Guide to standard rental application forms

Disclaimer: This article is not legal advice. Legal information is not the same as legal advice, where an attorney applies the law to your specific circumstances. Consult an attorney for advice on your interpretation of this information or its accuracy. You may not rely on this article as legal advice, nor as an endorsement of any particular legal understanding.

A standard rental application is a vital tool for landlords and agents, serving as the first step in selecting the right tenant for a rental property. It provides a structured way to gather detailed information about applicants, from their employment history and income to their rental background. 

Understanding the components of a rental application and how to use them effectively can make the tenant selection process smoother and more reliable. Here, we’ll explore the key elements of a standard rental application, why they matter, and how to review them when making your decision.

Basic components of a rental application

Standard rental application forms typically include:

Personal information

The first section of a rental application form requires an applicant to provide their basic contact information including their:

• Full name
• Phone number
• Email address
• Date of birth

With this information you can contact the tenant, verify the applicant’s identity, order a credit report, and run a background check. Keep in mind that because age is a protected characteristic under fair housing laws, you can only request the applicant's age if it's essential for confirming their identity or if your property is within an age-restricted community.

Residence history

Rental history plays a crucial role in tenant screening, providing important information about an applicant's previous behavior as a renter and the kind of tenant they might be in the future. In this section of the rental application, applicants are usually asked:

• Their current address along with all previous addresses from the last three to five years
• Housing type (rental, owned)
• Move-in & move-out dates
• Monthly rent or mortgage amount
• Names and contact information for former landlords
• The reason for leaving

You can use the contact details of previous landlords to verify the applicant’s rental history but make sure to inform the applicant that you will be reaching out first.

Employment and income

Another crucial part of the application is the applicant’s employment status and work history. Generally, this section of the application requires applicants to provide information such as their:

• Employer’s name and address 
• Job title
• Monthly gross income
• Additional income sources
• Duration of employment
• Supervisor’s name, phone number, and email address

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With the applicant’s consent, you can reach out to their current employer to confirm these details. Since you want applicants who can pay rent in full and on time, it’s a good idea to make sure they have a monthly gross income of at least three times the rent. 

Requesting other proof of income including pay stubs, bank statements, and a W-2 can help you further verify that they’ll be a financially responsible tenant. If an applicant is a student, unemployed, or doesn’t make enough money to cover rent, consider requiring a co-signer. 

Other tenants

This portion of the application helps you understand how many people will be living in the rental unit. Many states and municipalities have legal restrictions on the number of occupants per bedroom, so this information is crucial for staying within these limits. 

Miscellaneous

This part of the application commonly includes a series of questions designed to help you make a more informed decision about whether to approve or reject their rental application. As long as they align with fair housing regulations, you can ask questions like:

• Do you smoke?
• Have you filed for bankruptcy within the last seven years?
• Have you ever been evicted? 
• Have you ever been convicted of a felony?
• Have you ever intentionally refused to pay rent?
• How did you learn about the rental?

Pro-tip: For more insight about what to ask during pre-screening, screening, and post-application, check out this list. 

Pets

If your property is pet-friendly, include a section for applicants to provide information about any pets they own to ensure compatibility between the applicant and your rental policies. Ask for the following information:

• Pet type, breed, size, and age
• Vaccination records 
• Any records of property damage

If a tenant requires a service animal or an emotional support animal, you are legally obligated to provide reasonable accommodations even if you have a “no pet” policy. You may also use this section to outline any applicable pet deposits, fees, or additional policies. 

Vehicles

If you offer parking onsite, make sure you ask applicants to include their vehicle information so you can keep track of which cars are supposed to be on the premises. You’ll also want to confirm vehicles are properly insured and verify tenants understand the parking arrangements or any associated fees. Here’s some typical questions you might see:

• Number of vehicles
• Make, model, and year for each vehicle
• License plate number 
• Registered owner’s name
• Insurance information

Legal requirements and consent

According to the Fair Credit Reporting Act (FCRA), you’re legally obligated to obtain an applicant’s consent before running a background check, credit check, or contacting their employers and previous landlords. Don’t forget to ask for:

• Applicant's permission to pull credit report
• The processing fee 
• Any holding deposit paid by the applicant
• The address of the property the tenant is applying to 

Signature and completion date

Since the application is a legally binding document, always make sure the application is signed and dated. This step is crucial for protecting both you and the tenant and confirms that the applicant understands the terms and conditions of the application.Without proper signatures and dates, the application may be considered invalid or unenforceable in future legal proceedings. 

Other questions asked on the rental application

In addition to the above sections, it’s not uncommon to come across requests for the following information.

Social Security number

Some applications may request an applicant’s Social Security number (SSN) but you can screen tenants without one. In fact, several states like California, Colorado, New York, and Nevada have specific regulations that limit or restrict landlords from asking for an SSN  to protect applicant privacy. 

If you do ask for an applicant’s SSN, proceed with caution so you don’t violate discrimination laws. Because an SSN is considered personally identifiable information, you are responsible for safeguarding it and could face legal consequences if this information is mishandled.

Personal references

Some landlords, property managers, or agents may ask for additional references. For example, some rental application forms may ask for personal or professional references who can vouch for the applicant’s character, reliability, and overall fit as a tenant. 

Using the RentSpree rental application 

Selecting the ideal tenant can be challenging, but RentSpree offers tenant screening services and a free rental application form that simplifies the process. Let RentSpree handle the heavy lifting and create your free account to get started today.

Continue to Chapter 3: Identifying Red Flags, or jump to a different article.

1. Rental Application Process 101
2. Reading Standard Rental Application Forms
3. Identifying Tenant Red Flags on Rental Applications
4. 5 Common Problems with Rental Application Requirements
5. Free Rental Application Form
6. Rental Application Denial Letter
7. The Fair Housing Act

FAQ’s

Are there free rental application forms?

Yes. RentSpree offers free online rental applications. You can see a sample application here. 

Are there certain questions that are illegal to ask on a rental application?

Yes, there are certain questions that are illegal to ask on a rental application because they can lead to discrimination. Focus on questions related to the applicant’s ability to pay rent and their rental history, ensuring compliance with fair housing regulations.

Should each tenant complete a separate rental application?

Yes, all potential tenants who are 18 years or older should submit an individual rental application. If you have multiple people applying for the same property, each applicant can list their co-applicants on their form. 

How much is the average rental application fee?

The average rental application fee is about $30 and covers the cost of running credit and background checks. Fees can vary depending on the location; some states permit landlords to set market-based fees, while others impose a cap on the amount that can be charged.

How are rental application fees collected?

Renters typically pay the application fee at the time they apply and are generally paid via credit or debit card, or occasionally via check.

Is it illegal for a tenant to provide false information on a rental application?

While it’s not a criminal offense for a tenant to lie on a rental application, it can have serious consequences and can lead to the application being denied or, if discovered later, eviction.