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Rental application: How to create a form and what to include.
Learn how to make a thorough rental application form and choose the right tenants for your property with confidence.
A house rental application is like a resume for prospective tenants. They’re interested in living in your house and the property manager or landlord needs to see if they are a good fit. From basic background information to a credit check and criminal history report, there are many ways to vet potential renters and set up a successful tenancy.
What is a rental application?
A rental application is a formal document that prospective tenants complete when they’re interested in renting a residential or commercial property. It provides landlords with essential information to assess whether a potential tenant is a good fit for the rental unit. The application typically includes personal details, employment and income verification, rental history, references, and consent for background or credit checks.
Rental applications are used in various scenarios, from residential lease agreements to roommate agreements and student housing. They are widely used for apartments, houses, or condos where landlords want to screen potential tenants. When looking for roommates, people use a rental application to evaluate individuals applying to share a living space.
Even commercial property leases start with a rental application form, where businesses provide financial and operational details to secure a commercial lease. Student housing can also use them to ensure students (or their guarantors) can meet rental obligations.
Using a rental application benefits both sides by creating a clearer, more secure rental process that supports informed and fair decision-making.
Benefits of using a rental application for landlords:
- Better screening. Helps identify reliable tenants by reviewing credit history, employment status, and rental background.
- Risk reduction. Minimizes the chances of late payments, property damage, or lease violations.
- Documentation. Provides a paper trail for legal protection and future reference.
- Efficiency. Speeds up the decision-making process with all necessary information collected upfront.
Benefits of using a rental application for prospective tenants:
- Fair evaluation. Offers a structured way to present qualifications and financial stability.
- Opportunity to explain. Allows space to provide context for any gaps or concerns, such as past credit issues.
- Transparency. Clarifies what the landlord is looking for and what the process involves.
- Demonstrates seriousness. Shows commitment and responsibility when applying for a rental.
What to include in a rental application form.
Here’s a checklist of questions for potential tenants. When in doubt, opt for the thorough route. The application process and tenant screening process may take a few days, but it’s always better to err on the side of caution. Evictions are costly; it’s worth the extra effort to sign renters you have complete confidence in, so you can keep yourself and your rental property safe.
Basic information
- Full name
- Date of birth
- Phone number
- Current address
- Copy of driver’s license
- Social security number
- Emergency contact
Proof of monthly income
- Pay stubs
- Employment history
Background check
- Criminal record
- Rental history of past five years
- Previous addresses
Credit history
- Credit report
References
- Personal references
- References from previous landlords
Lease application fee
- Include acceptable payment methods
Cosigner or co-applicant background information
- Basic information
- Proof of income
- Credit score check
How to fill out a rental application.
As a prospective tenant, filling out a rental application thoroughly and accurately is your chance to make a strong first impression. Landlords use this form to decide whether you’re a trustworthy and responsible renter, so it’s essential to present yourself in the best light. Here’s a step-by-step guide on how to complete a rental application effectively:
1. Provide accurate and complete information.
Start by carefully entering your personal details, such as your full legal name, current address, phone number, and email. Double-check for typos or omissions—errors can delay the process or make you appear careless. Be honest about your employment, income, and any other requested financial information. Landlords will typically verify these details, so accuracy is key.
2. Detail your rental history.
Most applications ask for your current and previous living situations, often covering the past 2–3 years. Be as specific as possible:
- Include full addresses, dates of residency, and reasons for leaving.
- Provide landlord or property manager contact information, if available.
- Explain any gaps in your rental history (e.g., living with family or being a student) to avoid raising red flags.
3. Choose strong references.
Select references who can vouch for your responsibility and character as a tenant. Ideal references include current or past landlords, property managers, employers, or supervisors (if you lack rental references).
Make sure your references are aware that they may be contacted and are prepared to speak positively about your reliability, cleanliness, and payment history.
4. Disclose income and employment clearly.
Landlords want to know that you can afford the rent. Attach pay stubs, bank statements, or a letter from your employer, if requested. Self-employed tenants may need to provide tax returns or profit-and-loss statements.
Rental application FAQs.
A rental application is a screening tool used by landlords to evaluate prospective tenants. It gathers personal, financial, and rental history details to determine if the applicant is a good fit. A lease agreement, on the other hand, is a legally binding contract signed after the application is approved. It outlines the terms and conditions of the tenancy.
Most rental applications ask for the applicant’s full name, contact information, employment and income details, rental history, references, and consent for a credit and background check. Some may also ask for identification and proof of income.
Processing times vary by landlord or property management company, but generally take between 24 to 72 hours. Delays may occur if references are hard to reach or if additional documentation is needed.
If your application is denied, you should receive a notice explaining the reason, especially if the decision was based on your credit or background check. You can ask the landlord if you can reapply in the future or take steps to improve your application for other properties
Yes, applying to several properties increases your chances of securing a rental. However, keep in mind that many applications come with a non-refundable fee, so applying selectively is recommended.
Yes. Most rental applications include a consent section where you must authorize the landlord to conduct these checks. Without your permission, they cannot legally access this information.
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Rental application: How to create a form and what to include.
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