What is a Rental Application form?

A Rental Application form is a document that landlords, property managers, and rental property owners use to collect information from prospective tenants. It gives landlords the information they need to verify income, check rental history, and screen applicants before agreeing to a lease.

Rental applications are typically used after a prospective tenant expresses interest in a property. The landlord reviews the completed application, runs any required checks, and decides whether to proceed with a Residential Lease Agreement. 

For commercial spaces like offices or storefronts, use a Commercial Lease Application instead.

Key benefits of using a Rental Application form

Whether you're a first-time landlord or an experienced property manager, a Rental Application form makes the tenant screening process more consistent and straightforward. Using one helps you:

• Find reliable tenants. Collect the details you need to verify an applicant's income, employment, and rental history before making a decision.
• Build a documented screening process. A consistent application ensures you evaluate every applicant against the same criteria, which can help protect you from discrimination claims.
• Get legal authorization for background checks. The application includes a consent section that authorizes you to run credit and criminal background checks in line with the Fair Credit Reporting Act (FCRA).
• Request proof of income. You can ask applicants to submit supporting documents, such as a Proof of Income Letter, pay stubs, or bank statements, along with their application.
• Stay compliant with state regulations. LawDepot's Rental Application form is built to your state's specific rules, so the form complies with local requirements.

Essential components of a Rental Application form

A thorough Rental Application form should sufficiently collect information to verify an applicant's identity, financial stability, and rental history. The table below outlines what to include and why each category matters.

Many states extend these protections further. Additional protected classes in some jurisdictions include marital status, sexual orientation, gender identity, source of income, and immigration status. LawDepot's Rental Application form is built with your state's specific regulations in mind.

Separately, under the Fair Credit Reporting Act (FCRA), you must obtain a signed authorization from an applicant before running a credit or criminal background check. If you deny an applicant based on information in a consumer report, you're required to provide an adverse action notice.

If you have questions about what your state permits, consider talking to a lawyer.

Rental Application fees by state

In most states, landlords can charge an application fee to cover the cost of tenant screening — including credit checks, criminal background checks, and eviction history reports. However, fee limits and refund requirements vary significantly by state.

The table below lists select states that have requirements for an application fee. Always check your state and local tenancy laws before setting a fee, as some cities have additional restrictions beyond state law.

How to create a Rental Application form

LawDepot’s Rental Application form tailors key questions to your state, so it’s easier to account for common local requirements while you build your form. 

You still retain control over details like application fees and screening criteria, and it’s recommended to check your state and local laws (or talk to a lawyer) to confirm any limits before you start using the form.

Step 1: Add property details

Start by entering information about the rental property. This includes the property type (e.g., house, apartment, or condo), state, and address. You'll also specify parking availability, permitted uses (i.e., pets, smoking, or waterbeds), and the availability date. 

Optionally, you can include proposed lease details such as lease term, minimum length, rent amount and frequency, and security deposit.

Step 2: Set application requirements

Next, choose what you'd like to collect from applicants. This includes whether you’ll charge an application fee, request a Social Security Number, and which applicant details to provide— rental history, employment details, and proof of income.

You can also select which background checks to have the applicant authorize (i.e., credit history, criminal, or both) and whether to state any prior bankruptcies.

Step 3: Enter your contact details

Finally, enter the name, phone number, and email address of whoever applicants should contact with questions. This information will appear on the completed form so prospective tenants can reach you directly.

Once you've collected applications and identified the right tenant, you can move forward with a Residential Lease Agreement. You can also use LawDepot's eSign to collect signatures online.

Rental Application form FAQs