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Rental Application Form Guide: Essential Tool for Property Owners

Learn how rental application forms protect your property investment, screen tenants effectively, and streamline your rental process. Essential information for first-time landlords and property owners.

Introduction

A rental application form is a critical document that helps landlords collect essential information about potential tenants before entering into a lease agreement. This screening tool allows you to evaluate an applicant's rental history, financial stability, and background to determine if they're likely to be reliable, responsible tenants. Whether you're a first-time landlord, manage multiple properties, or own vacation rentals, using a comprehensive rental application form is your first line of defense in protecting your investment and finding qualified tenants who will respect your property.

Key Things to Know

  1. 1

    A rental application form is a legal document, so consider having an attorney review your form to ensure it complies with local laws and regulations.

  2. 2

    Always obtain written consent before running credit or background checks, as required by the Fair Credit Reporting Act.

  3. 3

    Establish clear, consistent screening criteria and apply them equally to all applicants to avoid fair housing discrimination claims.

  4. 4

    Application forms for vacation rentals should focus more on the stay details and guest information rather than extensive financial background.

  5. 5

    Store completed applications securely to protect applicants' personal and financial information from identity theft or data breaches.

  6. 6

    Consider using digital application platforms that offer secure storage, electronic signatures, and integrated background check services.

  7. 7

    Clearly communicate your application process, fees, and timeline to potential tenants to create a professional first impression.

Key Decisions

Owners of Vacation or Short-Term Rentals

Property Owners with Multiple Units

First-time Landlords

Customize your Rental Application Form Template with DocDraft

RESIDENTIAL RENTAL APPLICATION

PROPERTY INFORMATION

Property Address: _______________________________________________ Unit #: ____________ City: ____________ State: ____________ ZIP: ____________ Monthly Rent: $____________ Security Deposit: $____________ Other Fees/Deposits: $____________ Description: _______________________________________________

APPLICANT INFORMATION

Personal Information

Full Legal Name: _______________________________________________ (First, Middle, Last - as it appears on legal documents)

Date of Birth: //________ Social Security Number: -_____-

Phone Number (Primary): () -__ Type: □ Cell □ Home □ Work Phone Number (Secondary): () -__ Type: □ Cell □ Home □ Work Email Address: _______________________________________________ Preferred Contact Method: □ Phone □ Email □ Text

Government-Issued Identification

ID Type: □ Driver's License □ State ID □ Passport □ Other: _______________ ID Number: ___________________________ Expiration Date: //________ Issuing Authority/State/Country: _______________________________________________

Additional Occupants

List all individuals who will reside in the unit, including minors. All adult occupants (18+) must complete a separate application unless legally married to applicant.

Full NameRelationship to ApplicantDate of BirthSSN (Last 4 digits)

Pets

Subject to approval per pet policy. Additional pet deposit/fees may apply.

□ No Pets □ Yes, I have pets (complete below)

Type/SpeciesBreedAgeWeightNameSpayed/Neutered?Current on Vaccinations?
□ Yes □ No□ Yes □ No
□ Yes □ No□ Yes □ No

Note: Documentation including vaccination records and photos may be requested prior to approval.

Vehicles

List all vehicles that will be parked on the property.

MakeModelYearColorLicense Plate #State

RENTAL HISTORY

Current Residence

Current Street Address: _______________________________________________ Unit #: ____________ City: ____________ State: ____________ ZIP: ____________ Move-in Date: //________ Monthly Rent/Mortgage: $____________ Reason for Moving: _______________________________________________

Type: □ Rent □ Own □ Live with Family/Friends □ Other: _______________

Landlord/Property Manager Name: _______________________________________________ Phone: (____) -__ Email: _______________________________________________ May we contact this person for a reference? □ Yes □ No

Previous Residence 1

Previous Street Address: _______________________________________________ Unit #: ____________ City: ____________ State: ____________ ZIP: ____________ Move-in Date: //________ Move-out Date: //________ Monthly Rent/Mortgage: $____________ Reason for Moving: _______________________________________________

