Landlords often review dozens of applications for a single vacancy. While you want to believe what tenants say about their income, there’s a chance that some applicants won’t be entirely honest with you. Without proof of income for a rental application, you could face missed rent payments and costly, time-consuming evictions.

That protection isn’t just about checking a number, though. To do it properly, you’ll have to confirm that a tenant’s earnings are steady and sufficient to pay you the full rent amount consistently, month in and month out.

Income documents, combined with a comprehensive tenant screening, give you a tenant’s complete financial picture before anybody moves in. In this article, we’ll go over what documents you should request, how much income tenants should make, potential red flags, and how to check a rental application for proof of income efficiently.

What is proof of income for a rental application?

Proof of income consists of official documentation that a landlord can use to confirm an applicant’s earnings. You should review this information to verify that an applicant earns as much as they claim and to ensure they consistently have enough money to pay rent on time.

Some tenants might turn in a great-looking rental application, but if you fail to obtain proof of their income, you could easily end up with a non-paying or cash-strapped tenant on your hands. By going over verifiable source documents, landlords can improve their chances of renting to reliable, well-qualified tenants.

Why Income Verification Matters Before You Sign a Lease

It might seem easier to simply trust what a tenant reports during the rental application process, but without verifying their income, you’ll have no way of knowing whether they actually make as much as they say. Proof-of-income documentation will help you verify how much (and how often) the tenant gets paid.

Conducting income verification also helps you defend yourself against accusations of Fair Housing violations. By confirming a tenant’s income, you apply the same standard consistently across all applicants. Plus, it creates a paper trail to support your case.

How much income should a tenant make?

Most landlords calculate their income requirements based on the monthly rent amount. Typically, experts recommend rent to be no more than 30% of the tenant’s income. With that in mind, some states and local governments limit how landlords can set income standards. We’ll touch upon these laws later.

This formula doesn’t guarantee good rent-paying habits, though, as a high income combined with a poor history of on-time payments still poses risks. For this reason (among others), most landlords request multiple proof-of-income documents, including bank statements, to see where the tenant’s earnings go each month.

As you calculate your rent-to-income ratio for tenants, you should also plan to pay close attention to pre-tax rather than post-tax income. Documents such as W-2s and tax returns clearly state the tenant’s gross income, making it easier to verify their take-home pay.

What documents qualify as proof of income for a rental application?

When you require proof of income for a rental application, you can request a few different types of documents. Ideally, you’ll want to obtain two to three qualifying documents from the tenant, which will give you a more complete picture of their finances than any single form alone.

Below, we’ll go over which forms to request (and when you should ask for them), so you can start verifying your tenants’ income with confidence.

Pay Stubs

A renter’s pay stub will show their gross earnings, deductions, and net take-home pay for every pay period. Rather than just asking for one pay stub from last year, request the two to three most recent pay stubs to confirm the tenant earns the same amount consistently each month.

This isn’t a completely airtight method of checking tenants’ finances, however, as landlords who accept pay stubs as proof of income should note that pay stubs are among the most commonly forged documents on rental applications. Later in the article, we’ll go over a few red flags in more detail.

W-2 Form

A W-2 Form reports the total annual wages paid by the renter’s employer. Landlords can divide that annual amount by 12 to estimate the applicant’s monthly income. These forms are usually easy for traditionally employed renters to provide, and the penalties for forgery can discourage applicants from falsifying them.

And while W-2s work well for applicants with standard employment, they are less useful for contract, freelance, or gig workers. They also show past earnings (but not current income), so they may not reflect a recent raise, job change, or loss of employment.

Federal Tax Return (IRS Form 1040)

When you’re considering a self-employed applicant, an IRS Form 1040 will show all income sources in one document, including wages, freelance earnings, investment income, and more. If applicants no longer have the original 1040, they can request a digital transcript directly from the IRS.

Like W-2s, though, Form 1040s only provide a look at the tenant’s annual earnings from a past year. 1040s also don’t show variations in income, which includes seasonal contract work or other fluctuating income cycles. Not to mention, for contractors who claim business tax deductions, a 1040 may show a less-than-accurate gross income.

1099-MISC or 1099-NEC

You can also ask independent contractors, freelancers, and gig workers to provide an IRS Form 1099-MISC or a Form 1099-NEC. The equivalent of a W-2 for self-employed renters, these forms contain information about the tenant’s income, who’s paying the tenant, and the type of income they received.

Worth noting: A 1099-MISC or 1099-NEC only reports a person’s gross income, so their actual take-home pay may be much lower after you factor in business expenses. If this is the only proof of income you’re requesting for an apartment application, you should also ask for bank statements to reveal their expenses.

Bank Statements

Since bank statements show real deposits in real time, you can easily confirm whether (and how much of) the applicant’s income deposits into their account every month. Since some tenants will have privacy concerns, you should be flexible and willing to accept redacted statements that show deposit totals without account details.

During the rental application process, you can also use digital tools, like TurboTenant’s built-in Income Verification and Fraud Detection, to obtain verified deposit data straight from a rental applicant’s bank. With this tool, you won’t have to deal with paperwork or guesswork, and rental applicants won’t have to worry about you mishandling their sensitive information.

Employment Verification Letter

Tenants who are between pay cycles or don’t have pay stubs available can provide an employment verification letter to document their current employment status, job title, and salary. The letter should include the employer’s contact information, the applicant’s official job title, their start date, and current earnings.

Unfortunately, tenants can easily fake an employment verification letter using company letterhead, so you shouldn’t accept this as the only proof of income for the rental application. To avoid forgeries, you may want to call the employer listed in the verification letter to confirm employment, though doing so could slow down your tenant selection process.

Social Security or Benefits Statement

Retired rental applicants and those with disabilities can obtain an official Benefit Verification Letter from the Social Security Administration that states their monthly benefit. Tenants can easily obtain these forms by phone, online, or in person, and they’re difficult to falsify compared to pay stubs or other documents.

When dealing with Benefit Verification Letters, you should run the same checks you would with any other documentation and ensure the income is approximately 3 times the monthly rent. But since verification letters may not reflect real-time changes like cost-of-living adjustments, you’ll have to cross-check the information with other documents.

Workers’ Compensation and Unemployment Statements

If you’re renting to tenants who receive workers’ compensation or unemployment benefits, be aware that both forms of income are valid (albeit temporary) forms of income. Workers’ compensation replaces a tenant’s regular wages after a workplace injury occurs, while unemployment benefits have a defined end date or set amount.

When tenants provide these documents, always check the dates and confirm whether the benefit period will cover the full lease term. If you approve solely based on these sources of income, you’ll need to ensure the tenant has sufficient income (or savings) to continue paying rent on time.

How to Spot Fake Proof of Income Documents

An applicant forging income documents happens all the time. Fraudsters use free online tools to fabricate a pay stub or alter tax forms in minutes, so you should keep an eye out for these red flags when verifying an applicant’s income:

• Perfectly rounded dollar amounts: Real paychecks rarely involve even numbers, so watch out for tenants whose income amounts look too clean.
• Inconsistent fonts, misaligned text, or background color shifts: A document with these issues may have been altered or forged.
• Os and 0s: Watch for forged documents that mix up the letter O and the number 0, or use them inconsistently.
• Stated income vs. bank deposits: Cross-check the tenant’s stated income with deposit information from their bank statements to see where their earnings go every month.
• Employer name and address: The tenant’s employer name and address should match a verified public business listing.

Even the most careful landlords can miss details while reviewing a tenant’s proof of income. Conducting a thorough tenant screening (including a credit check) will help you catch inconsistencies, put together a complete picture of a renter’s finances, and protect your rental income better than any single document could.

How many proof of income documents should you require?

