Real Estate & Rentals

Free Rental Application Template (PDF)

A rental application is the form a prospective tenant fills out before a landlord decides whether to rent to them. It collects contact details, rental history, employment and income, and the applicant's signed authorization to verify that information and run a screening report.

When to use it

Send a rental application to every adult who wants to rent your property, before you offer a lease. Using the same application and the same written criteria for every applicant is what keeps your screening consistent and defensible under fair housing law. This version is built for e-signing: the applicant types their answers straight into the form on their phone, and it deliberately does not ask for a Social Security number or bank details, which belong in a secure screening service, not in an emailed document.

What's typically included

• Property, rent, and desired move-in date
• Applicant contact details and other occupants
• Pets and vehicles (assistance animals excluded from pets)
• Current and previous rental history with landlord contacts
• Employment, income, and other income
• Emergency contact
• A clear note on what the form does not collect (SSN, bank accounts, ID copies)
• Application fee, with a prompt to check state caps
• Authorization to verify information and obtain consumer reports, with the federal adverse action notice
• Fair housing statement and written screening criteria
• Applicant's certification
• Fill-in fields the applicant completes when signing

How to fill it in

• Fill in the property address, rent, and the screening company you use before sending. The applicant only fills in the answer fields and signs.
• Write down your screening criteria (for example, a minimum income multiple) in the Fair Housing section and apply them the same way to everyone. Check whether your state or city restricts the use of criminal history or protects source of income, such as housing vouchers.
• Check your state and city rules on application fees before charging one: several cap the amount, require it to match your actual screening cost, or require a refund if you don't screen the applicant.
• If you turn down an applicant, or ask for a larger deposit or a co-signer, because of something in a credit or background report, federal law requires you to send them an adverse action notice. Your screening company can usually provide one.

Frequently asked questions

Can a rental application be filled out and signed online?

Yes. The applicant opens the link on their phone or computer, types their answers into the form fields, and signs. Under the U.S. ESIGN Act and state UETA laws, that electronic signature, including the authorization to run a screening report, is as valid as a signature on paper.

Why doesn't this application ask for a Social Security number?

Because a signed application is stored as a PDF and emailed to both parties, which is the wrong place for a Social Security number or bank account number. Most landlords run credit and background checks through a tenant screening service, which collects that information on its own secure page. Name it in the application, and the applicant gives their details there.

How much can I charge for a rental application fee?

It depends on where the property is. Some states and cities cap application fees or limit them to the actual cost of screening, and some require a refund if the screening isn't done. Others set no limit. Check the rule for your location before filling in the fee.

Do I need the applicant's permission to run a credit check?

Getting written authorization is standard practice and some states require it. This application includes that authorization in the signed document. If you deny the application based on the report, federal law (the Fair Credit Reporting Act) requires you to give the applicant an adverse action notice.