Type: □ Rent □ Own □ Live with Family/Friends □ Other: _______________

Landlord/Property Manager Name: _______________________________________________ Phone: (____) -__ Email: _______________________________________________

Previous Residence 2

Previous Street Address: _______________________________________________ Unit #: ____________ City: ____________ State: ____________ ZIP: ____________ Move-in Date: //________ Move-out Date: //________ Monthly Rent/Mortgage: $____________ Reason for Moving: _______________________________________________

Type: □ Rent □ Own □ Live with Family/Friends □ Other: _______________

Landlord/Property Manager Name: _______________________________________________ Phone: (____) -__ Email: _______________________________________________

Eviction History

Have you ever been evicted or asked to vacate a property? □ No □ Yes If yes, please provide details including date(s), address(es), and circumstances:

Have you ever broken a lease? □ No □ Yes If yes, please explain: _______________________________________________

EMPLOYMENT AND INCOME INFORMATION

Current Employment

Employer Name: _______________________________________________ Address: _______________________________________________ City: ____________ State: ____________ ZIP: ____________ Position/Title: _______________________________________________ Employment Type: □ Full-time □ Part-time □ Self-employed □ Student □ Retired □ Unemployed Start Date: //________ Gross Monthly Income: $____________

Supervisor/HR Contact Name: _______________________________________________ Phone: (____) -__ Email: _______________________________________________ May we contact this person to verify employment? □ Yes □ No

Previous Employment

Complete if current employment is less than 2 years

Employer Name: _______________________________________________ Address: _______________________________________________ City: ____________ State: ____________ ZIP: ____________ Position/Title: _______________________________________________ Employment Type: □ Full-time □ Part-time □ Self-employed □ Student □ Retired □ Unemployed Start Date: //________ End Date: //________ Gross Monthly Income: $____________

Supervisor/HR Contact Name: _______________________________________________ Phone: (____) -__ Email: _______________________________________________

Additional Income Sources

Alimony, child support, or separate maintenance income need not be revealed if you do not wish to have it considered as a basis for paying this obligation.

SourceMonthly AmountVerification Document Available
$□ Yes □ No
$□ Yes □ No

Total Gross Monthly Income from All Sources: $____________

Income Verification

Please be prepared to provide documentation to verify all income sources.

Check all documents you can provide if requested: □ Pay stubs (last 30 days) □ W-2 (previous year) □ Tax returns (previous year) □ Bank statements (last 2 months) □ Offer letter (if new employment) □ Other: _______________________________________________

FINANCIAL INFORMATION

Banking Information

Checking Account Institution: _______________________________________________ Account Number (last 4 digits): XXX-XXX-XXX-________

Savings Account Institution: _______________________________________________ Account Number (last 4 digits): XXX-XXX-XXX-________

Credit History

Do you authorize us to run a credit check? □ Yes □ No

Do you have any negative items on your credit report that you wish to explain? □ No □ Yes If yes, please explain: _______________________________________________

Approximate Credit Score (if known): ____________

Bankruptcy History

Have you ever filed for bankruptcy? □ No □ Yes If yes, please provide: Date Filed: //________ Date Discharged: //________ Chapter: □ 7 □ 11 □ 13 □ Other: _______________ Current Status: □ Discharged □ Dismissed □ Pending

Outstanding Debts

List significant monthly obligations (auto loans, student loans, credit cards, etc.)

