application letter to rent premises

Rental Cover Letter: Sample Letter to Rent a House

Do you really need a cover letter to rent a house? It might not be technically required, but writing a rental cover letter can be an excellent way to set yourself apart in a highly competitive market.

Consider this: they likely receive many applications when a landlord or property management team accepts new tenants. Millions of people apply to rent a house every year, which means that you could be up against dozens (if not more) of other applicants. But with a rental cover letter, you can make a positive first impression and potentially get a step ahead of other renters.

This guide will cover how to write a cover letter for a rental application and even provide you with a rent letter example to help you get started.

Why Write a Rental Cover Letter

Usually, cover letters are reserved for job applications. You might include a cover letter with your resume to summarize your strengths, past professional experiences, and your best qualities. A cover letter aims to show why you deserve the job and what makes you unique in a pool of applicants.

Essentially, cover letters for rental applications serve the same purpose. However, instead of applying for a job, you’re applying for your future dream home.

Rental application cover letters are not required, but they can be an effective “extra step” that demonstrates that you’re serious about renting the property in question. Also, writing a letter to a landlord to rent the property can highlight exactly why you would be an ideal tenant.

Criteria Landlords Look For

When landlords and property management teams review home rental applications , they are looking for a few key criteria:

• Credit history
• Employment/employment history
• Rental history
• Background check

These criteria help landlords decide whom to pick to rent the property because they paint a picture of who a tenant is, whether they’re likely to pay rent on time and if they’ll be a considerate tenant and neighbor. With a rental cover letter, you can go one step further and share this information in your own words.

What to Include in a Rental Cover Letter

So, what goes in a rental application cover letter? There are no hard and fast rules, but here are some good guidelines.

Summarize Your Employment History

A landlord is far more likely to rent to someone with steady employment – they need the tenant to be able to pay rent every month.

So, sharing more information about your current employment and past positions can give you a boost. For example, highlighting that you’ve been in your current position for many years shows that you tend to be reliable and responsible.

Share Your Hobbies

It might be surprising to see this one on our list, but your hobbies can turn your application from a piece of paper into a story about an actual person – which is a big plus. It’s always a good thing when the landlord can feel like they’re getting to know you.

Talk about how you’ll plan to spend your off time in the community; for example, maybe you’ll be taking your family to swim at the private neighborhood pool.

Discuss Your Thoughts on What Makes a Good Neighbor

Your potential new neighbors are hoping you’ll be a friendly, conscientious neighbor, but so is your landlord. Landlords don’t want to deal with conflict caused by a troublesome tenant. Instead, they’re aiming for a smooth, drama-free situation.

You can briefly cover what you think it means to be a good neighbor and how you’ll bring those qualities to your new home.

Explain Why You Want To Live in This House

A tenant who truly cares about the property and community is bound to be a good tenant, especially compared to one who may be indifferent about the home.

Try to share specific examples of why this house and neighborhood is your ideal home. For example, you might discuss the local preschool where your child will be enrolled, a nearby park you envision spending time at, or any personal reasons.

Sample Letter to Rent a House

Here’s a handy cover letter template for a rental application to make the writing process as easy as possible.

(Your name) (Address) (City, State ZIP Code)

(Landlord or property manager name) (Address) (City, State ZIP Code)

Re: (Your name) Rental Application Cover Letter for (Address or property name)

Dear (Landlord name),

My name is (Your name), and I’m writing to you to express my interest in the home at (address or property name). I would love to live in this place because (reasons you want to rent the property).

I currently am a tenant at (current address) but am ready to move because (reason for moving).

My hope in writing this letter was that it would help you get to know me a little better and show you why I’m an ideal tenant for this rental home.

• (Highlight of employment history)
• (Highlight of rental history)
• (Something about your hobbies or interests)
• (Note about how you’ll be a good neighbor/tenant)
• (Quote from a reference)

I’m committed to being a respectful, reliable tenant and a good neighbor, who will pay my rent on time, care for the property and communicate with you whenever needed.

Please feel free to contact my references or me personally with any questions or concerns.

Thank you for your time and consideration,

(Signature) (Printed name) (Email address) (Phone number)

Look into Build-to-Rent Homes by Wan Bridge

Before you write a letter to rent a house, you need to find your dream property first. With build-to-rent communities designed to fit the tenant’s needs, Wan Bridge has created new homes for rent in Dallas , Austin , and Houston .

Contact our team today for more information about our communities and how to apply to become a resident.

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• Real Estate Institute of Queensland

Rental application cover letter Tips to standout

• 12 Jun 2023
• By James Price

Rental application, Cover letter, tips

A cover letter is a crucial aspect of your rental application process, as it gives you the opportunity to make a positive first impression on the property manager or landlord, also known as the lessor. It showcases your personality, work history, and lifestyle.

A cover letter can greatly impact the decision on whether you are given the tenancy. In this article, we will provide you with valuable tips on how to write an outstanding rental cover letter that will help you stay a step ahead of the crowd.

What is a cover letter for a rental property?

A cover letter for a property available to rent, also known as a renter cover letter, is a document that accompanies your application for the property, explaining why you would make a great tenant.

This letter serves as an introduction to the lessor and gives you the chance to showcase your personality, work history, and lifestyle. A well-written renter cover letter can help you get a step ahead of the competition and increase your chances of being approved for the property you desire.

Why do I need a renter cover letter?

A renter cover letter is an excellent way to make a positive first impression and demonstrate your professionalism to the lessor. It's the perfect way to introduce yourself and your suitability for the rental.

Advantages of a cover letter

By including a cover letter, you are showing that you are taking your application for the rental home or apartment seriously and are willing to go the extra mile to secure your desired property. This can set you apart from other renters and increase your chances of being approved. There can be a lot of prospective tenants, especially in a competitive market, making it crucial to stay a step ahead in any way you can.

Who reads a rental cover letter?

Home rental applications are typically read by a property manager or lessor who is responsible for screening potential tenants and making decisions on who to rent to. This person will evaluate your renter cover letter and ultimately decide if you are fit for the property.

Is there a criteria lessors look for?

Yes, there are certain criteria that property managers and landlords look for when evaluating applications from potential renters. Some of these include:

· Stable employment status and history

· No history of eviction

· No criminal record

· Ability to pay rent on time each month

· Positive rental references

By including this information in your application, you can demonstrate to the lessor that you meet their criteria and would make a responsible and reliable tenant.

Things to include in your rental cover letter

1. Introduction: Start your cover letter by introducing yourself and your reason for applying for the rental property.

2. Lifestyle: Provide a brief description of your lifestyle and why you are looking to move. If you are planning on sharing the house with family or housemates, introduce them as well.

3. Employment History: Summarise your past occupations, including your current job and how long you have been in your current position. This will demonstrate your stability and ability to pay rent on time.

4. Hobbies: Share your hobbies and interests. This can help the lessor get to know you on a personal level and can set you apart from other applicants.

5. Thoughts on Good Neighbors: Discuss your thoughts on what makes a good neighbor and how you plan to be an active member of the community.

6. Rental References: Provide the names and contact information for at least two previous lessors who can provide a positive reference for you as a tenant.

How to format a rental cover letter?

Like most application forms, following a clear and concise format can help leave a lasting impression. When writing a rental cover letter for a rental application, it is important to present yourself in a professional and organised manner. Start by including your contact information, followed by the date and the lessors information. Be sure to use a clear and legible font, such as Arial or Times New Roman, in a font size of 12 points.

In the first paragraph, introduce yourself and state the reason for your letter. Mention the specific property you are interested in and what about the property appeals to you.

In the second paragraph, highlight your job history, including your current position and how long you have been employed there. If you have any relevant work experience, such as property management or customer service, be sure to mention it.

In the third paragraph, discuss your hobbies and interests and how they fit in with the community you are applying to live in. For example, if you enjoy outdoor activities and the property you are applying for has a pool, mention that you look forward to spending time by the pool with your family.

In the fourth paragraph, discuss what you believe makes a good neighbor. Explain that you value a peaceful and respectful community and that you take pride in maintaining your living space.

In the final paragraph, include any rental references you have, including previous lessors and you have any personal references, such as friends or coworkers, who can speak to your character. Feel free to include them as well.

When concluding your cover letter, thank the property manager or landlord for considering your application and express your eagerness to hear back from them. Be sure to sign your name in ink, and include a copy of your application for the property.

Tips for writing a winning rental cover letter

1. Customise your rental cover letter: Each application is unique, so it is important to tailor your letter to each property you are interested in. This will show that you have taken the time to research the property and that you are genuinely interested in becoming a tenant.

2. Use a Professional Tone: Make sure to use a professional tone when writing your cover letter. Avoid using slang or overly casual language. Address the lessor by their proper title, such as Mr. or Mrs., and use proper punctuation and grammar throughout the letter.

3. Showcase your personality: While it is important to be professional, don't be afraid to showcase your personality and let your character shine through. This can help the lessor get to know you on a personal level and can set you apart from other applicants.

4. Be concise: Keep your cover letter short and to the point, focusing on the most important information. Aim for around 200-300 words, and avoid repeating information that is already included in your application.