As we mentioned, you should typically ask tenants for two to three different documents to prove their income. Requesting multiple documents provides enough information to cross-reference different sources without causing a qualified tenant to walk away from the rental application due to unreasonable or frustrating requests for proof of income.

Ideally, you should ask for one official tax or employer document and one recent bank statement or pay stub. Here’s a more detailed look at what to ask from each applicant:

For employed applicants: Traditionally, employed applicants should provide two to three recent pay stubs, plus a W-2 or a recent tax return.

For self-employed applicants: Self-employed, freelance, or gig worker applicants should provide a 1099, their most recent tax return, and 3 to 6 months of bank statements.

For retired or non-traditionally employed applicants: Ask them to provide a Social Security Benefits statement or a workers’ compensation letter, in addition to a recent tax return.

How TurboTenant Makes Income Verification Faster

Missing rent payments or evicting a tenant for non-payment can cause serious problems. Luckily, you can improve your chances of avoiding these outcomes before the tenancy even starts, simply by requesting the right documents as proof of income for a rental application.

TurboTenant helps landlords safely and securely confirm a tenant’s income. Applicants authorize a secure connection to their bank accounts, and landlords can access verified income data without the need for additional paperwork (or chasing down applicants for their documents).

As important as verifying income is, it’s worth noting that this is just one part of the complete tenant screening process. Sign up for a free TurboTenant account to send and receive rental applications at no cost, verify income, and conduct detailed background checks with ease.

Proof of Income for Rental Applications FAQs

Disclaimer: This blog is for informational purposes only and is published by TurboTenant. It is not legal, financial, or tax advice. Laws and regulations for landlords vary by state and locality and may change over time. Always consult a qualified attorney, accountant, or local housing authority before making decisions related to your rental property. The publisher and authors assume no responsibility for actions taken based on the information provided.

In most states, tenants pay a rental application fee to the landlord to conduct a tenant screening. This fee typically covers the cost of background checks and screening services performed by landlords to ensure that a tenant is a good fit for their property.

Even just mentioning the word “fees” is enough to make a tenant, and by extension, landlords, cringe. Renters hate paying them, and landlords hate charging them. But it’s important to know the fees aren’t just a way for landlords to make a little extra cash from applicants. Instead, they add value and security to the rental application process, covering the external, administrative costs of screening a tenant.

How Much is a Rental Application Fee?

Rental application fee laws vary by state, but they range anywhere from $30 – $75 per applicant. These fees enable landlords to screen their tenants. Completing this process will save everyone time and money in the future.

Why Are These Fees Important?

 

Rental application fees may seem like an unnecessary and greedy part of the landlording process – especially since moving can be so costly for renters. But only having tenants fill out a rental application form isn’t enough; the screening process is an essential part of finding the best possible applicant for a rental unit.

When landlords run thorough reports, they gain an understanding of the criminal background, credit history, and any previous evictions of the applicants. There’s a lot at stake.

The safety of the neighborhood, the tenant’s ability to pay, and any history of eviction could signal potential problems down the line. That’s what these fees cover, and it’s why they’re so important. Note: Some cities and states limit the types of information that landlords can use when making decisions on tenants.

What Does the Cost Cover?

In most cases, landlords use application fees for tenant screening, which includes a background check, credit check, and often, an eviction report. Some add an administrative fee, but many states stipulate that landlords can only charge for the price of screening, and many allow them to use portable tenant screening reports, which tenants can supply themselves.

To receive a background and credit report, landlords must go through a third-party service, which will scan and collect the legally allowed information on a tenant and report back to the landlord so that they can make an informed decision. State laws vary in exactly what information a landlord can use to approve or deny an applicant, so make sure you’re up-to-date on your local laws before running a tenant screening. TurboTenant offers these reports free to landlords, as you can opt for the applicant to pay the fee.

Average Rental Application Fee

In the U.S., the average rental application fee is between $35 and $75, but there are a variety of factors that go into that price. Some screening services offer different levels of reporting, which impact the screening fee and, consequently, the application fee. For example, some reports include only the background and credit reports, while others include past eviction reports, as well.

The minimum and maximum cap for a rental application fee varies from state to state. Most states have no limits or regulations on what a landlord can charge for an application fee, but some have strict rules. Make sure you check your state-specific laws in advance to avoid any trouble.

Dos and Don’ts of Rental Application Fees for Tenants

Rental application fees are not the most fun topic of conversation. Moving is expensive for renters, and landlords would prefer not to add another fee on top of what’s already a costly process. However, by following best practices, the process can be painless for all parties involved.

Before you pay a house or apartment application fee, you want to make sure that you understand your rights as a tenant. Hopefully, the landlord is transparent and honest, making it easier to understand what the fee covers.

• Do: Understand that landlords are entitled to charge a fee. This statement is particularly true when tenants aren’t allowed to provide a tenant screening report. The fee ensures that a landlord runs a legal background check to understand a tenant’s history fully.
• Do: Ask if the fee is refundable. Understanding the refund policy can prevent surprises and ensure full transparency.
• Do: Clarify the price of the rental application fee. Know exactly what you are paying and why you are paying it.
• Don’t get scammed. The majority of landlords are honest, but taking proper precautions is always a good idea.

Dos and Don’ts for Landlords

When you charge a rental application fee, it’s important to understand why you’re charging it and how it can help you to run your business professionally and successfully.

• Do: Be upfront about rental application fees. It’s beneficial to remain transparent with potential tenants to build a positive and respectful relationship.
• Do: Include the exact fee amount in the application. Be upfront about application fees so that tenants can budget properly and not feel blindsided.
• Do: Specify if the fee is refundable or not: Tenants might not want to apply for a property that doesn’t have a refundable application fee, so make sure to specify this so there are no surprises.
• Don’t profit on rental application fees: Use the fees only for tenant screening; in the long run, you will save more money by accepting responsible and trustworthy tenants.
• Don’t set a rental application fee without checking your state laws. Every state has different laws regarding rental application fees, so it’s essential to understand yours. For more information about state and local rental application laws, see below.

Fees by State

Most states allow landlords to charge an application fee. However, in some cases, they are illegal. In other situations, states set maximum amounts that landlords must follow. Not only are there state laws, but regulations can vary across local regions, so make sure to research your local guidelines before you set your fees.

Make sure you check official websites and local statutes. Laws often change from year to year, so stay updated and informed regularly.

Here are the fee limits for each state:

 

We hope you learned everything you need to know about rental application fees.

For an easy way to screen tenants, consider TurboTenant. Our free software enables landlords to streamline their processes, saving them time so they can focus on what they love.

Sign up for a free account today.

Rental Application Fees FAQs

Disclaimer: This blog is for informational purposes only and is published by TurboTenant. It is not legal, financial, or tax advice. Laws and regulations for landlords vary by state and locality and may change over time. Always consult a qualified attorney, accountant, or local housing authority before making decisions related to your rental property. The publisher and authors assume no responsibility for actions taken based on the information provided.

Bad tenants are often a sign of a weak rental application process. That’s why building a strong one is your first and most crucial step as a landlord.

According to the US Census, the national homeownership rate is 66%, which means roughly one in three households rents their home. As this rate continues to rise, demand for rentals remains high.

Many landlords now receive multiple applications per vacancy, making it even more important to have a system in place to identify qualified renters quickly and protect your property.

A strong apartment rental application process includes verifying income, rental history, and references, all of which help landlords identify reputable renters and avoid future issues, such as missed payments or evictions.

Fortunately, property management software like TurboTenant simplifies the apartment rental application process with free online forms, tenant background checks, digital lease agreements, and more.

In this guide, we’ll break down the rental application process, highlight legal tips and mistakes to avoid, and offer tools to help you move faster and smarter.

What Is the Rental Application Process?