Type of DebtCreditorMonthly PaymentOutstanding Balance
$$
$$
$$

BACKGROUND INFORMATION

Criminal History

Have you ever been convicted of a felony? □ No □ Yes Have you ever been convicted of a misdemeanor involving violence, drugs, theft, or property damage? □ No □ Yes

If yes to either question, please provide details: Charge/Offense: _______________________________________________ Date: //________ County/State: _______________________________________________ Disposition/Outcome: _______________________________________________

Sex Offender Registry

Are you currently required to register as a sex offender in any jurisdiction? □ No □ Yes If yes, please provide details: _______________________________________________

Additional Background Information

Do you smoke? □ No □ Yes - If yes: □ Outside only □ Inside and outside Do you intend to use water-filled furniture (e.g., waterbed)? □ No □ Yes If yes, please describe: _______________________________________________

REFERENCES

Personal References

Please provide three references who are not related to you and whom you have known for at least one year.

Reference 1: Name: ___________________________ Relationship: _______________ Phone: (____) -__ Email: _______________________________________________ Years Known: _______

Reference 2: Name: ___________________________ Relationship: _______________ Phone: (____) -__ Email: _______________________________________________ Years Known: _______

Reference 3: Name: ___________________________ Relationship: _______________ Phone: (____) -__ Email: _______________________________________________ Years Known: _______

Emergency Contacts

Please provide at least one emergency contact.

Primary Emergency Contact: Name: ___________________________ Relationship: _______________ Phone: (____) -__ Email: _______________________________________________ Address: _______________________________________________

Secondary Emergency Contact: Name: ___________________________ Relationship: _______________ Phone: (____) -__ Email: _______________________________________________ Address: _______________________________________________

LEASE PREFERENCES

Desired Move-in Date: //________ Desired Lease Term: □ 6 months □ 12 months □ 24 months □ Other: _______________

Special Requests or Required Accommodations:

LEGAL DISCLOSURES AND AUTHORIZATIONS

Application Fee Disclosure

A non-refundable application fee of $________ is required with this application. This fee covers the cost of processing your application, including credit checks, background screening, and verification of the information provided. This fee is non-refundable regardless of whether your application is approved or denied. Payment of the application fee does not guarantee approval of your application or reservation of the rental property.

Fair Housing Disclosure

The owner/manager of the property complies with all federal, state, and local fair housing laws and does not discriminate against any person based on race, color, religion, sex, national origin, familial status, disability, age, sexual orientation, gender identity, marital status, source of income, or any other protected characteristic as defined by applicable law. All applications are evaluated based on objective, non-discriminatory criteria.

Credit and Background Check Authorization

By signing below, I expressly authorize the landlord, property manager, or their designated agents (collectively "Landlord") to obtain consumer reports, including but not limited to credit reports, criminal background checks, eviction records, employment verification, rental history, and other background information about me. I understand that this information will be used for the purpose of evaluating my rental application and may be disclosed to third parties with a legitimate business need for the information during the application process and/or during tenancy if my application is approved.

I further authorize all persons, schools, companies, corporations, credit bureaus, law enforcement agencies, and current and former landlords, employers, and personal references to release information they may have about me to the Landlord or their agents. I release all such persons and entities from any liability that may result from furnishing such information.

This authorization shall remain valid for the duration of the application process and, if approved, throughout the entire tenancy. I understand that I have the right to request disclosure of the nature and scope of any investigative consumer report prepared about me. I may request this disclosure by contacting the Landlord or property management company.

Truth in Application Statement

I hereby certify that all information provided in this application is true, complete, and correct. I understand that any false, misleading, or incomplete information provided in this application may result in immediate rejection of my application or, if discovered after a lease has been executed, may be grounds for eviction and termination of the lease agreement. I understand that the Landlord will rely on the information provided in this application in making a decision about my eligibility to rent the property.

Privacy Policy

The information collected in this application is for the purpose of evaluating your eligibility to rent the property. The Landlord will take reasonable measures to protect the confidentiality of your personal information and will only share it with third parties who have a legitimate business need for the information, such as screening companies, credit bureaus, and collection agencies. Your information may also be disclosed if required by law or court order. The Landlord will retain your application and related information in accordance with applicable record retention requirements, even if your application is denied.

