

• Online forms gather key information from applicants that can then support the rest of the process and tenancy.
• The collected data feeds directly into screening tools for efficient processing.
• These forms make it easy to create lease agreements by automatically populating tenant details.
• They facilitate automated monthly rent collection by pre-filling all the payment information.

You can also collect the application fee during this step to cover administrative and tenant screening costs.

Step 4: Screen tenants

Now that you have an online rental application, you have all the details to immediately screen prospective tenants:

• Credit check: Review the applicant's credit report to confirm their financial responsibility and ability to pay rent on time.
• Criminal background check: This information reveals any past criminal convictions and helps property managers evaluate potential safety risks to other tenants or the property.
• Income verification: This step confirms that the applicant's income is sufficient for the rent. Property owners usually look for an income that is 2-3 times the monthly rent.
• Employment verification: You should contact the applicant's employer to confirm their current employment status and income.
• Rental history and references: Speaking with previous landlords provides details about the applicant's behavior as a tenant, such as their payment history and their care for the property.
• Identity verification: This process verifies that the applicant is who they claim to be, often by cross-referencing provided information with official documents or databases.

Step 5: Other considerations

You may want to ask for additional information that can help you determine the best fit for your rental property, including the following:

• Pets: Ask applicants if they have any pets, including the type, breed, and size. This information can affect security deposits or pet fees.
• Vehicles: Request details about any vehicles the tenant plans to park on the property. This includes the make, model, and license plate number.
• Emergency contact: Collect the name, relationship, and contact information for at least one emergency contact. This is important for tenant safety and can be helpful in situations when you need to reach someone on the tenant's behalf.

Step 6: Approve or deny applications

Review the application against your predetermined criteria. If the applicant meets your standards, notify them of your approval and provide details on the next steps, including lease signing and move-in date. During lease signing, you'll also collect the security deposit and any other required fees.

If you decide to decline the application, inform the applicant in writing. Make sure you have a legitimate, non-discriminatory reason, such as insufficient income, poor credit history, or negative rental references.

For denials because of a consumer report like a credit report, landlords must provide an "adverse action notice" as required by the Fair Credit Reporting Act (FCRA).

Be aware of additional local and state requirements. These may include the following:

• Section 8: Consideration of Section 8 vouchers in some cities.
• Criminal history: "Ban the box" laws limiting the use of criminal history in housing decisions.
• Other protections: Additional protected classes beyond federal law in some states, such as source of income or sexual orientation.

Always verify compliance with Fair Housing Laws and local regulations throughout this process.

Rental application fees

There's a cost to process a rental application form. You'll have administrative "soft costs" and an actual cost for tenant screening services to research rental history. When you set your application fees, consider the following:

• State regulations may limit the total amount you can charge for the rental application fee.
• Some states advocate for portable screening reports, which you'll need to factor into your process.

Your rental application form should explain the fees to prospective tenants and that they are non-refundable.

Submitting rental applications

When tenants submit a rental application, they need to complete all the parts of the form. Landlords can deny your application if you don't provide all of the information requested. Be prepared to complete the following information:

Personal information

Rental applications require personal information to help landlords with their evaluations. This includes your name, birth date, Social Security number, and contact details.

Property managers use this data to verify your identity, check your background and credit, and communicate with you throughout the rental process. Providing accurate information improves your chances of approval and shows you're a responsible applicant.

Employment information

Employment information helps landlords evaluate your financial stability. The rental application form requests details about your current job, including your employer's name, position, and length of employment.

Property managers also need to understand your income to make sure you can afford the monthly rent payments. Some may ask for pay stubs or employer contact information to verify your employment status and income claims.

Rental history

The rental application form includes sections where you can provide your rental history. Here, you'll provide your information on current and previous landlords and the length of stay at each rental property.

Financial information

This information gives landlords insight into your overall financial health. They request bank account details to make sure you have a stable means of paying rent. This can include checking and savings account numbers and recent bank statements.

Some landlords also ask for credit card information to assess your credit utilization and payment habits. They might check for other sources of income, such as investments or alimony, to get a complete picture of your monetary situation.

