The short version
- A good rental application collects only what you need to apply your written screening criteria.
- Questions about protected characteristics, such as family plans, religion or disability, create fair housing risk even if you never use the answers.
- Application fees are regulated differently by state, from caps tied to actual cost to outright limits.
- Every adult occupant should complete an application and sign consent for credit and background checks.
- Online applications reduce errors, protect sensitive data and keep the process consistent.
The rental application is the foundation of your screening process. Ask too little and you cannot make an informed decision. Ask the wrong questions and you create fair housing risk before you have even reviewed a file.
This guide covers what a solid application should include, which questions to remove, and how fees and consent work. Rules vary by state and city, so treat this as general information and confirm local requirements with an attorney or your local housing agency.
What every rental application should ask
Keep the application tied to your written screening criteria. If a question does not help you apply a criterion, consider removing it.
Identity and contact
- Full legal name and any previous names
- Date of birth (needed for accurate screening reports)
- Phone and email
- Government ID, verified in person or through a secure online check
Occupants
- Names of all adults who will live in the unit
- Number of minors, for lawful occupancy limits only
- Pets, with type and size (assistance animals are handled separately as an accommodation, not as pets)
Residence history
- Current and previous addresses for two to three years
- Landlord names and contact information
- Monthly rent and move-in and move-out dates
- Reason for leaving
Income and employment
- Current employer, position and start date
- Monthly income from all lawful sources
- Supervisor or HR contact for verification
- Supporting documents such as pay stubs, offer letters or benefit statements
Authorization and signatures
- Written consent for credit, background and eviction checks
- Consent to contact landlords and employers
- A certification that the information is true
Questions to avoid
The federal Fair Housing Act protects race, color, religion, national origin, sex, familial status and disability. Many states and cities add more, such as source of income, sexual orientation, gender identity, age, marital status and military status. Avoid asking anything that reveals or invites information about these.
| Avoid asking | Why | Ask instead |
|---|---|---|
| Are you married? | Marital status is protected in many places | Who will be living in the unit? |
| Do you plan to have children? | Familial status is federally protected | How many people will live there? |
| What is your religion or church? | Religion is federally protected | Leave it out |
| Do you have a disability or take medication? | Disability is federally protected | Can you meet the lease terms? |
| Where were you born? | National origin is federally protected | Verify identity with a government ID |
| Is your income from a job? | Source of income may be protected | What is your monthly income from all sources? |
Also avoid asking only some applicants extra questions. Uneven treatment is a common source of complaints.
Application fees vary by state
Application fees cover the cost of screening and your time, but states regulate them very differently. A few examples to show the range:
- California caps screening fees at an amount adjusted annually for inflation and requires an itemized receipt.
- New York limits background and credit check fees to the actual cost or $20, whichever is less.
- Massachusetts generally does not allow landlords to charge application fees.
Other states have no specific cap but may require refunds if you do not run the screening. Check your state and city rules, and our state pages such as California landlord tenant rights, before setting a fee.
Tip: Only accept application fees for one unit at a time and only when you are ready to process the application. Collecting fees from many applicants for a single unit invites complaints.
Handle sensitive data carefully
Applications include Social Security numbers, birth dates and income records. Paper forms left on a desk or sent by email are a privacy risk.
Use an online application that collects data securely and sends it directly to the screening service. Limit who on your team can see full applications, and follow your state’s rules for storing and disposing of consumer report information. The federal disposal rule requires reasonable measures to destroy consumer report information when you no longer need it.
Make the application easy to finish
A long, confusing application causes drop-offs, and the best applicants usually have options. Keep it mobile friendly, explain why you ask for each item, and show the fee and your criteria upfront.
TenantLoop rental applications let applicants apply online and put every applicant through the same steps. Tenant screening reports inside TenantLoop are coming soon. If you prefer a document, see our California rental application form.
Review completed applications consistently
Once an application is complete, follow the same review order every time: income, credit, rental history, then background where allowed. Our guide on how to screen tenants explains each step and the adverse action notice you may need to send.
Before you try it on a tenant.
Can I ask an applicant if they have children?
You can ask how many people will live in the unit, including minors, to apply lawful occupancy limits. Avoid questions about plans to have children, ages beyond what you need for occupancy, or marital status where it is protected.
How much can I charge for a rental application fee?
It depends on your state and city. Some states cap the fee or limit it to your actual screening cost, and a few restrict fees heavily, so check local rules before setting one.
Should co-signers fill out an application?
Yes. A guarantor or co-signer should complete an application and consent to screening so you can verify their income and credit.
Can I ask about criminal history on a rental application?
Many cities and some states restrict criminal history questions or require them to come later in the process. Check your local rules, and if you can ask, focus on convictions relevant to safety and property.