Rental Application: What To Include (and What Not To Ask)
A good rental application collects the same information from every applicant so you can apply your written criteria consistently.
What to include
Applicant
- Full legal name, phone, email
- Date of birth (needed for screening reports)
- Current address and how long they've lived there
- Previous address(es), commonly for the last 2–3 years
Residence history
- Current and previous landlord names and phone numbers
- Reason for moving
Income and employment
- Employer, position, length of employment, supervisor contact
- Monthly income from all lawful sources
Occupants and details
- Names of all adults who will live there (each adult usually applies separately)
- Number of occupants
- Pets (type, size), vehicles
- Desired move-in date
Authorizations and signature
- Written permission to run credit and background checks and contact references
- Certification that the information is true
- The application fee, if any, and whether it is refundable (some states limit fees)
What not to ask
The federal Fair Housing Act prohibits discrimination based on race, color, religion, sex, national origin, familial status and disability. Many states and cities add more (for example source of income, age or marital status). Avoid questions such as:
- "Do you plan to have children?"
- "What's your religion / where are you from?"
- "Do you have a disability?" or "What medication do you take?"
- Anything about a protected class in your area
Handle data carefully
Applications contain sensitive information. Store them securely, limit who sees them, and dispose of them properly (the FTC's disposal rule applies to consumer report information).
General information, not legal advice. Check state and local rules.
The Small Landlord Toolkit includes an editable rental application, written screening criteria and an applicant log.
Small Landlord Toolkit — $19
18-page toolkit for 1-10 unit landlords: rental application, fair screening criteria, move-in inspection, rent ledger and Schedule E expense totals. Instant download: PDF + DOCX + XLSX.
Get the Small Landlord ToolkitFamily Paperwork Bundle — $34More guides
- Landlord Checklist: Before You Rent Out Your Property
- Tenant Screening Criteria and Fair Housing: A Plain-English Guide
- Adverse Action Notice for Landlords: When and How To Send One
- Move-In Inspection Checklist for Landlords and Tenants
- Rent Ledger: How To Track Rent Payments (Free Template Layout)
- Security Deposit Return: A Landlord Checklist
- Rental Property Maintenance Schedule: A Year-Round Checklist
- Schedule E Rental Expenses: Categories Small Landlords Should Track
- Notice of Entry: How Landlords Should Give Notice Before Entering