State-Specific Disclosures

Depending on the location of the rental property, additional state or local disclosures may apply. By signing below, you acknowledge receipt of any such disclosures provided as attachments to this application.

Acknowledgment and Agreement

By signing below, I acknowledge that I have read, understand, and agree to all terms and conditions of this rental application. I understand that submission of this application does not guarantee approval or constitute a reservation of the rental property. I understand that a completed application from all proposed adult occupants is required before the Landlord will consider approval, and that approval is subject to the Landlord's screening criteria and availability of the property.

I understand that if my application is approved, I will be required to sign a lease agreement and pay all required move-in funds (including first month's rent, security deposit, and any other applicable fees) within the timeframe specified by the Landlord in order to secure the rental property. Failure to do so may result in the property being offered to another applicant.

Applicant Signature: _____________________________ Date: //________

Print Name: _____________________________

FOR OFFICE USE ONLY

Date Application Received: //________ Time: : □ AM □ PM Application Fee Paid: $________ Method: □ Cash □ Check □ Credit Card □ Other: _______________ Received By: _____________________________

Application Status: □ Approved □ Conditionally Approved □ Denied If denied, reason for denial: _______________________________________________

Verification Completed: □ Credit Check □ Criminal Background □ Eviction History □ Employment □ Income □ Rental History □ References

Notes:

Processed By: _____________________________ Date: //________

Frequently Asked Questions

A comprehensive rental application form should include: personal information (full name, date of birth, contact details, ID/SSN); rental history (previous addresses, landlord references, reason for leaving); employment information (current employer, position, income, length of employment); financial information (bank accounts, credit references); personal references; emergency contacts; vehicle information; pet information if applicable; authorization for background and credit checks; and a signature line with date. For vacation rentals, you might also include information about the purpose of stay and number of occupants.

To screen tenants fairly and legally: establish consistent screening criteria that you apply to all applicants; follow Fair Housing laws that prohibit discrimination based on protected classes (race, color, religion, national origin, sex, disability, and familial status); use objective criteria like income requirements (typically 2-3 times the monthly rent), credit history, rental history, and criminal background checks; document your screening process; provide adverse action notices if you deny an applicant based on information in their credit report; and maintain applicant privacy by securely storing and disposing of personal information.

Yes, the application forms should differ based on the rental type. Long-term rental applications are more comprehensive, focusing on financial stability, rental history, and background checks. Vacation rental applications are typically shorter, emphasizing the purpose of stay, number of guests, and payment information. Short-term rental applications might also include questions about planned activities, special occasions, and adherence to property rules. Both should collect basic personal information and emergency contacts, but the depth of financial and background verification will vary significantly.

Generally, you should keep rental applications for accepted tenants for the duration of their tenancy plus 3-7 years after they move out (for potential legal disputes). For rejected applications, most experts recommend keeping them for 1-2 years after rejection to defend against potential discrimination claims. However, retention requirements vary by state, so check your local laws. Always store these documents securely to protect applicants' personal information, and consider implementing a document destruction policy that complies with privacy laws.

Yes, you can legally reject an applicant based on their credit score as long as you apply the same standards to all applicants. Credit history is considered a legitimate screening criterion that helps assess financial responsibility. However, if you deny an application based on information in a credit report, the Fair Credit Reporting Act (FCRA) requires you to provide an 'adverse action notice' informing the applicant of the denial reason and the credit reporting agency used. Some jurisdictions are implementing regulations that limit how credit scores can be used, so always check your local laws.

Not using a rental application exposes you to significant risks: you may rent to tenants with poor payment history or prior evictions; miss criminal backgrounds that could endanger other tenants; lack verification of income, potentially leading to payment problems; have no documented rental history to assess property care habits; miss unauthorized occupants; lack proper legal consent for background checks; have insufficient contact information for emergencies; and potentially face fair housing complaints without documentation of your selection process. A proper application provides legal protection and demonstrates your professional approach to property management.