The rental application process is the set of steps a landlord takes to screen and approve a new tenant, whether for an apartment or house. It begins when a tenant submits an application form and ends with a decision (either approval or denial).

A complete application form includes personal information, residence history, employment and income details, and consent for background checks, which can help landlords quickly assess the applicant’s identity and determine whether they’re a good fit.

Next, credit, criminal, and eviction checks are conducted to reveal any past issues, which typically take 1-3 days and cost around $30-$50 per applicant, usually covered by the application fee. Landlords must obtain written consent for these reports.

One of the most critical parts of the rental application process is confirming the applicant’s ability to pay rent. Landlords typically require pay stubs, employer letters, or bank statements as proof of income. Ideally, the tenant’s monthly income should be about three times the rent. The landlord may also contact the employer to verify the job and salary.

Most applications will also ask for personal references and contact information for previous landlords to gain insight into the applicant’s past behavior. For example, did they pay rent on time and take care of the property? A brief conversation with a former landlord can confirm whether the tenant was responsible or reveal problems that may not be apparent on paper.

Finally, the landlord reviews all the information and selects a qualified applicant who will reliably pay rent and adhere to the lease terms.

Step-by-Step Breakdown for Landlords

1. Create or Choose an Application Form

Start with a rental application form that collects information such as:

• Personal: Full name, contact info, date of birth, Social Security Number
• Residence History: Current and past landlords with reasons for moving
• Employment/Income: Job title, duration, income, and supporting documents like pay stubs
• References: Previous landlords and emergency contacts
• Other: Number of occupants, pets, and written consent for background/credit checks

From here, you can choose between paper or online forms. Just keep in mind that paper forms are often outdated and may not meet current legal requirements.

We recommend you use online forms. They’re faster, cleaner, and automatically organized. TurboTenant’s free applications include standard questions, e-signatures, optional custom fields, and more, all compliant with FCRA and fair housing rules.

2. Collect the Application Fee

Rental application fees typically cover the costs of screening, including background, credit, and eviction checks. The national average is around $50 per application, although some states cap fees or ban them entirely (e.g., $20 in New York, no fees in Massachusetts). Always check your local laws.

With TurboTenant, applications are free for landlords, as tenants pay the screening fee directly, allowing you to skip the hassle and awkwardness of collecting fees yourself.

Best practices:

• Collect the fee online, if possible, to avoid handling cash or checks and to maintain a timestamped record.
• Process the application and run screening reports after the tenant pays the fee.

3. Verify Employment and Income

Once you have an application (and fee), the first screening step is to verify the tenant’s income and employment. The application form will provide the basics (stated employer, job, income), but now you need to substantiate them.

Ask for pay stubs (last 2-3 pay periods), a letter of employment, tax returns (for self-employed applicants), or bank statements.

You can contact the employer’s HR department or the listed supervisor to confirm that the tenant is indeed employed there and that the stated salary is accurate. Most employment verifications are quick, often completed in 1-2 days.

Calculate Income vs. Rent

A standard guideline is that income should be about three times the rent. In other words, monthly gross income should equal three times the monthly rent. This isn’t a strict rule, but rather a benchmark. If an applicant’s income falls well below that level, you might need additional assurances, such as a guarantor or a larger security deposit if allowed.

Red Flags to Watch For

Be on the lookout for inconsistent or fake documents, like pay stub numbers that don’t add up, or an employer that sounds made-up. If something looks off, you can use third-party verification services or request additional proof (like bank deposits matching the payments).

4. Run Background and Credit Checks

With written consent, use a screening service to pull a full tenant background check, including credit, criminal, and eviction history.

Watch for red flags, such as multiple late payments, recent evictions, or violent convictions.

Set clear criteria (e.g., 650+ credit score, no evictions in the past 7 years, etc.) and apply them consistently.

To be FCRA compliant, if you reject these reports based on them, issue them an Adverse Action Notice.

5. Contact References and Previous Landlords

While the credit/background check is processing, you can reach out to the references provided by the applicant. There are two main types of references to check:

Previous landlords/property managers

Call the prior landlord (especially the most recent one) and ask a few simple questions: Did the tenant pay rent on time? Are there any issues or damages? Would you rent to them again? Past landlords can confirm whether the person was a good tenant or not.

However, beware of fake references. A bad tenant might list a friend’s contact instead of the real landlord. To catch this, check county property records or confirm that the person you’re calling actually owned or managed the property in question.

When you call, rather than asking “Is John your former tenant?” say “I’m calling about the apartment at 123 Main St. Can you tell me about the tenant who lived there?” This way, a legitimate landlord will immediately recall John at that address, whereas a fake reference might get confused.

Personal or professional references

These might be employers, colleagues, or personal acquaintances that the applicant listed. They can speak to the person’s character and reliability.

6. Make a Decision and Notify the Applicant

Compare each applicant to your screening criteria and choose the most qualified.

• If approved, notify them within 24 to 48 hours and send a lease for e-signature with the required disclosures.
• If you deny an applicant and used a credit or background report in your decision, issue an Adverse Action Notice. Always keep these notices professional and consistent.

How Long Does the Rental Application Process Take?

When done efficiently, the average rental application process takes 24-72 hours. Some landlords can approve a new tenant the same day, mainly when documents and references are submitted quickly.

These are the things that can slow down the approval time:

• Missing or slow documentation
• Hard-to-reach references
• Multiple co-applicants
• High application volume
• Manual processes over digital tools

Nearly 45% of renters expect to be approved or denied within 48 hours, so to speed things along:

• Pre-screen tenants with basic questions upfront
• Use an online application and background check system
• Communicate clearly if documents are missing
• Have template messages and a step-by-step checklist
• Stay organized with tools like TurboTenant

Apartment Rental Application Process vs. House Rentals

Is there a difference between applying to rent an apartment versus a house? The fundamental steps (application, screening, approval) are similar, but there can be some differences in expectations and criteria.

Common Mistakes Small Landlords Make

Not Screening at All

Skipping credit, background, or income checks to save time or money is risky, and frankly, not worth it. A tenant may seem friendly but have a history of past evictions or serious debt.

Skipping Reference Checks

Reference calls can reveal what applications and credit reports don’t, like whether a tenant paid rent on time or left damage to the property. Don’t skip this step. A five-minute call to a former landlord is all you need to do to save you from a year (or years) of headaches.

Violating Fair Housing Laws

Even casual comments, such as “I prefer single professionals,” can lead to legal trouble. Always treat applicants equally and avoid questions about protected classes (age, family status, disability, etc.). Stick to written criteria and follow both federal and local laws.

Not Collecting Fees Upfront

If you run screening reports without collecting an application fee first, you risk covering the cost yourself. Plus, application fees can help filter out uncommitted renters. Utilize tools like TurboTenant to enable applicants to pay securely and directly.

3 Tips to Speed Up the Process and Get the Best Tenants

1. Use a Property Management Tool

Property management tools will arguably be the best time savers. You can collect applications, run background checks, and message applicants all in one place. TurboTenant even lets you add pre-screening questions to filter out unqualified tenants before they apply.

2. Pre-Screen Tenants Before Accepting Applications

Save time by asking basic questions upfront, like income, credit score, move-in date, pet status, etc., and add criteria to your listing (like “3x income required”) to encourage self-filtering. That way, you’ll get fewer unqualified applicants and avoid wasting time on bad fits.

3. Automate Steps Like Credit Checks

Don’t wait to handle one step at a time. Start employment verification, background checks, and reference outreach all at once. Many reports are ready within minutes when processed online, so there’s no reason to delay. Automation helps reduce both delays and errors.