5. Showcase your Responsible Nature: Landlords and property managers want to rent to tenants who are responsible, trustworthy and reliable. Highlight your responsible nature by discussing your previous rental experience, any positive feedback from previous lessors, and your ability to pay rent on time.

6. Explain Your Personal and Professional Goals: Lessos wants to rent to tenants who have a stable and long-term plan. Explain your personal and professional goals in your cover letter, and how renting the property fits into your long-term plans. This can give the lessor confidence that you will take care of their property and stay for a longer period.

7. Offer to Provide Additional Documentation: Offer to provide additional documentation such as employment contracts, pay stubs, and bank statements to support your application. This shows that you are proactive and willing to go the extra mile to secure the rental.

8. Close the Letter on a Positive Note: End your cover letter on a positive note by expressing your gratitude for the opportunity to apply for the rental and your excitement about the potential of living in the property.

9. Proofread and Edit Your Cover Letter: Before submitting your letter, make sure to proofread and edit it for grammar, spelling and formatting errors. A well-written and professional letter can help you stand out from other applicants and increase your chances of securing the rental.

Additional tips for securing the rental property

1. Follow Up with a Phone Call

After submitting your rental application and cover letter, follow up with a phone call to the lessor to inquire about the status of your application. This shows that you are interested in the property and that you are proactive in your search for a new home.

2. Be Prepared for an Interview

If your cover letter and application are well received, you may be asked to come in for an interview. Be prepared to discuss your employment history, lifestyle and other relevant information in detail.

3. Ask Questions During the Interview

During the interview, be sure to ask the landlord or property manager any questions you may have about the property or their expectations for tenants. This shows that you are engaged and interested in the rental process.

4. Follow-Up After the Interview

After the interview, follow up with a thank you note or email to the landlord or property manager. This will help keep your application at the forefront of their mind and show that you are still interested in the property.

5. Know Your Rights as a Tenant

It is important to familiarise yourself with your rights as a tenant, including your right to privacy, the right to a safe and habitable living environment, and the right to access certain amenities, such as a swimming pool or laundry facilities.

6. Be Patient

The rental process can take time, so be patient and keep your options open. If you are not selected for the property you applied for, don’t be discouraged. Keep searching for other properties and continue to improve your application materials to increase your chances of success.

First impressions count and a well-written cover letter can be the key to securing the perfect apartment or house. By showcasing your personality, providing a detailed employment history, and highlighting your interests and values, you can set yourself apart from other applicants and increase your chances of landing the rental. Remember to be professional, thorough, and patient, and you will be well on your way to finding your dream rental.

Are you planning on moving into a property with pets? Read about the laws regarding pets in rental properties here . Have another question relating to property managers? Search your query through our extensive library here .

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• How To Rent

How to write a cover letter for a rental application

Erin Delahunty, Property Journalist

13 Feb 2023, 5:21pm

In many of parts of Australia, there’s stiff competition for great rental properties. The cover letter that goes with the application is a way for prospective tenants to explain why they should get the rental above other applicants.

Essentially, a cover letter is a summary of all the key information and data provided in the application, showing why someone would be a good tenant – similar to the cover letter that accompanies an application for a job.

If an online portal like Ignite is used, there may not be a specific spot for a cover letter, but the advice for writing a good one applies equally to how tenants answer the all-important question: “Why is this property right for you?”.

What should a cover letter include?

Sofia Ligeros , leasing consultant with ACT-based Independent Property Group, said a cover letter should be addressed to the person who is handling the tenancy and include:

• Information about the applicant
• A bit about their hobbies
• Working background and other personal information
• Tenants should also explain why they’re moving and why they like the property, making sure to include the actual address of the property.

A cover letter for a home is similar to a cover letter for a job. Picture: realestate.com.au/rent

“You also need to show you have an understanding of your obligations as a tenant and why you believe you would make a great fit for their home,’ she said.

Ms Ligeros said photographs can be a great personal touch, too, helping the property manager put a face to a name.

Michelle Wilde , the principal of Queensland-based Stella Property, uses Ignite to handle applications, so doesn’t require cover letters. However, she said applications need to make it clear the would-be tenant can pay on time, are responsible and will look after the property. The biggest red flag for Ms Wilde is if a tenant has had an issue or dispute with a previous property manager.

Why is this property right for you?

Many application forms ask tenants to answer a simple question: Why is this property right for you? Whether it’s answered directly in a field online, as it is with Ignite , or through a cover letter, the vital response is vital.

Trish Mewett , a Jim’s Real Estate franchisor, said it’s a way for applicants to speak openly and honestly about why they want the property.

A photo of the applicant can be a great personal touch. Picture: realestate.com.au/rent

She said prospective tenants should explain how the property suits their life and speak with passion. “Home is where the heart is, so speak from the heart, but don’t overdo it so that it sounds unbelievable, as this may put managing agents off your application.”

It’s also smart to add some additional background details, such as your work, education and hobbies, to help flesh out the full picture of who an applicant is.

Example of a cover letter for a rental

Here’s an example of a good cover letter.

(Applicant current address)

(City, postcode)

(Phone number)

  (Agent name)

(Agent address)

Subject; Application cover letter for (address of property)  

Dear (name of property manager or landlord)

My name is (applicant name) and along with (applicant name), we would like to formally apply for the rental property at (address) as advertised at (URL).

We previously lived at (address) for (amount of time) and paid (amount of weekly) rent. Prior to that, from (start date) to (end date), we lived at (address). Both were rental properties and we have included our previous property managers (or landlords) as references in our attached application.

We both work (full-time/part-time) and earn a combined (amount) weekly, so we feel we are more than able to cover the (amount) weekly rent and bond. We have both been employed for (time period) and consider our employment status as secure.

We are particularly interested in this property because of the nearby amenities, proximity to public transport and easy commute to both of our workplaces.

We are quiet and respectful of others’ privacy and have always had good relationships with our previous landlords and they’re happy to speak to that.

Although we enjoy socialising, we like our home to be a peaceful place.

Along with my cover letter, we have included the rental application and all relevant identification documents.

We’re looking for a stable tenancy and hope you will consider our application favourably. If you have any questions or concerns, please do not hesitate to contact us.

(Applicant signature)

(Applicant name, typed)

(Applicant phone number)

(Applicant email address)

This article was originally published on 15 Jul 2021 at 11:48am but has been regularly updated to keep the information current.

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Rental Application Cover Letter

Rating: 5 - 2 votes

This Rental Application Cover Letter can be used by one or more tenants that are applying to rent a residential property such as a house or apartment .

In today's competitive rental market, landlords are often overwhelmed with rental applications. Tenants need to make an effort to stand out from the pack, and landlords are on the lookout for tenants that are well organised and professional . A cover letter is the first thing the landlord will see , so it is important that tenants take the time to prepare a high quality cover letter. This document will help tenants to do that.

The letter allows the tenants to present themselves in a professional and appealing manner. It gives them the chance to summarise their situation such as in relation to employment and previous rental properties, and it also lets them list the various documents that they may be providing to the landlord (such as a Rental Application Form , references, copies of payslips, and credit checks).

How to use this document

In this letter, tenants can enter their crucial information such as their personal contact details and information about their employment or other sources of income . They can summarise their rental history and list all of the documents that they are providing to the landlord.

If they have rented properties in the past, then many tenants get their previous landlords to provide a reference using our Rental Reference document. These references can then be attached to this letter.

In addition, many landlords require tenants to prepare a rental application form using our Rental Application Form for Residential Property . This application form can also be attached to the letter. Even if the landlord has not asked for it, many tenants choose to prepare a rental application form anyway , as it helps their application to stand out and impress the landlord .

Tenants may also attach copies of some recent payslips , to show the landlord that they earn enough to cover rent.

Many tenants also obtain a credit report from a reporting agency such as Equifax , and attach a copy of this credit report with the letter.

Once the letter and other attachments have been prepared, the tenant can provide them to the landlord, either by email, post or in person. If the landlord uses a property manager, then they can be delivered to the property manager on the landlord's behalf.

If the landlord or property manager has specified a particular procedure that tenants should use to apply for the property, then tenants should follow this procedure. For example, some landlords have specific forms that they want tenants to fill out, or other specific information that they want tenants to provide.

Applicable law

Each state and territory also has its own legislation regarding residential tenancies.

Further information or legal assistance, particularly in relation to residential properties is available from consumer affairs offices, tenant unions or tenant advice services in each state and territory. Community legal centres may also provide assistance.

In some cases, real estate agents may be covered by the Privacy Act 1988 (Commonwealth) . For example, if they have an annual turnover of more than $3 million then they may be covered. Or if they opt-in to the Privacy Act 1988 (Commonwealth) then they will be covered. If the Privacy Act 1988 (Commonwealth) applies, then there will be restrictions in relation to what sort of information can be collected and how it should be handled. The Office of the Australian Information Commissioner provides further information.

How to modify the template

You fill out a form. The document is created before your eyes as you respond to the questions.

At the end, you receive it in Word and PDF formats. You can modify it and reuse it.

