Rental Application Form: What Landlords Should Include to Screen Tenants Properly

The rental application is the most important document in a landlord's selection process. It is the instrument that tells you whether an applicant is who they say they are, whether they can afford the property, whether they have a history of reliable tenancy, and whether there are flags that should give you pause before signing a lease.

A well-designed rental application collects everything you need to make an informed decision. A poorly designed one — or none at all — forces you to make tenancy decisions based on impressions rather than evidence. That is how avoidable problems begin.

Personal identification and contact information

Collect the applicant's full legal name (exactly as it appears on their government-issued ID), current address, phone number, email address, and date of birth. Request a copy of government-issued photo ID — typically a driver's licence or passport. You should be confirming that the person applying is who they say they are before you hand them keys to your property.

If the applicant will have co-occupants, collect the same information for anyone who will be living in the property but is not a primary applicant. All adults who will occupy the unit should appear on the lease.

Employment and income verification

Collect the applicant's current employer name, employer address, supervisor name and contact number, position, start date, and income. Request recent pay stubs — typically two to three recent pay stubs — as supporting documentation.

The standard guideline for rental affordability is that monthly housing costs should not exceed 30% of gross monthly income. For a property renting at $1,500/month, the applicant should be grossing at least $5,000/month. Adjust this threshold based on your market and property, but always verify income against documentation, not just the applicant's stated figure.

For self-employed applicants or those with variable income, request the most recent two years of tax returns or bank statements showing a consistent income pattern. Self-employed tenants are not inherently riskier — but they require additional verification to confirm income stability.

Rental history

Request the applicant's complete rental history for the previous three to five years, including landlord names and contact information. Ask specifically: Have you ever been evicted? Have you ever broken a lease early? Do you owe any outstanding balances to a previous landlord?

Always call the previous landlord reference — not just the current one. A current landlord who wants to be rid of a problem tenant may give a positive reference to accelerate their departure. The landlord before that is more likely to give you an honest assessment.

Ask previous landlords: Did the tenant pay on time? Did they give proper notice before leaving? Would you rent to this person again? The last question is the most revealing.

Credit and background check consent

Your application must include a signed consent section authorising you to run a credit check and background check on the applicant. Without signed consent, running these checks may violate your state or local privacy laws.

What you can check, and how you can use the results, is governed by federal Fair Credit Reporting Act requirements and your state's specific rules. Follow the FCRA process for adverse actions — if you reject an applicant based on a credit report, there are notification requirements you must comply with.

References

Request two to three personal or professional references who are not family members. These are supplementary — they will not usually reveal serious problems — but they are part of a complete application and the references you call will sometimes offer relevant context.

Application fee and processing time

Include on the application form your application fee amount (credit check fees are typically $35–$75 and must align with your state's regulations on what landlords can charge), the processing timeframe, and your selection criteria. Transparent selection criteria — income threshold, credit score minimum, no evictions in the past five years, for example — protect you legally and set clear expectations for applicants.

The application is the foundation of your selection process

No part of your tenant screening process is more important than a thorough, consistent rental application. Use the same application for every applicant and apply your selection criteria consistently — inconsistent screening standards create fair housing risks. Every applicant who meets your published criteria should be evaluated the same way.

Keep all applications on file — including declined applicants — for at least three years. If a fair housing complaint is filed against you, your documentation of consistent, criteria-based selection decisions is your primary defence.