Legal Considerations

Fair Housing Act Basics

The Fair Housing Act prohibits discrimination based on race, color, national origin, religion, sex, familial status, or disability. You can’t ask about these traits or apply different standards to different applicants. Avoid blanket bans on criminal history, and always follow consistent, written screening criteria. Many states also protect additional categories like source of income or sexual orientation.

State-Specific Rules

Some states regulate application fees, requiring itemized receipts, caps on charges, or refunds if no screening occurs. Others require providing copies of credit reports or tenant rights disclosures during the application. Always check your state and local laws to stay compliant.

Holding Application Info Securely

Applications contain sensitive information, such as Social Security Numbers and income. You must keep this data secure and only for as long as necessary.

• If you use paper applications, shred all printed copies once you’re done with them.
• If you’re using online applications, have password-protected systems.
• Additionally, avoid sharing information beyond its original purpose.

Final Thoughts: The Power of a Clear, Consistent Application Process

Treat your rental like a business, and every applicant like a potential business partner. A straightforward and consistent rental application process attracts better tenants, reduces evictions, and leads to smoother rental experiences. Responsible renters expect to be screened since it shows you’re serious and signals reliability, and over time, you’ll see fewer issues and more long-term success.

Tools like TurboTenant can simplify screening, applications, and lease signing, helping you operate efficiently without hiring a manager.

Our last piece of advice: stay selective and stay consistent. By doing so, you’ll protect your investment and your peace of mind for years to come.

Rental Application Process FAQs

Finding quality tenants is hard enough as it is, so why set yourself up for failure with a subpar house rental application? Shortchanging your rental application process opens the door to late rent, trashed properties, and costly evictions that put your entire investment at risk.

Thankfully, finding tenants doesn’t have to feel like spinning the roulette wheel. When you use a digital rental application that checks all the legal boxes, you will collect critical information that leads to more successful tenant screening outcomes.

Keep reading to learn everything you need to know about house rental applications, including how to send them digitally, analyze the results, and stay compliant with federal laws that could spell disaster if not handled correctly.

House Rental Applications are the First Step to Finding Quality Tenants

If you’ve ever had a difficult tenant, you probably looked back and wished you’d screened them more thoroughly. Whether you failed to check in with past landlords or didn’t run a comprehensive background report, a solid rental application might have helped you make a better choice when choosing a tenant.

Heck, a pre-screener could have helped you weed them out before you even got started.

Thankfully, a top-notch house rental application will provide a clear view of anyone who wants to live in your rental property. It extensively covers income, employment, rental history, credit, criminal background, past evictions, and more, allowing you to gain better insights and narrow down your field of potential renters.

If you want to land qualified renters to fill your vacancies, you need to nail the application process first. Upstanding tenants are the foundation of any profitable rental portfolio, but they don’t usually move in by accident.

Did You Know? All TurboTenant house rental applications come with detailed tenant-paid screening, which gives landlords an up-close look at an applicant’s criminal history, credit report, and eviction records (where allowed by law).

How to Send & Receive Digital House Rental Applications

If you’re looking to fill a vacant house rental, you should first market the rental on as many listing platforms as possible, schedule showings with interested parties, and send digital house rental applications to leads right away.

But how do you send and receive digital rental applications? The answer is simple, free for landlords, and only takes a few minutes.

Step 1: Sign Up for Free Property Management Software

First things first, sign up for a free TurboTenant account. From your dashboard, you can immediately send and receive legally reviewed house rental applications, as well as access a comprehensive set of tools specifically designed for independent landlords. Signing up takes just a few minutes and doesn’t require a credit card.

“One of the biggest things I’m always touting to my friends is that they need to get away from some of the time and energy they’re putting into things that can be done so much better and for literally next to nothing.” – Craig Fisher, TurboTenant User

Step 2: Enter Your House’s Information

Once logged in, go to the “Properties” tab in your landlord dashboard and enter a few basic details about your rental: the property type, address, and number of bedrooms and bathrooms. Creating a property profile will remind renters exactly which house they’re applying for.

Step 3: Invite Potential Renters to Apply for Your Property

Next, click the “Applicants” tab in your landlord dashboard, then hit the “Invite to Apply” button. Select the property you just set up and enter the renter’s name, email, and phone number.

Then, you’ll need to specify the rent terms, security deposit amounts, and application type (Standard or Premium). Make sure renters can afford payments by verifying income first. TurboTenant’s Pro-tier Snappt integration checks employment and income and flags inconsistencies.

Once you’ve double-checked all the details, send the invite through to the potential tenant.

Step 4: Access the Application and Screening Results

Once a renter submits their application and completes the screening process, we’ll send you an email notification directly to your inbox. Log in to your landlord dashboard to review the application details.

On top of basic info like employment history, rental references, and pet information, the application results you receive will also give you access to a candidate’s credit report, criminal history, eviction records, and income analysis. With all vital information gathered in one place, it’ll be easy to compare applicants and choose the best fit for your rental.

Pro tip: Run a demo house rental application to preview the form renters complete and share with you.

Tips for Analyzing House Rental Applications and Tenant Background Checks

Once you receive the application results, you’ll have a lot of valuable information to sort through. Here are a few tips to help you analyze the data and make an informed decision:

Verify Income Before Anything Else

House rental agreements don’t mean much if the rent payment never hits your account.

Which is why you should always verify income before analyzing any other factors. Scrutinize the applicant’s pay stubs and bank statements to ensure the numbers line up with what the applicant reported.

If a candidate’s income doesn’t meet your standards, they might need to make up for it elsewhere in the application. Whether through a solid credit score, a reliable rental history, or a qualified co-signer, an applicant with a lower income might be able to offset it with other strengths.

Check in With Current Employers

After checking income, take the next logical step and reach out to the applicant’s employer to confirm three things:

1. That the applicant does work where they say they work,
2. That they’ve held the job for as long as they claim, and
3. That they earn as much as they say they earn.

Checking in with employers allows you to verify that an income source is still live and that the applicant can afford to pay their rent moving forward.

Review the Applicant’s Rental History and Check Landlord References

Take a good, hard look at the applicant’s rental history to determine how long they lived at each past residence and whether they have prolonged gaps between living arrangements. Next, call past landlords to confirm key details and ask questions that can reveal crucial information, such as:

• Did the tenant follow the rules and respect the lease?
• Was the unit clean and undamaged when they moved out?
• How were the tenant’s communication skills?
• Would you rent to them again?

Don’t skip this step. Past landlords can offer a wealth of information about a renter that you won’t find on a tenant-completed rental application. Just beware, some landlords may paint a rosy picture of a tenant they’re trying to get rid of.

Analyze Credit Reports

While verifying income is extremely important, examining a detailed credit report can reveal the rest of a tenant’s financial picture.

Start by analyzing the obvious: a tenant’s credit score. Most landlords look for a credit score of at least 600, but the best applicants tend to land somewhere above 700. A solid score usually means a tenant will pay their bills on time and isn’t juggling too much debt. It’s important to consider recent history more than the past. Perhaps their score was damaged by something that happened four years ago, and they’ve been reliable since then.

Also, pay attention to debt percentages, outstanding payments, and accounts that are in collections. Weighing these details can help you predict whether an applicant can handle rent along with their other financial obligations.

Assess the Criminal Background Check

Looks can be deceiving.

Even if an applicant appears solid on paper, interviews well, and acts professionally, their criminal background may reveal a different story. What if a tenant went to jail for assault, property damage, or manufacturing drugs? Wouldn’t you want to know?

To give the applicant a fair shot (and to ensure you’re not discriminating), reach out to them to chat about the offense and gauge whether it could impact their ability to be a respectful, reliable tenant.

But while everyone deserves a chance to explain themselves, your top priority should still be protecting your property and its surrounding neighbors.