A guide to help you: How to Send a Letter

Other names for the document:

Cover Letter for Rental Application, Letter to Apply for Rental, Letter to Apply for Tenancy, Letter to Apply for Property Tenancy, Cover Letter for Tenancy Application

Country: Australia

Housing and Property - Other downloadable templates of legal documents

• Request for a Rent Payment Extension or Discount for Residential Lease
• Rent Increase Notice
• Letter to Neighbour About Nuisance
• Letter to Request Return of Residential Tenancy Deposit
• Tenant's Letter Giving Notice to End Tenancy
• Rent Receipt
• Late Rent Notice
• Licence Agreement - Holiday Rental
• Roommate Agreement
• Rental Reference
• Rental Application Form for Residential Property
• Letter Offering Lease Renewal
• Rent Reduction Notice
• Letter Confirming Receipt of Deposit
• Letter Refusing to Return the Deposit at the End of Tenancy
• Tenant Maintenance Request Letter
• Letter Reporting Hidden Defects in a Rented Property
• Other downloadable templates of legal documents

How to Write a Cover Letter For a Rental Application

Key takeaways: Highlight the responsibilities you have that show you are a dependable adult. Give specific reasons why you like the apartment eg. workplace accessibility, close to family etc. Attach all the necessary documentation in an orderly format. The less work you give the landlord, the higher your chances.

Securing a rental property is never easy, let alone in a rent crisis like the one we’re experiencing in Australia. With other tenants bidding higher rent, competition can be fierce. So, if you’re on the hunt for a house or an apartment for rent, a winning cover letter for a rental application is a must. 

Merely submitting a rental application form will not be enough. Along with a verified identification (like your passport document number ), bank statements , and your personal references, you have to write a convincing rental application cover letter. 

There are many templates for a rental cover letter that seek to stand out amongst other prospective tenants. But other rental applicants will also be using those templates for sure.

A different mindset in writing your cover letter for a rental application just might give you the edge. At the outset, don’t rely on templates but write your original rental cover letter thinking as if it’s a job application.

Whether it’s the first time you’re applying for a rental property or the 20th, read on for some rent application tips and renter hacks that will help you win over your landlord.

Related articles:

• Rental Prices Are Soaring – Here’s What You Need to Know
• How Much Can a Landlord Increase Rent?
• Renters’ Rights: What You Should Know

What to include in a cover letter

When crafting a cover letter for a rental application, it’s best to direct it to the person in charge the lease. This letter should include:

• A brief introduction of the prospective tenant.
• Insights into their interests and pastimes including hobbies, club affiliations
• An overview of their professional history and additional personal details.
• It’s also beneficial for applicants to shed light on their r easons for relocating and their admiration for the specific property, ensuring the exact property address is mentioned.
• Housemates and their ages, an important input if you have children
• Pets (if any) and their description

Rental cover letter examples

Example #1: budget-conscious apartment in inner-city melbourne:.

Dear [Landlord name],

My name is [Your name] and I am writing to express my strong interest in renting the [Apartment number] apartment at [Building name and address]. I was immediately drawn to its [Mention specific features that appeal to you, e.g., modern kitchen, balcony with city views, etc.].

I am a [Your profession] with [Number] years of experience and currently work for [Your company name]. My annual income is [Your annual income]. I am a responsible and respectful individual with a clean rental history. I have lived in my current apartment for [Number] years and my previous landlord can be reached at [Previous landlord’s contact information] for a reference.

I am looking for a quiet and well-maintained apartment in a vibrant location like [Neighborhood name]. I am a tidy and considerate tenant who maintains a clean and respectful living environment. I am a non-smoker and have no pets.

I am available for a viewing at your earliest convenience and am flexible with the move-in date. Thank you for your time and consideration.

[Your name]

Example #2: Family home in a suburban area:

My name is [Your name] and I am writing on behalf of myself and my family to express our interest in renting the house at [Address]. We are a family of [Number] people, including [Number] adults and [Number] children aged [Ages of children].

We are currently living in [Current address] and have been there for [Number] years. We are seeking a larger home in a safe and family-friendly neighborhood like [Neighborhood name]. We were particularly impressed with the [Mention specific features that appeal to you, e.g., spacious backyard, proximity to schools and parks, etc.] of your property.

I am a [Your profession] and my partner is a [Partner’s profession]. We have a combined annual income of [Combined annual income]. We are responsible tenants with a clean rental history and excellent references. Our previous landlord can be reached at [Previous landlord’s contact information].

We are quiet and respectful neighbors who will take good care of the property. We are also mindful of noise levels and would adhere to any community regulations.

We are available for a viewing at your earliest convenience and are flexible with the move-in date. Thank you for your time and consideration.

Remember to personalize these examples further by:

• Adding specific details about your lifestyle and interests.
• Highlighting your strengths as a tenant, such as reliability, cleanliness, and respectfulness.
• Proofreading carefully before submitting your application.

Create a good first impression on the application form

As in applying for a job, first impressions count . Put your best foot forward even when filling up an online rental application such as a 1form. This you can do when answering a “ why is this property right for you ” example question. 

Whether it’s your first time renting or 20th, shine a light on your honest attributes . Always highlight that you’re a perfect match with the rental property also in the other vital information that has to be included a cover letter for the rental application. 

You can emphasise this in your work background . For example, you can cite the proximity of the rental to your place of employment or its commuting advantage.

Personalise your rental application cover letter

In other words, it would be to your advantage over other rental applicants if you go beyond the standard details in your rental application cover letter. The cover letter should be part of the must-have documents you need to rent an apartment or house.

Including your photo in your cover letter for rental application, for instance, will enable the landlord or property manager to put a face on your wish to live in the property.

Adding group pictures of the other members of your household may also help in this regard.

Add links to your online profiles

Just like in a job application cover letter, it may be useful to add web links to your rental cover letter application. You will have to limit those links to not more than two or three.

The links that you may add should be those that will help the landlord or property manager decide that you’re a good fit for the property.

Consider, for instance, adding the web link of the company you’re working for. Providing access to your LinkedIn profile can also project how stable your current employment or career is. 

Be extra helpful to the landlord or rental agency

Besides injecting personality to your rental cover application letter, you can go the extra mile too in being helpful to the landlord by indicating how long you expect to stay in the property.

In your rental cover letter application, make sure to indicate if your stay is short-term or long-term, and if possible, cite a specific time frame .

Providing this information in your rental cover letter might give you an edge over the other rent applicants. The specific time frame you provide will enable a landlord to better plan or manage tenancy in the property .

Harmonise the letter with the application form 

In writing the rental cover letter, be sure that its contents match those in the rental application form you filed with the landlord or rental agency. You have to be very careful as well in filling up the application form at the outset.

Accomplish a winning rental application form just as you would in writing a cover rental application letter.

Be careful with your spelling, as misspelled words could lead to confusion in your cover letter rental application.

Consistency is the key here, especially if you have manually filled up a hard-copy rental form. Make sure your handwriting is readable.

Filling up the rental form quickly and submitting it promptly can also be an advantage over other prospective tenants. Submit the rental application form at once even if you are considering other rental properties or unsure of the rental property approval.

What’s important is you’ve thrown your hat into the ring and let the rental agency or landlord know you’re interested.

Documents you need in a rental application

In the rental cover letter, you can likewise reiterate your compliance with the submission of documents required in the rental application . Inform the landlord of a document that you may be lacking. Assure that its paperwork is in process and give the date when you expect to submit it.

Generally, these required rental application documents would include the following:

• Identification . This typically requires submitting a copy of government-issued IDs, such as a driver’s license or passport. The rental application form’s instructions will specify which ID or IDs are required. 

• Rental history. This can be a copy of a previous rental agreement or proof of rental payments you’ve made previously.

• Previous bills. Copies of your past utility bills paid.

• Payslips or bank statements. These documents are needed as your proof of income. 

• References . Usually, these are professional references, and the stronger ones you should get are the real estate agents or property managers whom you’ve worked with in your previous rentals.

Be honest and upfront in your cover letter

Speak from the heart and be forthright in your rental cover letter application. Indicate that you are willing to discuss and resolve any potential stumbling block that the landlord or property manager may cite.

Ensure that you’re laying your cards on the table and not hiding anything.

Express your willingness, for example, to bring along your housemates during the rental property inspection. If you have initially made contact with the property manager or landlord, thank them for accepting your rental application and follow it up without sounding pushy or impatient .

Just reiterate your interest and emphasise why this property is right for you. Additionally, you can also look up our examples of how to answer the ”please share a few details about your history as a renter’ question if it comes up in the application.

If you do this all successfully, it’ll up your chances and then you can move onto learning what happens after your rental application is approved .

Can I rent a house without a job?

Yes, you can rent a house without a job , but you want to make extra sure to show that you’re a responsible tenant from the first impression. These are the kinds of things you want to tell the landlord about yourself because you can’t show your financial stability through pay slips.

What are good reasons for moving from my last rental?

Your landlord may ask your reasons for moving on from your last rental, in which case you should present a clear and fair explanation.

Reasons like you’re moving closer to the office or to family are understandable. On the contrary, reasons like disputes with your former landlord may raise red flags.

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Just remember to shortlist or swipe left on our listings so we can send you others that better match what you’re looking for.

