Insights from Jonas Bordo, CEO and cofounder of Dwellsy, and coauthor along with
Hannah Hildebolt of Everything You Need to Know About Renting But Didn’t Know
to Ask: All the Insider Dirt to Help You Get the Best Deal and Avoid Disaster
(Matt Holt, August 2023, ISBN: 978-1-6377439-2-8, $21.95).
The sooner you can submit a rental application, the greater your chances are of scoring the apartment you want. If possible, plan to fill out an application before leaving the tour. In the time it takes to go home, dig up required documentation, and send copies to your prospective landlord, someone else might have locked in your dream apartment.
In order for your application to be first in line, you’ll need to come prepared with some key information. While not every rental application looks the same, there are some standard questions you can expect to see.
Here are the most common types of information you’ll be asked to provide, and which documents you’ll probably want to have on hand.
Personal/contact information. This is standard stuff. You’ll likely be asked your name, current address, phone number, birthday, and email address. Make sure you provide an email that you check regularly so the property manager can reach you.
Financial questions and employment information. The landlord will want to assess your financial situation to be sure you can make rent payments on time. The rental application may ask about your current employment status, employment history, and current income. Most landlords will look for someone with a gross monthly income of at least three times the rent. (If the rent is more than one third of your income, consider finding a roommate.) There will also be questions asking if you can pay the application fee and the security deposit.
Some landlords may ask if you’ve ever declared bankruptcy. If you have, but repaired your credit, you likely have nothing to worry about. Make sure you’re honest because it could come out during your background check.
Rental history. Your potential landlord will also want to know about your history as a renter. They might ask why you’re moving and if your current landlord knows. They might also require landlord references, so you’ll likely be asked for your current and past landlords’ contact information from the past few years.
The application form will also ask if you’ve ever been evicted or broken a lease. If you have, be sure to take the time to explain why. It might not be a strike against you if you had a legitimate reason.
Screening information. The landlord will most likely run a background check. Be sure to use the space on the rental application to explain anything that may come up in your history. The apartment application process also requires a hard credit check, so you’ll need to provide your social security number.
Your potential landlord will be more concerned with the information on your credit report rather than your actual credit score. For example, a good tenant will have a history of on-time payments. You should check your credit score before you apply, so you can explain any credit issues on your rental application. If you have bad credit or no credit history, you might have to ask a friend or family member with good credit to be a cosigner on your lease.
Lifestyle questions. Your rental application may include lifestyle questions, such as if you will have pets in the unit. Be aware that landlords are not legally allowed to ask if you have a service animal or an emotional support animal. You may also be asked if you will have roommates and if you smoke. Some landlords prefer renters who are non-smokers.
Personal references. Your landlord or property manager may also ask for personal references. Current or past supervisors or teachers may be able to provide a good letter of recommendation. Past roommates can also attest to how well you cared for an apartment.
Required and preferred documents. Most landlords will want to see some or all of the following documents, so gather them up, scan them and/or make copies, and bring everything to your tour.
- Photo ID (driver’s license or passport)
- Proof of employment (offer or letter of employment)
- Proof of income (recent pay stubs, tax returns, bank statements, etc.)
- Asset documents (evidence of stock holdings, real estate, etc.)
- Vehicle information and registration
- Landlord, personal, or professional references
- Contact information for you, your cosigner, and your past landlords
- Information about your pet (e.g., vet records, any training certifications your pet has achieved, and your pet’s license if required by your city)
If you’re missing some of the required documents, reach out directly to the property manager or landlord and ask if you can provide substitute documentation.
A signed lease agreement and payment. If your rental application is approved, you’ll be ready to sign a lease and pay your first month’s rent and security deposits. Be sure to read your lease in full before signing it, and get any amendments in writing—also before signing. Some landlords will want to take time to process your application and run background checks before taking this step, but others may be ready to proceed after the property tour—so bring a method of payment just in case.
It’s a good idea to make your first payment via check or credit card to avoid scams. Once you have moved in and established that your landlord is legit, feel free to pay with Venmo, Zelle, or any other method your landlord prefers.
Bonus: What landlords CANNOT ask on rental applications. There are some questions a landlord cannot legally ask due to the Fair Housing Act. The FHA ensures that renters are not discriminated against based on certain characteristics. Landlords and property managers can’t ask about the following personal information:
- Race
- Color
- Religion
- Sex (gender identity or sexual orientation)
- National origin
- Familial status
- Physical or mental disability
There should not be any questions on the rental application or in any interview that bring up any of these characteristics. If such questions are asked, simply decline to answer. You can file a complaint online with the Department of Housing and Urban Development.
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