Check for Any Past Evictions

Past evictions are a major red flag and one of the strongest predictors of future renter issues. Tenants who have been forced out of a residence by a judge may have issues paying rent, following lease terms, or resolving disputes.

If you see a prior eviction on a tenant’s record, think carefully before signing a lease agreement and handing over the keys. Also, make sure that your state allows you to consider eviction histories. If your screening provider screws up and includes eviction details when they weren’t supposed to, you could find yourself in hot water.

Note: TurboTenant takes great care to ensure compliance with all state-specific laws regarding credit, criminal, and eviction history across the country.

View the Application as a Sum of Its Parts

Don’t let one weak spot sink an otherwise strong house rental application.

Perhaps a tenant’s credit score is low, but their income is steady, employment is consistent, and past landlords said they always paid on time. Would you consider giving them a chance?

Look at the big picture, consider each aspect fairly, and judge the applicant based on the overall strength of their qualifications, rather than focusing on a single detail in isolation.

Federal Laws That Govern Rental Applications

If you’re creating a rental application from scratch, make sure you know what the law allows and prohibits. Federal rules limit the types of questions landlords can ask and aim to protect renters from potential discrimination. A basic understanding of the following laws will help you stay fair, legal, and out of trouble:

Fair Housing Act (FHA): Fair housing laws prohibit discrimination against applicants based on race, color, religion, sex, national origin, disability, and familial status. These rules apply from the moment someone reaches out all the way through lease signing.

Equal Credit Opportunity Act (ECOA): This federal law requires landlords to apply the same credit standards to every applicant. Landlords cannot consider age, race, sex, marital status, or use of public housing funds when evaluating credit history or deciding whether to approve an application.

Americans with Disabilities Act (ADA): Landlords must provide reasonable accommodations for applicants with disabilities, both during the application process and throughout the lease.

Fair Credit Reporting Act (FCRA): Before running a credit check, you must obtain the applicant’s written consent. Furthermore, if you reject someone based on their credit report, you must provide them with an adverse action notice.

Civil Rights Act of 1866: This law gives every U.S. citizen the right to rent or own property, regardless of their race or skin color. It has protected equal access to housing since the post–Civil War era.

State Laws That Govern Rental Applications

Federal laws set the standard, but many states have added their own additional rules that affect rental applications. Some jurisdictions ban discrimination based on sexual orientation, gender identity, source of income, or immigration status.

Check your state’s landlord-tenant laws to ensure you stay compliant.

Information Landlords Can Collect in Rental Applications

Landlords have every right to request certain information necessary to make a fair and legal decision. A strong house rental application should seek out non-discriminatory details that demonstrate a tenant’s ability to pay on time and respect the lease.

Here’s what landlords can legally ask for:

• Full legal name: Keeps records accurate and should match the applicant’s ID
• Contact information: Makes follow-up easy if you have questions
• Employment details: Confirms job status and supports financial reliability
• Monthly income: Helps show whether the applicant can afford rent
• Number of occupants: Clarifies exactly who plans to live in the home
• Pet Information: Tells you what animals, if any, will be on the property
• Landlord references: Give a glimpse into the applicant’s past behavior
• Rental history: Highlights patterns like on-time payments or early move-outs

Information Collected During a Tenant Background Check

• Credit score: Gives a snapshot of how the applicant handles debt and bills
• Eviction history: Points to possible issues like unpaid rent or lease-breaking
• Criminal background: Highlights offenses that could affect safety, property condition, or peaceful living among neighbors

Information Landlords Cannot Collect in Rental Applications

It bears repeating: Landlords must stick to questions that directly relate to an applicant’s ability to pay rent and follow lease terms. Any inquiries that attempt to uncover personal traits or protected characteristics can cross legal lines and put you at risk of legal consequences.

Here’s information you cannot ask about on a rental application:

• Religion: Should never play a role in housing decisions or show up on applications
• Age: Off-limits unless you manage a property legally designated for seniors
• National origin: Avoid questions about birthplace, citizenship, or immigration status
• Marital status: Protected under federal law and not tied to rental qualifications
• Disability status or medical history: Health-related questions can violate Fair Housing laws
• Pregnancy or family status: Asking about children or plans to have them is considered discriminatory
• Race or ethnicity: Protected by multiple federal laws and cannot factor into rental screening decisions

Screen Renters with TurboTenant’s Free House Rental Application Templates

If you’re sick of renting to unreliable tenants, use TurboTenant’s free house rental application templates to collect detailed information quickly and easily. Trusted by 750,000 landlords, our software ensures you collect as much vital information as possible while staying compliant.

Our all-in-one landlord software also offers one-click rental marketing, state-specific lease agreements, free rent collection, accounting and bookkeeping tools, and more. We help landlords manage their properties more efficiently without having to bounce between a multitude of one-off tools for every task they must complete, such as collecting rent, marketing properties, and running screenings.

Create a free TurboTenant account today to start sending and receiving house rental applications (at no cost to you).

House Rental Applications FAQs

Disclaimer: This blog is for informational purposes only and is published by TurboTenant. It is not legal, financial, or tax advice. Laws and regulations for landlords vary by state and locality and may change over time. Always consult a qualified attorney, accountant, or local housing authority before making decisions related to your rental property. The publisher and authors assume no responsibility for actions taken based on the information provided.

Sending rental candidates detailed apartment applications is among the best ways to protect your investment properties. But if you rush the rental application and tenant screening process, you could end up with tenants who miss rent, squabble with the neighbors, or endanger the community.

That’s why you need a solid, legally compliant application form to spot reliable tenants and avoid the nightmare ones. To help you out, we’ll walk you through how to send applications for free, what questions to ask, which to avoid, and how to make sense of the tenant background checks that arrive in your inbox.

Keep reading to learn how to send applications digitally and avoid renting to tenants who skip payments, ignore rules, or vanish without notice. Or, if you’d rather cut straight to the chase, start sending and receiving apartment applications right away.

Apartment Applications Can Help You Find Quality Tenants

When several tenants apply for the same apartment, how should you decide the best fit? In other words, what factors separate a reliable renter from a risky one?

Reveal great fits by gathering key details through a well-structured, legally compliant apartment application.

By collecting the right information, you’ll build a clear and accurate profile of each applicant. After they complete the application, you’ll receive a report showing employment status, rental history, credit score, and criminal background, which will help narrow the field and highlight the most qualified renters.

Your goal is to find quality tenants who pay rent on time, respect your property, and re-sign the lease year after year. Unvetted applicants, on the other hand, could miss payments, damage your unit, or break lease terms with reckless abandon.

Did You Know? All TurboTenant apartment applications come with detailed tenant-paid screening, which gives landlords an up-close look at an applicant’s criminal history, credit report, and eviction records (where allowed by law).

How to Send & Receive Apartment Applications

When filling a vacancy, you should start by:

• Marketing your rental across several high-trafficked platforms
• Scheduling showings for interested parties
• Sending digital apartment rental applications to candidates

When it comes time to send an application, there’s no need to build one entirely from scratch, as our free landlord software can handle the nitty-gritty for you. Here’s how:

Step 1: Sign Up for a Free TurboTenant Account

First, sign up for a free TurboTenant account, and within a minute or two, you’ll be able to send unlimited rental applications to potential renters at no cost to you. Over 1M landlords already use the platform, making it one of the most trusted tools for streamlining the rental process.

One of the biggest things I’m always touting to my friends is that they need to get away from some of the time and energy they’re putting into things that can be done so much better and for literally next to nothing. – Craig Fisher, TurboTenant User

Step 2: Enter Basic Information About Your Apartment

Next, navigate to the “Properties” tab in your landlord dashboard and complete the basic information about your rental. Specify the housing type, address, number of bedrooms and bathrooms, and square footage so renters know, without a doubt, which property they’re applying for.