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Letter Of Intent to Rent

A “Letter of Intent to Rent” is a formal document written by a prospective tenant to express their interest in renting a property. Its purpose is to outline the tenant’s intention to enter into a rental agreement with the landlord or property owner, specifying key terms and conditions of the proposed rental arrangement.

In this article, we’ll provide you with a range of templates, examples, and samples of “Letter of Intent to Rent.” These resources aim to assist tenants in drafting a comprehensive and professional letter to express their interest in renting a property. Whether you’re applying for an apartment, house, or commercial space, our samples will help you communicate your intentions effectively and efficiently.

By offering these templates and examples, our goal is to simplify the process of writing a “Letter of Intent to Rent.” With our collection of samples, tenants can easily customize their letters to suit their specific needs and preferences, ensuring that they convey their interest in renting a property in a clear and concise manner.

Sample of a Letter Of Intent to Rent

[Your Name]

[Your Address]

[City, State, Zip Code]

[Your Email Address]

[Your Phone Number]

[Landlord’s Name]

[Landlord’s Address]

Dear [Landlord’s Name],

I am writing to express my interest in renting the property located at [Address of Property]. After viewing the premises and considering its suitability for my needs, I am eager to submit this letter of intent to rent and commence discussions regarding a potential rental agreement.

As a prospective tenant, I appreciate the opportunity to provide you with information about myself and my rental requirements. I am a responsible individual with a steady income and a good rental history. I am committed to maintaining the property in good condition and adhering to all terms and conditions outlined in the lease agreement.

I am particularly drawn to the [specific features or amenities of the property], and I believe that it would be an ideal fit for me and my family. I am prepared to move forward with the rental process promptly and would welcome the opportunity to discuss any further details or requirements you may have.

Thank you for considering my application. I look forward to the possibility of renting your property and am available at your earliest convenience to discuss this matter further.

How to Write a Letter Of Intent to Rent

Mastering the art of expression: how to write a letter of intent to rent.

Understanding the Purpose

Writing a letter of intent to rent serves as a formal declaration of interest from a prospective tenant to the landlord or property owner. Its purpose is to convey the tenant’s intention to enter into a rental agreement for a specific property and to initiate discussions regarding the terms and conditions of the potential lease.

Gathering Essential Information

Before drafting the letter, gather all necessary information about the property, such as its address, rental terms, and any specific requirements set forth by the landlord. Additionally, ensure you have details about your own background, including your employment status, income, rental history, and any references you may need to provide.

Crafting the Content

When composing the letter, begin by addressing the landlord or property owner in a polite and professional manner. Clearly state your intention to rent the property and provide specific details about your interest, such as why you find the property appealing and how it aligns with your needs and preferences. Be sure to include any relevant information about your background that may strengthen your candidacy as a tenant.

Outlining Terms and Conditions

In the body of the letter, outline any specific terms and conditions you would like to propose or discuss regarding the rental agreement. This may include details about the lease duration, rental price, security deposit, maintenance responsibilities, and any special requests or considerations you may have.

Expressing Commitment and Readiness

Conclude the letter by expressing your commitment to renting the property and your readiness to move forward with the rental process. Express gratitude for the opportunity to express your interest and invite the landlord to contact you to discuss any further details or arrangements.

Proofreading and Finalizing

Before sending the letter, carefully proofread it for any errors in grammar, spelling, or punctuation. Ensure that the content is clear, concise, and professionally presented. Make any necessary revisions to strengthen the letter’s effectiveness and ensure it accurately reflects your intentions.

Submitting the Letter

Once the letter is finalized, send it to the landlord or property owner via email or postal mail, depending on their preferred method of communication. Be sure to keep a copy of the letter for your records and follow up with the landlord to confirm receipt and discuss any next steps in the rental process.

FAQs about a Letter Of Intent to Rent

Navigating the complexities of writing a letter of intent to rent can often lead to questions. Here are the top five frequently asked questions on this topic:

1. What is a letter of intent to rent, and why is it important?

A letter of intent to rent is a formal document that expresses a prospective tenant’s interest in renting a property. It outlines the tenant’s intentions to enter into a rental agreement with the landlord or property owner and initiates discussions regarding the terms and conditions of the potential lease.

2. Who should write the letter of intent to rent?

The letter of intent to rent should be written by the prospective tenant who wishes to express their interest in renting the property. It is addressed to the landlord or property owner and serves as a formal declaration of the tenant’s intentions and readiness to enter into a rental agreement.

3. What information should be included in the letter of intent to rent?

The letter of intent to rent should include essential details such as the tenant’s contact information, the property’s address, the proposed terms of the rental agreement, and any specific requests or considerations the tenant may have. Additionally, the letter should express the tenant’s interest in renting the property and their suitability as a tenant.

4. Is there a specific format or template for writing a letter of intent to rent?

While there is no universally mandated format for a letter of intent to rent, it should be written in a clear, concise, and professional manner. Various templates and examples are available online to guide tenants in drafting their letters and ensuring they include all necessary information.

5. What should I do after writing the letter of intent to rent?

After writing the letter of intent to rent, the prospective tenant should send it to the landlord or property owner via email or postal mail, depending on their preferred method of communication. The tenant should then follow up with the landlord to confirm receipt of the letter and initiate discussions regarding the terms and conditions of the potential lease.

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Tenant Screening Tip: The Rental Application Cover Letter

by TVS | Feb 12, 2018 | Rental Forms

The rental application is a fundamental tool for landlords when it comes to finding the right tenants. But an application is only as good as the information contained in it. One way to obtain the best information — and weed out bad tenants — is for the landlord to attach a cover letter that explains the significance of the rental application.

Here are some tips for drafting the rental application cover letter:

Many property managers use a form letter or instruction sheet as a transmittal for the rental application. While this format looks official and sets a firm tone, using one of these forms is not always the most effective strategy.

Instruction sheets often are generic, with multiple check-off boxes. Not only is this confusing for the applicant, but it’s impersonal, which can discourage complete answers. Also, these forms can be intimidating. For instance, if the first line of the form is a list of all the personal documents the tenant must hand over, along with a demand for money, the applicant may become defensive. That resistance only encourages omissions and sketchy answers on the application, and turns off the best rental applicants. A letter format allows for a more personal, welcoming introduction, like:

“Thank you for your interest in the rental property located at 123 Main St. This is our rental application. Before you get started, let me explain how our process works.”

That makes the landlord’s subsequent demands more palatable — and less like a slap in the face.

The most important point to make in the cover letter is that the application is a legal document, and failure to provide complete and honest answers will be considered fraud. That can lead to the application being rejected, and may be a crime. Explain that the tenant will be asked to verify with a signature that the information is true and complete, and that each item will be verified. Warn the applicant that even if the application is approved, if it is based on false or misleading information, the tenancy may be terminated. This information should be one of the first things the applicant reads in the cover letter, and the applicant should read it before beginning to complete the application.

Explain that each adult occupant must complete a separate application based solely on that individual’s information.

Let applicants know they will be asked to consent to a tenant background check which will include a credit check, eviction and criminal histories, and confirmation of references. If the landlord cannot get in touch with the references, applicants must facilitate the reference process or the application may be denied. This will discourage applicants who were planning to bluff their way into the property by listing references who they know are unavailable.

Provide contact information and encourage the applicant to get in touch with any questions regarding the leasing process. Be approachable. Open communication will encourage truthful answers and sets the stage for a successful landlord-tenant relationship.

This post is provided by Tenant Verification Service, Inc. , helping landlords reduce the risks of renting with fraud prevention tools that include Tenant Screening , Tenant Background Checks , (U.S. and Canada), as well as Criminal Background Checks , and Eviction Reports (U.S. only).

Click Here to Receive Landlord Credit Reports .

Disclaimer: The information provided in this post is not intended to be construed as legal advice, nor should it be considered a substitute for obtaining individual legal counsel or consulting your local, state, federal or provincial tenancy laws.

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• How to Make Your Rental Application Stand Out >

How to Make Your Rental Application Stand Out

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You’ve found an apartment that checks all the boxes—great location, ideal amenities, even the right price. Unfortunately, you’re not the only one that thinks it’s the perfect place to live. Other prospective tenants are considering the property, too. So, how do you make your rental application stand out?

Start taking steps as soon as you decide it’s time to move so you’ll be ready to present yourself on the application in the best possible light. Here’s a detailed breakdown of what to do to ensure you’re the one signing on the dotted line and hanging a “Home Sweet Home” sign on the wall.

Before you complete the application

One of the biggest mistakes you can make when it comes to your application is being unprepared. During the time you spend trying to gather necessary information and find good referrals, someone else can fill out an application and be approved. Or, in your haste, you might appear disorganized and make a bad impression. Don’t let that happen! Before you begin searching for that perfect rental , take these steps.

Gather your documents

When you apply, you’ll need to prove you are who you claim to be and you can afford to live in the rental property. That requires you to first provide a government-issued identification such as a driver’s license, state ID, passport or green card. Make sure the photograph is unquestionably you—if it you appear drastically different, find another form of identification—and the information on it doesn’t contradict the information you’ll be putting on your application.