References

References provide landlords with independent perspectives on your character and reliability. The types of reference requests on rental application forms can include the following:

• Personal references: These are friends or family members who can vouch for your character and reliability. Personal references provide landlords with information about your trustworthiness, behavior, and habits that may be relevant to being a good tenant.
• Professional references: Professional references include employers and co-workers. They give landlords a peek into your reliability on the job, showing you're likely to keep steady work and pay rent on time.
• Credit references: These are financial institutions or lenders who can confirm your credit history and financial reliability. Credit details help landlords evaluate your ability to consistently pay rent and manage your finances responsibly.

Tips for application approval

Besides completing all parts of the rental application, there are other things you can do to increase your chances of approval.

• Personalizing inquiry: When reaching out to landlords or property managers, personalize your initial message. As Reddit user putathorkinit advises in the r/providence subreddit, "As someone who has been on the other side, personalize your first message to the property if you're inquiring through Zillow/FB/etc! . . . I prioritize replying to people who seem real and competent and actually interested (give me something like your name, why you're moving here, and your job)." This real-world approach helps you stand out from generic inquiries and demonstrates genuine interest in the property.
• Rental resume: Create a document highlighting your rental history, employment, and references. This snapshot of your background makes it easy for landlords to see you're a great tenant, especially useful if you're in a competitive market.
• Credit score: Keep your credit in check by paying bills on time and managing your debts wisely. A good credit score shows landlords you're financially responsible and likely to pay rent reliably.
• Co-signer: If you're worried about qualifying alone, consider getting a co-signer. This might be a parent or close relative with good credit who agrees to pay the rent if you can't. It can boost your application, especially if you're a first-time renter with limited income or credit history.
• Follow up: Don't just wait around after submitting your application. A polite check-in shows you're genuinely interested and responsible. It also gives you a chance to address any concerns the landlord might have.

Managing rental applications

Streamline your entire rental process with Azibo's integrated platform for property management. This single interface handles everything from applications to tenant screening, saving you time and effort. Here's how.

Applications

Azibo's online system modernizes the traditional paper-based application process. Prospective tenants can easily fill out and submit forms through a user-friendly interface accessible from any device. The platform also allows applicants to upload required documents directly, such as proof of income or identification.

For landlords, this organizes all relevant information in one place, making reviewing and comparing applications easier. Customizable forms let you gather specific information for your property or local regulations. This paperless approach saves time for everyone involved.

Tenant screening

Once a prospective tenant submits an application, you can start a detailed background check. Azibo provides reports on credit history, criminal records, and past rental behavior. Screening also verifies employment and income, giving you a complete picture of each potential tenant.

Lease agreements

Azibo simplifies the process of creating lease agreements for approved applications. The platform generates state-specific, legally compliant documents automatically. It pulls data from the rental application to populate the agreement, saving you time and reducing errors.

With e-signature capabilities, all parties can sign the lease remotely, eliminating the need for travel or schedule coordination. This streamlined approach makes finalizing lease agreements quick and hassle-free.

Rent collection

Azibo transforms rent collection into a seamless, automated process. Once you have a lease agreement in place, the platform sets up online rent payments using data from the application and agreement. This method of collecting rent increases the likelihood of timely payments. You can also automate rent reminders and late fees according to lease terms.

Tenants have multiple payment options, and you can easily keep detailed records of all transactions, simplifying your bookkeeping.

Document storage

Throughout the rental process, you accumulate various documents, including applications, leases, and tenant communications. Azibo simplifies document management with secure, centralized storage for all these materials. This organized approach keeps your important information easily accessible and protected in one place.

Tenant application form

Now that we've walked through the rental application process, you're ready to handle this first step in renting a property. The application form helps match suitable tenants with appropriate properties.

For renters, understanding what to expect on the application and how to present yourself can make a difference in securing your desired home. Be detailed and personalize your responses to stand out among other applicants.

Landlords, these applications help you find reliable tenants and protect your investment. A standardized, fair process for all applicants leads to better decisions and keeps you in compliance with fair housing laws.

Rental practices are always evolving. Stay updated on local regulations and market trends that might affect the application process. Clear communication between landlords and tenants from the very beginning can prevent misunderstandings and set the tone for a positive rental experience.

As you move forward in the rental process, keep this guide in mind whether you're searching for your next home or filling a vacancy in your property.

Rental application form: FAQs

Why do rental application fees exist?

Rental application fees cover the cost of background and credit checks, administrative processing, and verifying tenant information.

Can you change your mind after applying for an apartment?

Yes, you can change your mind, but you may lose your application fee and any holding deposit.

Are application fees refundable if denied?

No, landlords typically don't refund application fees if they deny your application.