Step 3: Invite the Renter to Apply for Your Property

Select the “Applicants” tab in your landlord dashboard and click the “Invite to Apply” button. Choose the property you just created, then enter the renter’s first and last name along with their email and phone number. Then, click “Invite.”

Next, enter the rent and security deposit amounts, and select the application type to send. Both include background, credit, and eviction checks, but Pro adds income verification and fraud detection. In either case, the tenant will be responsible for covering the processing fee. Or, if you like, you can cover the charge yourself — your call.

Step 4: Analyze the Completed Application and Screening Report

Once a renter completes their application and background check, we’ll email you to access their reports. Head to your dashboard to review their completed application for details, including income, rental history, smoking status, pets, and vehicle information.

You’ll also gain access to the applicant’s screening report, which includes credit score, criminal history, eviction records, and income verification, should you choose a Pro plan. With all vital information stored neatly in one place, you can confidently compare applicants to decide who’s the best fit for your rental.

Pro tip: Run a demo apartment application to see the exact form your tenants will fill out, submit, and share with you during the process.

Processing and Analyzing Apartment Applications

Once you receive a completed apartment application, you’ll need to review every relevant detail thoroughly. From verifying employment to checking references, each step below will help you decide whether an applicant is cut out to rent your property:

Review the Completed Rental Application

Once you receive the apartment application, start with a broad-strokes review. Look at income, number of occupants, pet details, smoking status, co-signers, and more. You’ll want to make sure the basics align with your rental requirements before digging too much deeper.

Verify Employment and Rental History

Next, verify the applicant’s employment status with the listed employer. Ask the applicant to give the employer consent to verify the information they’ve provided.

Then, review the applicant’s rental history across past addresses. Large gaps, frequent moves, or past evictions can raise red flags and may warrant a closer look before making your decision.

Analyze Credit, Criminal, and Eviction Checks

Now is where you might uncover some deal-breakers. Tenant background checks can reveal details that applicants leave off the rental application (missed payments, past evictions, criminal charges, etc.), so take your time and scrutinize the results.

Start by analyzing an applicant’s credit score. Typically, a score above 700 indicates a financially responsible tenant, while a score below 600 may be cause for concern. Don’t use the credit score as your end-all be-all; looking at recent data often paints a clearer picture of the applicant’s current financial behavior.

Next, review any criminal history that pops up on the background check and look for serious offenses that could put your property or its neighboring units at risk. Important: Check local laws to understand what types of offenses you’re allowed to consider when making a decision.

Finally, verify whether a tenant has ever been evicted. A history of eviction is often a significant concern, as it may indicate the applicant has had trouble paying rent or adhering to lease terms in the past. Again, comply with state and local laws when analyzing eviction records.

Important legal note: When analyzing tenant screening reports, document your findings in detail and ensure any rental decision you make aligns with fair housing and screening laws.

Look for Inconsistencies or Red Flags

Did an applicant omit crucial information in their application? Are you finding conflicting details between the apartment application and the background check? Does the candidate have unexplained gaps in their employment or rental history?

If you answer “yes” to any of these questions, you should be very tentative about moving forward with a potential tenant.

In instances that require clarification, always give the applicant a fair chance to explain themselves. However, if their answers don’t hold up, trust your instincts and proceed with extreme caution.

Check in With the Applicant’s Past Landlords

While you may have reviewed an applicant’s rental history already, now it’s time to contact past landlords and gather more specific details. Ask them questions like: Did your old tenant pay rent on time? Did they follow the lease terms? Would you rent to them again?

Speaking directly with an old landlord can reveal information that reports might miss and help determine the applicant’s reliability.

Finally, always comply with fair housing laws and avoid asking questions that could be perceived as discriminatory or leading in nature. Violating these rules could put you at legal risk and undermine the fairness of your screening process.

Document EVERYTHING During Your Decision-Making Process

When interviewing tenants, making decisions based on screening reports, checking references, or reviewing inconsistencies in an application, document everything. Write down what influenced your decision and keep a record of every step.

This practice will help you immensely if someone ever questions your rental decisions. A clear paper trail will prove that you made a fair call, followed the law, and handled the screening process professionally from start to finish.

Federal Laws That Regulate Rental Applications

If you’re creating your own rental application, you should always understand the federal laws that limit what you can ask applicants. We already covered fair housing a bit, but we’ll break it down in further detail, as well as highlight some other laws you must understand.

The following nationwide regulations aim to protect tenant rights and help prevent discrimination:

Fair Housing Act (FHA): If you’re screening tenants, you can’t reject someone because of their race, religion, sex, national origin, disability, or family status. These protections apply from the first inquiry to the final decision.

Equal Credit Opportunity Act (ECOA): Landlords must treat all applicants equally when evaluating credit history. Discrimination based on age, sex, race, or use of public assistance is prohibited under federal law.

Americans with Disabilities Act (ADA): Landlords must offer reasonable accommodations to applicants with disabilities during both the application process and the rental period. Failing to comply with this requirement can result in serious legal consequences.

Fair Credit Reporting Act (FCRA): The FCRA requires landlords to obtain written permission before conducting a credit check and to disclose any decisions based on the screening results to the applicant. Failing this step could violate tenant rights under federal law.

Civil Rights Act of 1866: All citizens have the right to rent and own property, regardless of race or skin color. This protection has been in place since shortly after the Civil War.

Statewide Laws Regulating Rental Applications

Federal laws apply nationwide, but many states have enacted regulations that impact rental applications. To stay compliant, consult your state’s landlord-tenant laws.

Information Landlords Should Collect in Rental Applications

Landlords have the right to collect sufficient information to make an informed and legally sound decision. A solid apartment application includes financial details, rental history, and background information that help reveal whether an applicant will make a responsible long-term tenant.

The following information is legal for landlords to collect:

• Full legal name: Matches ID and keeps records accurate
• Contact information: Makes it easy to follow up quickly
• Employment details: Verifies income stability and job consistency
• Monthly income: Confirms the applicant can afford the rent
• Rental history: Shows reliability with past landlords
• Landlord references: Offers insight into tenant behavior
• Number of occupants: Confirms who will live in the unit
• Pet information: Helps enforce pet policies and deposits

Information Collected During a Tenant Background Check

• Credit score: Offers insight into payment habits and debt
• Criminal background: Flags offenses that may impact community safety
• Eviction history: Signals potential issues with lease violations or nonpayment

Information Landlords Shouldn’t Collect in Rental Applications

Landlords must avoid questions that violate fair housing laws or invade an applicant’s privacy. An apartment application should focus solely on relevant criteria tied to the applicant’s ability to pay rent and adhere to lease terms. Asking the wrong questions can violate screening laws and could result in fines or legal action.

The following information is illegal to collect:

• Race or ethnicity: Protected under federal law and irrelevant to screening
• Religion: Cannot factor into any rental decision
• National origin: Avoid questions about birthplace or citizenship
• Disability status or medical history: Violates Fair Housing protections
• Pregnancy or family status: Considered familial status discrimination
• Marital status: Violates familial protections
• Age: Off-limits unless in age-restricted housing

Use TurboTenant’s Free Digital Apartment Application Template

Finding quality tenants to fill your rentals starts with a rock-solid apartment application reviewed by legal professionals from TurboTenant. With our all-in-one landlord software, you can send and receive applications for free while staying compliant and streamlining the entire process.

In addition to rental screening, TurboTenant can help market your rentals across dozens of popular listing sites, generate state-specific lease agreements, collect rent for free, handle accounting and bookkeeping, and more — all from one centralized dashboard.

Sign up for a free TurboTenant account today to take the guesswork out of finding great renters.