You’ll also need current pay stubs, bank statements and last year’s filed tax return to prove you can pay your rent. If you are self-employed, the bank statements and tax return should suffice, but you may also want to be prepared with a statement from your current landlord stating you pay your rent on time.

To make things easier, scan these documents and have them available electronically. That way, you can easily forward them to the landlord or property manager when requested. Additionally, if you are going to have roommates, encourage them to follow your lead and prepare ahead of time, too.

Check your credit score

Someone, at some point in the process, will check your credit score. Be prepared. Pull your credit score for free at AnnualCreditReport.com , a site sponsored by credit reporting agencies Equifax, Experian and TransUnion. Scores range from 300 to 850. Anything above 700 is considered good credit while anything between 620 and 699 is average. Below 620 is considered bad credit.

Ideally, you want your credit score to be above 700, especially if you are competing against other people who want to rent the same property. However, you can raise a low score by paying off debt. (It will take a few months for your credit score to reflect your reduced debt, so if you have bad credit and can wait, consider postponing your move.)

Surprised by how low your credit score is? Review it carefully for inaccuracies, such as closed accounts being reported as open or the same debt being listed more than once. If you find an error, contact the credit reporting agency to dispute it. Similarly, review your personal information and report any discrepancies to the agency.  Different addresses than the ones provided on your rental application, for example, could be a red flag.

Secure a guarantor

You don’t have to give up on your dream property if you have a low credit score or no credit score at all. Find a guarantor or co-signer, someone who will pay your rent if you don’t and cover any damages you leave behind.

Since a co-signer will also have to show proof of identity and the ability to pay the rent if you can’t, he’ll need to get his documents and information ready ahead of time, too.

Write a cover letter

A cover letter can help you stand out among a sea of other applicants. Write a professional, error-free letter telling a little about yourself, why you are moving and what you like about the property. It’s a good time to mention any pets (add obedience training certificates, immunization records and emotional support/service animal registration to your gathered documents pile), too.

Your cover letter should also address any potential issues, like a gap in employment or bad credit. Just be careful in the way you explain the situation. It’s okay to say your credit took a hit following a divorce, but don’t rant about how awful your ex is. Your application may stand out but probably not for the reasons you want.

Not one for writing? Make a video instead. You’ll want to address the same issues as above and be personable, just as you would in the letter. Before filming, test your audio quality and check your background. A messy living room or a pyramid of last night’s beer cans might be a turnoff to a landlord.

Line up your reference

You’ll need to have at least three references. Determine who would make a good reference, and reach out to them before you start filling out applications.

Obviously, some references are better than others. Your current landlord or property manager is probably the best reference you can have because they can answer questions about how you take care of the property and pay your rent. Another good option is your employer. Avoid listing your best friend from high school or your parents; their reference will carry little weight.

Overhaul your social media

What will the person reviewing your application find if they Google you or look up your social media accounts? Before you apply, comb through your social media pages and remove anything that might be a red flag to a landlord, including references to parties, alcohol and drugs and photos with messy rooms in the background.

On the application

What you include (or don’t) on your application can have a big impact on whether it stands out or is shuffled to the bottom of the pile. In addition, certain issues raise red flags on the application. Avoid them by taking the following steps.

Fill in the application completely. An incomplete application will raise eyebrows. If you can’t remember the information being asked for, you’re better off taking the application home and submitting it the next day.

Be truthful. Even worse than leaving something blank is providing incorrect information. For example, providing a wrong address could look like an attempt to hide your rental history. An incorrect job title could make the landlord think you’re lying about other information, too.

Provide landline numbers. Don’t leave the landlord wondering if they’re really talking to your employer or your best friend. Write down the company’s or current landlord’s main phone number.

Don’t lie about pets. Maybe you can avoid a pet deposit by saying you don’t own one, but sooner or later, your landlord will find out, no matter how hard you try to hide it. Be upfront. Show him your pet’s obedience training certificates, or ask your current landlord to testify to how well-behaved he is.

Follow up on your application

After you submit your application, it could be several days before you hear anything from the landlord or his property management company. Usually, you will hear from someone if they have questions or need follow up information. Always try to be helpful and pleasant. Reply as quickly as possible, and provide any requested information in a timely manner, the sooner the better.

If you haven’t heard anything within a few days, it’s okay to follow up. Just be polite and not overly pushy.

Moving to your new rental

Once your application is approved and you sign the lease, it’s time to start planning your move. To find the best moving company to help pack and move your belongings, check Moving.com’s extensive network of reputable and reliable movers. All relocation companies in our network are licensed and insured, so you can rest assured that the move to your new rental home or apartment will go smoothly

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Author: Teresa Bitler

Teresa Bitler has been covering moving, real estate, home improvement and home decor for more than 15 years. She enjoys writing articles about moving to specific cities, like Denver or Nashville, and what to expect when you get there. She also likes to write about home improvement and getting your home ready for a move. As a real estate investor, she wrote extensively for Personal Real Estate Investor. She has also written for Su Casa, US News & World Report and local publications about home improvement topics. Bitler currently lives in Phoenix, and although she’s moved too many times to count, she plans on staying put—at least for a while. View all posts by Teresa Bitler

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• Rental Application

Residential Rental Application Form

A residential rental application is typically required by landlords/real estate owners who are looking for eligible renters to lease their property. The form requests certain personal information about the candidate’s identity, rental history, and current employment status. After a number of interested applicants submit this document to the individual/management company in charge of processing applications, they will select the most qualified person to occupy the premises for an agreed-upon term. Anyone who applies may be subject to an “application fee” for the purpose of running a background check (prices may vary depending on the services used for the vetting).

Acceptance of Application – If the applicant is approved to rent the property, the next step will call for the completion of a lease agreement to record the terms of the arrangement between the lessor and lessee.

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What Is a Rental Application?

A rental application  is an integral part of leasing real estate to another individual. When we have a home on the market for rent, we will encounter an assortment of individuals looking to occupy the premises, assuming that the property is in somewhat of a demand. The important thing to realize is that not all the people that come to view the residence will be qualified to rent. There are certain indicators that can help dictate one’s ability to successfully make payments and carry out a cordial tenancy, these being:

• Credit Score
• Current Income Stream
• Past Rental Experiences
• Eviction Records
• Criminal Background

Verifying these factors of one’s life can mean the difference between entering into a contract with a trustworthy lessee that holds their end of the bargain or getting involved in an unfavorable tenancy where you may have to go through the process of eviction.

How Long Does It Take to Process a Rental Application?

This is one of the most frequently asked questions from tenants and property owners. The truth is that it varies depending on numerous factors, such as the screening service used, the landlord’s priorities, and the tenant’s capacity to provide accurate information. With that being said, the average time span is between 24 – 72 hours . Landlords should act in a professional manner and have the application processed as soon as possible as to not keep the individual in limbo.

What Are Rental Application Fees For?

A rental application fee  is a sum of money needed to cover the expenses of screening a tenant. When a landlord collects the form, they will typically then send the data to the third (3rd) party screening company to run the information in their database. In return, the screening company will charge the landlord for the services provided. So, it is important to note that the landlord is not making money off this transaction, rather they are just trying to compensate for the expenditure associated with the background check.

How to Screen a Prospective Tenant

Those who decide to oversee their own property rather than hiring the services of a management company will need to know how to effectively screen potential renters. In this section, we will go over the particulars of the screening process to ensure that you acquire the best tenant possible to reside within your property. Follow the steps below:

Step 1 – Offering the Rental Application

When a rental unit is on the market, various parties will request to see the property in person. It is essential for the landlord to have multiple copies of the rental application on hand to distribute to anybody conveying an interest in leasing the residence.

Step 2 – Receiving Submissions

As time goes on, you should be presented with completed applications in person, through email, or by delivery (presuming that your unit is priced reasonably and relatively desired). Each application received should be processed on a first-come-first-serve basis , so it is crucial that you maintain the order in which they were given.

Step 3 – Choosing a Screening Service

New landlords wondering how to actually process the information provided in a rental application should understand that this is typically executed by a third (3rd) party screening company. The property holder will need to collect the form, upload the data to the service provider’s database, and pay a fee for the cost of analyzing the information. Some of the top online screening services for landlords include:

• RentPrep.com – Starting as low $18.95 ( $38 for the extensive package), RentPrep is a solid option for a cheaper price.
• MyRental.com – The competitor with the next lowest price is MyRental, with costs varying from $24.99 – $34.99 .
• Cozy.co – An affiliate of the rental powerhouse Apartments.com , Cozy offers verification services beginning at $24.99 for base screening and $39.99 for bundle purchasing.
• MySmartMove.com – This website partners with TransUnion to offer landlords the ability to run a proper background check on their tenants ( $25 for the basic package, $40 for the premium).
• Zillow.com – When signing up for an account with Zillow, landlords can prompt prospective tenants to fill out and pay for an application online. Tenants are subject to an application fee of $29 .
• TurboTenant.com – Costing between $35 – $45 depending on the depth of the background check, this option allows landlords to open an account and initiate the renter to fill out the application online and pay the fee electronically.

(The following steps will typically be covered within your screening package, but it is still important to understand how these things work.)

