General information, not legal advice. This template is a starting point. Laws differ by state and city, so have a licensed attorney review your final document before you use it.
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The short version
- Every adult who will live in the home should complete their own application and sign the screening consent.
- Ask only what you need to apply written criteria, and never ask about traits that fair housing law protects.
- Many states and cities cap application fees, limit criminal history questions, or protect income from vouchers.
- If a consumer report affects your decision, federal law requires an adverse action notice.
What a rental application is for
A rental application collects the information you need to decide whether an applicant meets your rental criteria. It also gives you written permission to verify that information and run background checks. Used well, it helps you choose reliable tenants while showing that you treat every applicant the same way.
When to use one
Use an application for every adult who will live in the home, including co-signers and anyone taking over a lease through a sublease or assignment. Accept applications in the order you receive them and decide on each one against the same written criteria.
What to ask
- Identity and contact details, plus a Social Security or ITIN number only if you run a credit report.
- Rental history for the last few years, with landlord contacts.
- Employment and income, counting every lawful source, including vouchers and benefits where source of income is protected.
- Household members who will live in the home, with ages for minors.
- Pets and vehicles, noting that assistance animals are not pets.
- References and an emergency contact.
- A signed authorization to verify information and obtain consumer reports.
What never to ask
Do not ask about race, color, religion, sex, national origin, disability or familial status, which federal fair housing law protects. Many states and cities add more protected traits, such as source of income, sexual orientation, gender identity, age, marital status or military status. Do not ask whether someone is pregnant, plans to have children, or has a medical condition. Our template includes a note telling applicants not to share this information.
State rules to check
- Application fee caps and receipt or refund rules.
- Screening criteria disclosure, which some places require before you take a fee.
- Criminal history limits, including “fair chance” rules in some cities that delay or bar the question.
- Eviction record limits, such as rules against using sealed or old cases.
- Source of income protection, which can require you to count vouchers.
- First-come, first-served rules in a few cities.
Common mistakes
- Different questions for different people. Use the same form and criteria for everyone.
- Charging a fee before the unit is available, or taking fees from more applicants than you can consider, where the law limits that.
- Skipping the adverse action notice when a report affects your decision.
- Keeping sensitive data loosely. Store applications securely and dispose of them according to federal rules on consumer report information.
Using applications in TenantLoop
TenantLoop gives every listing an online rental application. Applicants apply from their phone or computer, you review each application on one record, and screening runs through TransUnion SmartMove from the application. Approve an applicant and create the lease from the same record, then send it for e-signature through Dropbox Sign.
What is in the template
A rental application for each adult applicant: identity, rental and job history, income, references, household details and a signed consent to screening.
- Property applied for
- Applicant
- Rental history
- Employment and income
- Household
- References and emergency contact
- Questions
- Screening criteria
- Authorization and consent
- For office use
Read the whole rental application template
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General template, not legal advice. Have an attorney in your state review before use.
Using this template. Have a local attorney check it.
How much can I charge for a rental application?
It depends on the state and sometimes the city. Some cap the fee at your actual screening cost or a set dollar amount, some require a receipt or refund of unused fees, and some ban fees entirely. Check the rule before you set a fee.
Can I ask about criminal history?
Federal guidance warns that blanket bans on applicants with any criminal record can violate fair housing law. Several states and cities limit when and how you may ask. If you ask, consider only relevant, recent convictions and assess each applicant individually.
Do I need written screening criteria?
It is the best way to show you treat applicants the same, and some states and cities require you to share your criteria before taking a fee.
What is an adverse action notice?
Under the federal Fair Credit Reporting Act, if you deny, add a cosigner, or raise the deposit because of a consumer report, you must tell the applicant, name the reporting company, and explain their right to a free copy and to dispute it.