Apartment Rental Applications FAQs

Disclaimer: This blog is for informational purposes only and is published by TurboTenant. It is not legal, financial, or tax advice. Laws and regulations for landlords vary by state and locality and may change over time. Always consult a qualified attorney, accountant, or local housing authority before making decisions related to your rental property. The publisher and authors assume no responsibility for actions taken based on the information provided.

One of the hardest parts of filling your rental vacancy is choosing an applicant. Too many choices can be a great problem to have, but it also means that you’ll have to reject some of the applicants. Here’s what you need to know about accepting and rejecting applicants.

First of all, it’s important to treat all applicants the same. In other words, use the same criteria to make your decision and follow the same process. After you have some solid leads for your property, your next step is to gather information in order to make a decision. It’s a good idea to have your applicants (anyone over the age of 18) fill out a rental application and follow up by screening them. Screening reports can contain valuable information that can help you make your decision.

Another powerful tool is the rental showing. Most prospective tenants will want to see the property in person to make sure that is is as advertised. You’ll want to take advantage of the face-to-face meeting to get to know your applicants and find out if they’re a good fit. If you’re not sure what kinds of questions to ask, take a look at our article, Tips to Interviewing Rental Applicants.

Reasons to Reject an Applicant

• Smoking Habits – Tobacco smoke can cause lasting damage to carpets and walls. Smokers are not a protected class, so you do not have to rent to them if you have a no-smoking unit.
• Pets – Remember, there is a difference between pets and service animals, so keep this in mind when interviewing. If you thinking about allowing pets at your rental, take a look at our article, What Landlords Need to Know About Pet Policies
• Bad Credit Report – Most recommendations say that a credit score of 620 is a good indicator of stability, but be sure to take a look at the full report in order to take all the financial indicators into account. Need help on reading a credit report? Take a look at our guide.
• Insufficient Income – You’ve probably heard of the 40% rule when it comes to a renter’s income.
• Lack of Quality References – Be wary if your renter can’t provide references.
• History of Evictions – It’s important to see how recent past evictions occurred, as this could be an indication of current stability.

Classes protected by Fair Housing

The Federal Fair Housing Act protects people from discrimination when they are renting, buying, or securing financing for any housing. Landlords and property managers cannot discriminate against applicants for the following reasons:

• Race
• Color
• National origin
• Religion
• Sex
• Familial status
• Disability
• Check your local laws for additional protected classes.

Rejecting Applicants

Rejecting is hard to take, and it’s not so easy to give out either. As a landlord, it’s always good to have clear, prompt communication with all of your leads. When meeting with prospective tenants, make sure that they know that you are meeting with other people, as well. If they understand that there are many applications to choose from, then they will not be surprised if they are not chosen. Don’t hoard applicants.

If you are denying an applicant based on something that you found in a screening report, there are a couple of things to keep in mind. The Fair Credit Reporting Act ensures that consumer report information is as private and accurate as possible. The act has guidelines for how landlords should notify applicants when they are denied based on information obtained in a credit report. Read more about this from this Federal Trade Commission Article.

In April, the U.S. Department of Housing and Urban Development issued a statement and provided new guidelines on how information about an applicant’s criminal records should be fairly used. While people with criminal history are not a protected class, there are questions about whether or not rigid rental policies that disqualify any applicant with a criminal charge are discriminatory. It’s a complex topic and there will undoubtedly be more discussion about it. You can read more about the subject from this NPR article.

Once you know your obligations as a landlord, then you can embrace the power of “no.”

Accepting Applicants

Now comes the fun part! Once you’ve found your new tenant, reach out to them as quickly as possible. Keep in mind that they have probably been checking out other rentals, so it’s better to hold off on turning away any runner-ups until you know for sure that your first choice is ready to sign the lease.

Disclaimer: This blog is for informational purposes only and is published by TurboTenant. It is not legal, financial, or tax advice. Laws and regulations for landlords vary by state and locality and may change over time. Always consult a qualified attorney, accountant, or local housing authority before making decisions related to your rental property. The publisher and authors assume no responsibility for actions taken based on the information provided.

After a landlord has listed their property online, the next step is to have potential tenants fill out a rental application form. A rental application form is a type of pre-screening that is done before the formal credit and background checks. An online rental application helps landlords gather the necessary information on the tenant and make an informed decision about whether to move forward with them as a candidate for the unit.

Read on to learn more about what to include on your rental application form, or enlist property management software to do it for you (for free).

• Why are rental applications important for landlords?
• What should landlords include in rental applications?
• Rental Application FAQ

Why is it important to have a rental application form?

Rental applications save landlords time and money by weeding out undesirable tenants. Though the background and credit checks reveal telling details about tenants’ histories, they may not be necessary if something alarming comes up on the rental application form. In order to make sure landlords get all the necessary information up front, there are several things they should be sure to include on their rental application template:

1. Contact Details and Household Information

The first section to include in an online rental application is contact details for the applicant. This should include the emails and phone numbers for each person applying for the rental. It is important to make sure you know the exact number of people looking to move into the rental. For example, some landlords don’t want couples living in studio apartments or multiple families living in a four-bedroom house.

2. Rental History

The next section on a rental application template should be a detailed rental history report for each applicant. Most landlords like to cover rentals for the past three to five years. Tenants should fill out past addresses, when they lived there and any issues that arose while living there. Issues to note include any drastic actions such as withholding rent or initiating a lawsuit against the landlord. Tenants should also provide names, phone numbers and email addresses for their previous landlords.

3. Employment and Proof of Income

One of the most important steps in an apartment rental application form is for the tenant(s) to prove that they will be able to keep up with monthly rent. Most landlords require pay stubs to verify the applicants’ monthly income. If the applicants themselves are students, unemployed or don’t make enough per month, landlords will require a cosigner to ensure their portion of the rent is paid. Some landlords may also want employment history along with employer contact information. Employers will often be able to give an accurate account of the tenant’s reliability.

4. Permission to Run Background Checks

After the rental application is filled out, the landlord will usually run tenant background and credit checks. It is important for landlords to be granted explicit permission on the online rental application to run these types of checks. In most cases, tenants will be required to pay for the checks and so will be aware that the landlord is looking into their criminal and credit histories. Still, this is digging quite far into someone’s personal history and they will need to provide the landlord with proper authorization.

5. Screen for Red Flags

In addition to the questions above, there are a few more “red flags” that landlords should be sure to cover on their rental applications. These types of questions help landlords save time because they will determine if the background check is even necessary.

Have you ever been evicted?

For obvious reasons, a “yes” answer here would be a definite red flag. Of course, you should give the tenant a chance to explain what the situation was but in general, this application should be denied. Landlords may want to contact the former landlord in question if the tenant is otherwise promising.

Have you ever been convicted of a felony?

This is an issue that would be revealed in the tenant’s background check, but if the tenant is upfront about their criminal history, the background check will not be necessary. Most landlords prefer not to rent to ex-convicts, but it is up to the individual landlord to decide if this is a dealbreaker.

Have you ever purposely withheld rent?

Again, most landlords are not going to want to deal with a tenant that has exhibited contentious behavior in the past. If they can explain that the reason was legitimate, you might continue to consider them, but a rental history fraught with issues will just mean a headache for the new landlord.

Online Rental Application FAQs

Below are a few of the most commonly asked questions when it comes to putting together a rental application template.

Disclaimer: This blog is for informational purposes only and is published by TurboTenant. It is not legal, financial, or tax advice. Laws and regulations for landlords vary by state and locality and may change over time. Always consult a qualified attorney, accountant, or local housing authority before making decisions related to your rental property. The publisher and authors assume no responsibility for actions taken based on the information provided.