Step 4 – Checking the Applicant’s Credit Score

One of the most notable indicators of someone’s ability to pay rent is their credit score. The calculation of this score is based on the individual’s debt, payment history, oldest line of credit, number of accounts, and types of credit. Any deficiencies in these areas can negatively affect their score and indicate that they are not eligible to rent. It is advised that you do not rent to anyone with a credit score lower than 620 . Listed below are the top three (3) consumer credit reporting agencies:

Step 5 – Verifying Employment

The landlord should make sure that the person they select has a steady job. Not only should they be working regularly, but the periodic lease payments should only be around 30% or less than the total amount of income the applicant generates each month . This figure is a rule of thumb for many property owners who want to ensure that their tenant has sufficient means to provide the payments accordingly. Apart from the data collected through the rental application, landlords may request the following:

• Employment (Income) Verification Letter – A notice containing information regarding a prospective tenant’s occupation, such as the amount of compensation received on a regular basis, their role in the company, and the name & contact information of their supervisor. After the data is provided, their boss should then confirm the information by endorsing the form.
• Pay Stubs  – You may ask for at least six (6) weeks of pay stubs from the individual’s payroll company.
• Bank Statement  – If the applicant’s company that they work for does not offer pay stubs, or they are an independent contractor, you may insist on them providing you with a bank statement in order to confirm that they have sufficient funds to keep up with the lease payments.

Step 6 – Reviewing Their Rental History

A good way of predicting how an applicant will behave during the tenancy is to examine their past rental history. The application for occupancy requests that they provide details regarding their current living arrangement and previous ones before. Among the details will be each rental’s location, cost of rent, and term length. This will be followed up with the contact info of all the past landlords. Individuals that are evaluating the applicant should consider executing the following :

• Contacting the Landlord References – Reach out to verify the information that the applicant has provided as well as to inquire about the individual’s conduct as a tenant, i.e., ask if they paid rent on time, violated any conditions of the lease, were disruptive to other tenants, caused damage, etc.
• Eviction Records – Instead of paying a fee for a screening service to check whether or not a tenant has been evicted, property holders can search their local court’s database for public eviction records. The location of this information will vary from state-to-state, but the NCSC’s website allows you to select your state to find out more details on where to access the court documents.

( Note : Although the rental application certifies the landlord’s right to verify any of the information provided by the applicant, the Tenant Information Release Form is more specific to the owner’s permission to access details regarding the tenant’s past rentals.)

Step 7 – Running a Criminal Background Check

Some people may wonder if it is illegal to discriminate against renters who have a criminal background. Unless it is a HUD property, the answer is no. It is perfectly fine to try to mitigate the risk of procuring a bad tenant by eliminating those with unlawful tendencies. Property owners should look into an applicant’s past to see if they were involved in any criminal activity . Investigating this aspect of one’s life not only protects you from potential unpaid bills or other damages but also safeguards any neighboring occupants. Individuals trying to rent out their residence should:

• Perform a Criminal Background Check  – This can be accomplished with the screening services that were previously mentioned. With that being said, it wouldn’t hurt to do your own independent research. Landlords may search the tenant’s name in Google , various social media networks, and the national sex offender database .
• Examine the Crime  – Some infractions may call for the rejection of the rental application more than others. There are factors that should be taken into account regarding the violation, such as the status of a conviction, degree of severity, date of arrest, and the number of offenses.

Applicants with minor misdemeanors should be considered more than someone with a felony charge. With that being said, it is up to your discretion at the end of the day as to whether you think someone is fit to reside within your dwelling.

Step 8 – Additional Inquiries

After covering the major components of an individual’s background, there may be some further details that you should find out about the applicant. These being:

• Pets – Do they have any pets that they will be bringing to the new property. If you allow pets on the premises, it is important to acquire a description of the animal in order to confirm if it is suitable to dwell within the property. Specifics such as the type of animal, breed, size, and color all should be specified within the rental application. This can be used to determine the cost associated with the pet being present on the premises.
• Emergency Contacts  – The applicant should provide the phone number of an emergency contact in case a dire situation is to ever occur involving the tenant.
• Vehicle Info  – The landlord should be aware of any vehicles that the tenant plans on containing within the boundaries of the property. This would include the make, model, color, year, & license plate number.
• Referral Information  – For those wondering how an applicant found their available property, they can request which source directing them to the rental unit, e.g., a certain website, person, newspaper ad, etc.

Step 9 – Accepting or Denying the Applicant

After receiving the final results of the screening process, it will be time to make your decision as to whether you are going to agree to the tenancy or not. To formally notify a tenant of their acceptance or rejection to lease a specific dwelling, owners/landlords may deliver one of the following:

• Approval Letter – A notification letter disclosing that the candidate was approved to rent the available unit. This will also come with a list of all the obligatory fees & balances that must be paid upon entering into the rental contract. (Also available in Microsoft Word )
• Denial Letter – Applicants have the legal right to be notified of the reasons why they were denied, this can be accomplished using this form.

Frequently Asked Questions (FAQ)

What are valid reasons to deny a rental application.

There are various reasons why a landlord or management company may refuse to lease to someone based on the content of their rental application. When a refusal occurs, the individual responsible for screening the tenant is legally obliged to convey the purpose of the decision. Some of the more common reasons why an applicant can be denied include:

• Insufficient Income
• Unsatisfactory References
• Criminal Offenses
• Previous Evictions
• Owning Pets

Should I Call About My Rental Application?

When somebody is on the hunt for a new property to live in, they will want to know as soon as possible whether or not they are qualified to rent the unit they apply for. If you have handed in a rental application for a desired property, you should wait at least 48 hours before phoning the owner or management company. After the aforementioned period of time, you may contact them to see if you met the requirements or not.

Why Does the Rental Application Ask for a Bank Account Number?

It is not unheard nowadays for a rental application to require the tenant’s bank account number. Some parties may feel uncomfortable giving out this information, in which case, they may ask to skip this requirement or look for another property that doesn’t demand this action. The reason some landlords wish to acquire this info is to confirm that you indeed have an active bank account . Also, having this number is kind of like a backup plan should the occupant not pay certain bills. The landlord will not be able to access the account with the number, but it could be presented in court to ensure that any funds within the account will be paid towards the money owed (should the judicial system rule in their favor).

What Do I Bring for a Rental Application?

The best thing an eager tenant can do when going to view an available property is to come prepared. Make sure that you bring any items that can speed up the process of securing the rental. This means that you should have the following materials and information readily available upon visiting the unit:

• Two (2) Forms of ID
• Proof of Income (pay stubs, bank statement, verification letter )
• References  (personal, professional, previous landlords)
• Vehicle Details  (specs, license plate number, insurance info)
• Past Addresses
• Former & Current Job Descriptions
• Payment (for screening costs)

Can a Rental Application Ask for a Social Security Number?

Yes , in fact, it is one of the key elements needed to run a proper background check on a potential renter. If you are an individual looking for housing but are not comfortable giving someone your SSN, you may run the risk of limiting your options. But, with that said, there may be some positive news for the future. As the world is advancing, many landlords are utilizing the services of online screening companies. Many of these companies make it so that the tenant can provide their information independently without disclosing the information to the landlord. Once they have supplied the needed details, the landlord will receive only the results of the background check.

What Is a Credit Reference for a Rental Application?

When applying to occupy a rental property, the term “credit reference” may appear on the application. A credit reference is when a lender confirms that a borrower has followed through with their obligations in regard to making payments. Now, if a person doesn’t have enough credit history for a report (e.g., they are from another country), they may be able to use another type of credit reference to appease the landlord. Other types of credit references:

• Bank Letter  – A correspondence from the applicant’s financial institution confirming that they are capable to pay rent.
• Letter of Support  – If the tenant has someone supporting them monetarily, then they can provide a written statement conveying the details of their arrangement.
• Proof of Consistent Payments  – If an individual has a lack of credit history, then they could gather any recurring bills that they have paid as evidence of their capacity to pay.

(Applicants who are having trouble passing the rental application process due to their credit situation may want to consider finding someone to co-sign the lease.)

How to Decline a Rental Application?

First, it is important that you are denying them the privilege to occupy the residence for justifiable reasons. This means that you can not discriminate against somebody for any of the purposes established within the Fair Housing Act ( 42 U.S. Code § 3604 ). If you feel that your motive is appropriate, you should perform the following actions :

• Contact the Rejected Party Immediately – Try to contact the applicant as soon as you receive the results, either by phone or through email. This way, you are not wasting any more of their time that could be used looking for another rental.
• Denial Letter – Some tenants will request an explanation for why they were rejected. As a landlord, you are required, by law, to specify why they were not eligible to procure the rental. Send them a completed copy of this form to list the factors attributed to their non-approval.

Is a Rental Application Legally Binding?

No , it is merely a preliminary measure taken before entering into a lease agreement (which is a binding contract). Although there is no binding effect, there are still some legal implications attached to the document. Users of this form are required to:

• Provide Accurate Information – If a tenant provides false details within the application and is granted tenancy under false pretenses, the landlord may be entitled to take them to court for fraudulent information.
• Clarify the Reasons for Rejection – The landlord is required, by law, to explain why they decided to refuse the tenancy. If an applicant feels they were denied for unlawful reasons, they can sue the owner under the guidelines of the Fair Housing Act ( 42 U.S. Code § 3604 ).