Marketing your rental is the first step to finding a great tenant for your property. Utilizing online listing sites is key to getting your property seen by as many potential renters as you can. Facebook Marketplace is one of the best places to post your property as it’s easy and fast, plus an efficient place for landlords to market. If you’re not familiar with the social platform’s buying and selling feature, it was launched in 2016 and is used by one in three people in the U.S. Everyone who has a Facebook account can easily view Marketplace listings in their area and share them on their walls which, in turn, increases the number of people seeing Facebook rentals.

We sat down with Sarnen Steinbarth, TurboTenant’s founder and longtime landlord, to hear his experience with Facebook Marketplace and why it’s advantageous for landlords.

Why is Facebook Marketplace a good place to market your rental?

Facebook Marketplace is becoming one of the main listing sites in the United States, and we are seeing more leads from Facebook than any other single source in the United States – you want to be where the people are, and the people are on Facebook.

Facebook Marketplace is said to be the newer and better Craigslist, why do you think it is better than Craigslist?

Generally, you want to market your listing to as many places as possible – with this in mind, Craigslist is still a relevant and important tool, but Facebook has gained a lot of traction especially as the world becomes more and more comfortable with making big purchases or decisions that impact their life and money online. People spend more time on Facebook and a lot of people are attracted to the interface and social aspect of Facebook which makes sharing rental listings easy. It’s still smart to take the time to post to Craigslist as it is one of the original buying and selling websites, and the goal is always to expand your reach as much as possible so you can find a great renter.

What are the disadvantages of Facebook Marketplace, if any?

If there is a disadvantage, it’s almost in some ways a part of its advantages. Because so many people are on Facebook, someone might look at rentals when they’re not quite as serious. So you may get interest or an influx of leads that are not quite ready to make a move. This will make tenant pre-screening, the online rental application process, and selection process extremely important so you can identify the most serious and qualified prospects.

To get the most leads, what additional sites would you recommend marketing your rental property on along with Facebook?

While TurboTenant will automatically post your property onto a variety of websites, it’s also a good idea to publish your property on local rental search sites if you have them in your area or metro. I have found these sites to be extremely helpful when looking for a tenant, especially in college towns such as Fort Collins.

What do you think are the biggest advantages Facebook Marketplace has over Zillow?

Zillow has gone to a paid posting model in most states, but Facebook remains free and has more monthly active users. As Zillow continues to roll out their paid model in more states, I think landlords will start to look for alternatives, in an effort to keep costs down while still having a broad reach with their listings, and Facebook Marketplace is at the top of that list for me.

How can landlords trust that they can get reliable and trustworthy leads from Facebook?

I think finding reliable, trustworthy leads is a concern regardless of the platform. A lead is the just the first step to filling your property – it’s your initial intro to someone interested in your property. To narrow down your leads, things such as lead questionnaires can help in that department. But regardless of where you’re getting your leads, you always want to complete due diligence on all of your leads which means you will need to screen your tenants, as well as having tenant criteria, such as a minimum credit score requirement, decided. Doing things like pre-screening, getting basic information, having an online rental application, and running a background check, credit check and eviction history will ensure you find the best tenant for your property.

Have more questions for TurboTenant’s Founder, CEO and resident landlord? Drop us a line at press@turbotenant.com and let us know!

Editor’s Note: As of June 23, 2023, TurboTenant no longer offers its extension to post to Facebook Marketplace. 

In today’s world, it is no mystery that nearly everyone is glued to electronic devices. Dependent upon phones, laptops, and tablets, the electronic age has provided us with easy access to everything we need. From job applications, which are now almost always online, and resumes that have moved to LinkedIn, the internet is driving us into a paperless world. We receive electronic bills that we pay with the click of a button, and we purchase fridges that email us when we’re out of milk.

In this increasingly electronic world, why is it that landlords still have physical paper applications? The landlord relationship is still locked into an age of paper and snail mail. Landlords are usually using outdated methodologies for one of two reasons; they’ve always done it that way, or they haven’t explored the ease of using online applications. For many landlords, they are simply doing it the way they have always done it, unaware of the importance of moving their applications into the modern world.

So why exactly should you be taking advantage of online rental applications? Find out the answers below and check out this free online rental application for landlords, complete with a tenant screening process.

Keeping Things Secure

Security is a hot topic in the modern world. With the prevalence of identity theft, many people guard their social security numbers and other identifying factors with extreme care. In competitive rental markets, tenants may apply to multiple properties before securing one.

Security, therefore, becomes important to you as a landlord for two reasons.

1. Your Liability: Anyone with access to a rental application has the renter’s Social Security Number and other personally identifiable information. As the landlord, you are technically responsible for the security of that information. It’s a burden, and potential liability, and one you don’t have to bear. Free rental applications through this online program don’t require a SSN.
2. Better Applicant Pool: Because identity theft is a real threat to most savvy rental applicants, you can wind up limiting the number of potential tenants willing to apply to your property. When you are using an online rental application through trusted landlord software, you will tap into a greater number of potential tenants. Applicants are already familiar with online forms and trust their data in the hands of a credible service far more than they will trust handing their personal information on paper to a person they don’t know.

Faster Process With Fewer Steps

Think about this. If you saw two checkout lines at the store, one was long, backed up, and the employee working was painfully slow at their job, and one was short, moving quickly, and operated by a speedy employee, which checkout line would you choose? This is, obviously, a rhetorical question, as no one wants to subject themselves to a long line or process if avoidable.

In the same way, implementing a free online rental application will cut down on time and the steps needed to get a new tenant into your rental property. For the applicant, this is appealing, as they have less hassle to deal with. The potential tenant enters the information, and property managers have it all right there to send off for credit bureaus and background checks.

Keeping Your Life Organized

With the rare exception of a few people, most of us struggle to keep paperwork well organized. When you use a free rental application form online, you can say goodbye to filing away copious amounts of paperwork. With online applications, there’s simply no need to invest in a massive filing drawer. You have everything you need linked in one place to both the property and the tenant. If you are a new landlord, it is important to start off on the right foot with organization.

Although you may only have one property you are renting currently, you might wind up with more properties down the road. The longer you are in the business of being a landlord, the more important your organization will become.

For example, did you have someone you’ve turned down before? No need to scramble through tons of files because that name sounds familiar. You can quickly toggle through an easy online system and see exactly who has applied to each property you own, and whether you have ever reviewed their application.

Simply Put, Tenants Expect It

As a landlord, the vast majority of the populace to whom you will be renting are tech-savvy millennials. To anyone born after 1985, filling out a paper application is more than a little jarring, it’s antiquated and off-putting. Savvy tenants are deeply rooted in protecting their identities and ensuring their transactions are completely secure. When you ask your applicants to then put down all their personally identifiable information on paper, you will find many simply refuse to do it. Frankly, why should they? With so many landlords turning to free tenant rental applications online, potential applicants will simply click past your listing in search of a landlord who is connected to technology.

When you switch to an online rental application you will not only increase the number of potential tenants willing to apply to your property, you’ll attract a better grade of tenants.

Not only do tenants want to be able to handle an application online due to ease of use and security, it also is a signal to them about how easy it will be to work with you going forward. If applying for your property is tedious and antiquated, they will assume the entirety of working with you will be similar. In a busy and digital world, tenants want to rent from someone who will make their life easier, not more complex. Savvy landlords use online rental applications, making things easier for everyone involved.

Sign Up Today For Our Free Services

The good news is that finding a free rental application that implements an online portal is simple. In fact, you have already arrived. It may seem too good to be true, but our services truly are 100 percent free for landlords to use. You can sign up today with no need to give us credit card information or any other payment method because there is no cost to any of our services for you.

Signing up is simple and will provide you with not only the ability to accept applications online for free but will also provide you with free rental marketing online and background, credit and eviction checks, as well.