How Can I Make My Rental Application Stand Out?

Apart from having good credit, quality references, no criminal record, and proof of a solid income stream, there is not much else that you can do to separate yourself from the crowd. But, if you really want an extra edge on the other applicants, you can carry out some of the additional measures :

• Cover Letter for Rental Application – Attach a cover letter to the front of the application that tells them a little bit more about yourself. Giving a friendly personal touch could possibly go a long way.
• Sell Yourself  – When you meet with the landlord to see the property or to turn in your rental application, make sure that you are dressed nicely and exude a positive attitude. Try to make small talk where you can briefly tell them a little more about yourself and possibly bond over a common interest.

Are Rental Application Fees Legal?

Yes , although some states stipulate a maximum amount that can be charged. The main reason why application fees are required is that it costs money to perform a background check on the applicant, therefore, they are used to compensate for the screening expenses.

Can I Withdraw My Rental Application?

Of course , there is no legal obligation to follow through with the rental of a property before signing a lease. A rental application is just the initial step taken to see if you are qualified to take possession of the dwelling.

Sample Residential Rental Application Form

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Rental reference letter template.

• A rental reference letter can convince a property manager you are the best person to rent an apartment from an individual or property management firm.
• Your references can use a rental reference letter template as a guide to creating a professional, persuasive reference letter.
• Choosing the right people to write rental reference letters can give your application a competitive edge.

Every property manager wants to know that applicants are who they claim to be. That’s why background checks and credit checks are almost always required. In addition, many property managers will ask for a rental reference letter to get another level of validation that you’re who you say you are. Now is a great time to get all your paperwork ready if you’re beginning your apartment search. Start with the rental reference letter and review a rental reference letter template before you create one.

What is a rental reference letter?

A rental reference letter is a written document that explains why you would make a good renter. Someone who knows you well and can vouch for your character writes a rental reference letter. Property managers typically ask people to  submit at least two rental reference letters with their rental applications.

Why are rental reference letters important?

When you’re applying for an apartment, whether you live in a competitive city for renters or a suburb with plenty of options, rental reference letters can help you get the apartment you want. Rental reference letters act as validation that you are who you say you are. They also provide proof of your character. At the end of the day, landlords and property managers want to choose the right person for their rental, and a rental reference letter can help them do just that.

Rental reference letter from employer

While landlords primarily rely on credit scores and background checks, a well-written letter from an employer can provide valuable insights into a prospective tenant’s character, reliability, and financial stability. A rental reference letter from an employer serves as a confirmation of the tenant’s employment status and income. Landlords want assurance that tenants have a stable source of income to meet their rent obligations. By including details about the employee’s position, length of employment, and income range, the letter provides evidence of financial stability.

A rental reference letter from an employer carries more weight than a letter from a personal acquaintance. Landlords often view letters from employers as more reliable and objective since they come from a professional setting. It demonstrates that the tenant has a professional reputation and is regarded positively by their employer. In a competitive rental market, a rental reference letter from an employer can give tenants an edge over other applicants. It showcases the tenant’s professionalism, accountability, and positive attributes, making them stand out among potential renters. Landlords are more likely to favor applicants who come recommended by their employers.

How to write a rental reference letter

Follow these steps when writing a rental reference letter, or provide this information to your rental reference to help them easily draft your reference letter.

Start your rental reference letter with your contact details on the top left of the page. Include a subject line stating the person the rental reference letter addresses, for example, “Re: Rental Reference Letter for Joanne Smith.”

A salutation is a friendly and professional way to start your rental reference letter. You may address the property manager directly if you know the individual’s name. It’s best to use the full name or the title and surname, such as “Ms. Franks,” to sound professional. If you don’t know the property manager’s name, you may use a generic salutation such as “To whom it may concern.”

The first part of the letter should explain your relationship with the person you recommend. Detail how you’re acquainted with the individual and how long you’ve known the person. For example, you may write that you are the rental applicant’s employer, and the renter has worked for you for the last five years.

Note some qualities that would make the person you recommend a good renter. Only include relevant information that could help the person you’re referring secure an apartment. Use a professional tone and share your honest impression of the rental applicant. 

Conclude your letter by inviting the property manager to contact you for further questions. You can include a closing statement, your name, and the date of writing. You may also provide your signature if printing a hard copy reference letter.

Getting started 

Below we’ve provided a sample template for you to use. You can adjust the language based on who is writing your rental reference. Once you’ve chosen who you’d like to be your rental reference—whether it’s your employer, co-worker, personal acquaintance, or someone else who can vouch for your character—send the template over to them and have them fill it out. 

Remember to double-check everything once they send it back to you. Are there any typos? Incorrect information? Make sure there’s nothing that might contradict what you’ve put in your rental application. The last thing you want is for your rental reference to backfire and create more confusion about who you are. Request any edits from your reference and you’re ready to send the rental reference letter off to your future landlord.

Rental reference letter template

Company Name

Phone Number

Your Address

City, State, ZIP Code

Subject: Rental reference letter for [Name]

Dear [Landlord’s name] or To whom it may concern,

I hope you’re well! I’m writing to you in regard to [Name] and their credibility as a potential tenant at your rental property. I work as a [title] at [company name] where [Name] is currently employed.

[Name] has been employed with [company name] since [month/year employment began] and I have known them for [time frame]. Additionally, I can validate [Name’s] income as [yearly salary].

It’s without any hesitation that I write this rental reference letter for [Name]. They continuously demonstrate responsibility and accountability and perform required tasks on time. They are trustworthy and honest. Additionally, [Name] is always respectful to colleagues and consistently shows up on time, ready to work. 

I believe that the above-mentioned qualities will make [Name] a good, responsible tenant.

If you have any questions, feel free to contact me at [phone number] or [email].

[Your Name]

Frequently asked questions

A rental reference letter is a document written by a person or organization that can provide valuable information about a tenant’s character, reliability, financial stability, and overall suitability as a renter. It is often requested by landlords or property managers during the rental application process.

You can select any person you feel knows you well for your reference for a rental application. A past property manager is an excellent choice, as the individual can share firsthand experience dealing with you as a renter. Professional contacts, such as current co-workers and past employers, are also good options as they can confirm your employment history and reliability. Mentors and family friends can also make good references. It’s a good idea to have several people in mind if someone cannot write the letter you requested in time.

You should submit your rental reference letter when you submit your rental application. Submitting this letter at this time helps the property manager keep your complete application together. The property manager can easily find all relevant documents when assessing your application and comparing it to others.

It’s a good idea to secure rental reference letters as soon as you decide you’re ready to start your apartment search . Getting letters back from references can take time, so asking for rental reference letters in advance can minimize delays when you’re applying for apartments. Some property managers close applications once they find a suitable renter. Having your rental reference letters ready before you find an apartment you love can increase your chances of securing it.

Rental reference letters can be provided by various individuals or entities, including previous landlords, employers, supervisors, colleagues, professional mentors, or even personal acquaintances who can vouch for the tenant’s character and suitability as a renter.

Landlords request rental reference letters to gain additional insights into a prospective tenant’s background and qualities. These letters help landlords assess the tenant’s ability to meet financial obligations, reliability, trustworthiness, and compatibility with the rental property.

A rental reference letter should typically include the writer’s name, position, and contact information. It should also mention the tenant’s name, length of their relationship, and any relevant details about their character, reliability, financial stability, and suitability as a tenant. Specific examples or anecdotes that illustrate the tenant’s positive attributes can be beneficial.

When requesting a rental reference letter, be polite and provide context about the purpose of the letter. Clearly communicate what kind of information you are seeking and why their recommendation is important to you. It is also helpful to provide any relevant details about the property or landlord who is requesting the letter.

The requirement for rental reference letters may vary depending on the landlord or property management company. In some cases, reference letters may be optional, while in others, they are mandatory. It is advisable to check the application requirements or ask the landlord directly to determine if a rental reference letter is necessary.

While a rental reference letter can significantly enhance your rental application, it does not guarantee automatic approval. Landlords consider various factors when reviewing applications, including credit history, background checks, income verification, and overall suitability. A strong rental reference letter can positively influence their decision, but other factors may also be taken into account.

Ready to start your apartment hunt? Search thousands of apartments for rent on Zumper and find the right one for you.

Julie is an avid sports enthusiast, beer drinker, city runner, and non-fiction reader. She's been a renter for 10 years, and has learned a thing or two in the process.

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Rental Application Form

Last Updated: November 27, 2023 by Roberto Valenzuela

A rental application form helps a landlord choose a prospective tenant who is well suited to rent a particular property. The form requests personal and employment information plus consent for a credit check (sometimes called a consumer report). Applications often collect a non-refundable fee, commonly equal to the cost of getting the relevant screening reports.

Rental Application Forms by State

Click the state for a FREE rental application form.

Quick Guide To Screen a Tenant

While every rental application and situation are different, the following steps describe a process that will cover most elements of a responsible tenant screening:

1. Pre-Screen

Provide the tenant with pre-screening questions, such as the following:

• What is the target move-in date?
• How many people will be living on the rental property?
• What pets will be living on the property, if any?
• How long was residence at the previous address?
• Are there any issues with signing a lease of one year or more?
• What prompted the move?

2. Showings

Show the rental unit and meet potential tenants.

3. Distribute and Collect Applications

Provide interested tenants with a rental application. When completed, collect rental applications ( must include signed consent and acknowledgement!), plus fees.

4. Screening: Third-Party Services

Perform a credit check and/or criminal background check using a tenant screening service such as TenantAlert , MyRental , or LeaseRunner (typical cost of $25-$75 depending on service and features)

5. Screening: Application References

Conduct reference checks with the past landlords or employers of applicants, asking questions such as the following:

• Would you rent to this tenant again?
• How many rent payments has the tenant missed, if any?
• What was the tenant paying for monthly rent?
• How well did the tenant maintain clean and undamaged conditions on the property?
• Did the tenant ever violate the lease or receive notice about potentially doing so?

6. Approve or Deny Applications

Review and make a decision, ideally accepting multiple applications on a first-come, first-serve basis approved off the following criteria:

• Rental History – landlords often require a co-signer for the lease if there’s less than a year of good rental history available
• Rent to Income Ratio – rent above 30% of a potential tenant’s gross income increases risk of rent default
• Credit Score – many landlords set a minimum credit score in the 600-670 range
• Fact Check on Rental Application  – false information on an application is grounds for immediate rejection, while landlords may favor applicants who disclose in an honest and proactive way

7. Explain Outcomes

Respond to all applicants in writing, explaining the grounds for denial. This is not a legal requirement in most places, but significantly reduces the risk of legal complaint and documents the landlord’s non-discriminatory reasons for rejecting any particular application.

Rental Application Laws

Some state laws specify disclosure or retention requirements for rental applications, including the following:

• Colorado – landlords must provide an itemized list of actual and anticipated costs for screening a rental application. If the fee amount is based on an average, this must include the method for calculating the fee. [1]
• Delaware – landlords must keep applications on file for six months. This includes denied applications.
• Texas – landlords must describe their tenant selection criteria to tenants. This must include grounds the landlord uses for denying an application. [2]
• Type of information that will be used for the screening (credit reports, background checks, etc.)
• Contact information for the consumer reporting agency used by the landlord
• Notice of whether the landlord accepts recent screening reports provided by the tenant
• Criteria the landlord uses for rejecting applications
• Copy of the D.C. Tenant Bill of Rights
• Amount of periodic rent
• Amount of application fee and security deposit
• Rent control status (or exemption status)
• Disclosure of existing housing code violations on the property, if any
• Disclosure of any pending conversion to condominiums or co-op
• Property’s ownership and business license information
• 3-year history of “mold contamination” or proof of remediation

Prohibitions on Rental Application Questions

Federal law restricts the information a landlord can request on a rental application. In general, it’s illegal under the Federal Fair Housing Act to screen tenants by asking for information about the following, or using these as a basis for approving or denying an application:

• National origin (nationality)
• Sex (including sexual orientation and gender identity )
• Familial status (i.e., having or not having children)
• Disability (whether physical or mental)

There are narrow exemptions from the Fair Housing Act for things like senior housing or certain very-small scale landlords, but local regulations may still apply. Local laws also cover categories not protected by federal law, such as immigration or citizenship status. Always consult an attorney before attempting to ignore local or federal requirements.

Legally Denying Applicants

Landlords can legally decline an application for the following reasons:

• Incomplete or falsified application
• Insufficient credit score (must be the same standard for all applicants)
• Insufficient income
• Problematic rental history or references
• Criminal record (if the landlord doesn’t use a “blanket policy”)
• Sex offender registry status
• Property incompatibility (e.g., an application for seven people to move into a single-occupancy unit)

Additional State Requirements

Individual states may also have laws which add requirements regarding rental application approval or denial, such as:

• Colorado  – application denials must be explained in writing to unsuccessful applicants within 20 days of the decision to deny
• Florida  – landlords must inform active-duty members of the military and Florida National Guard within seven days of application whether their rental application is accepted
• Minnesota  – application denials must be explained to unsuccessful applicants within 14 days of the decision to deny
• New York  – landlords cannot deny an application on the basis of an applicant’s involvement as a party in a landlord/tenant lawsuit or dispute action
• Texas  – applications must receive notice of acceptance within seven days (or the date the landlord accepts the application deposit), or else automatically are rejected
• Washington  – application denials and “approved with conditions” acceptance must be explained to applicants
• Wisconsin  – landlords must accept or deny applications within three days of receiving an application fee, unless a longer time (up to 21 days) is in writing

Denying a rental application is an important and necessary part of the rental application process, best done with a tenant rejection letter .

False or Misleading Information on a Rental Application

Landlords have a legal right to expect that tenants will answer rental applications in a truthful and honest way. False or misleading information on a rental application is usually grounds for immediate denial of that application. Some states also provide legal consequences for deceptive applicants, including the following:

• Alabama  – landlords can evict tenants who put false or misleading information on their rental application
• Number of occupants
• Tenant Social Security number
• Employment status
• Kansas – tenants face fines or even jail for falsifying information on a rental application
• Minnesota  – landlords can charge a $500 fine for tenants who falsify or omit information on the rental application

Landlords in most situations can provide tenants with a notice to quit for providing false or misleading information on rental application.

Application Fee Regulations

Some states regulate the maximum fee for a rental application. This table describes state-specific guidelines for what a landlord can charge:

State laws only represent one possible source of regulation for a rental application fee. Cities and counties frequently impose their own standards and guidelines. Always check local laws.

Frequently Asked Questions

Related landlord templates.

Residential Lease Agreement

Landlord Reference Letter

Tenant Welcome Letter

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Legal Templates

Home Real Estate Rental Application Approval Letter

Rental Application Approval Letter

Once you find the right tenant for your property, send the new tenant an approval letter.

Updated July 23, 2023 Reviewed by Susan Chai, Esq.

“When you’ve identified the ideal tenant for your property after reviewing their Rental Application and conducting tenant screening, send them a rental application approval letter.”

Not only does this letter inform the renter of your decision, but it also provides essential details about the lease terms. It sets the tone for future interactions and shows the tenants they are in capable hands. Using this form makes the process easier.

What Is a Rental Application Approval Letter?

When do you need a rental application approval letter, why use a rental application approval letter, how to write a lease application approval letter, rental application approval letter sample, frequently asked questions.

A rental application approval letter is a document a landlord provides to a prospective tenant to confirm the rental application is approved .

You may also hear this document called a landlord or application approval letter.

The letter will be addressed to the tenant, providing critical information regarding the lease.

For instance, it might include the following:

• Property address
• Lease start date
• Length of the lease term
• Monthly rent payment amount
• Rent due date
• Security deposit amount
• Move-in date

The approval letter should also outline the next steps and provide your contact information.

Sending a rental application approval letter is one of the last steps in securing a new tenant. After completing your screening process and selecting a tenant, you only need this document.

Below is a brief guide to how to lease a residential property .

Finding Prospective Tenants

The first step is advertising your property so potential tenants know about it. Depending on your budget, you can find renters using one or more of these advertising methods:

• Online listings
• Social media
• Word of mouth
• For-rent signs

You might consider hiring a property manager or rental agent if you have multiple properties.

An experienced professional will know the best way to find renters in your area, and they can advise you on other parts of the process.

Showing the Property

Next, you must show the property to interested people at an open house or by scheduling individual showings.

Have a rental application available for prospective tenants to fill out, and be ready to answer questions about the property, lease terms, and application process.

Some prospects may lose interest if you seem disorganized or unprepared.

Screening Applicants

There are several tools available to screen applicants and identify red flags .

For instance:

• Reference check. The applicant’s employer and past landlord are crucial references, as they can verify the prospective tenant’s employment/income and rental history.
• Background check.  Criminal records and certain convictions may indicate a higher risk to your property and other tenants.
• Credit check.  You can run a credit check on a tenant to get a fuller picture of their financial history and stability.

Under the Fair Housing Act , you cannot base your decision on the applicant’s race, skin color, religion, national origin, sex (including gender identity and sexual orientation), familial status, or disability.

Additionally, the U.S. Department of Housing and Urban Development has issued guidance on the Fair Housing Act, indicating landlords cannot deny an applicant based solely on a criminal record. 

Some cities and states, such as New Jersey , have passed “Ban the Box” laws limiting when and how landlords can use criminal background checks in their screening process.

Before running a background check, research the laws in your area. 

Notifying Applicants

Once you have chosen the best applicant, notify them via a mailed or emailed approval letter.

If you are unsure what to include, check out our sample rental application approval letter .

You should also send rejection letters to the applicants you have not selected.

If you based your rejection on information obtained from a consumer report, you must disclose that fact in an adverse action notice under the Fair Credit Reporting Act .

Signing a Lease Agreement

The final step is to prepare and sign a lease agreement.

Since local laws and requirements vary, using state-specific lease agreement templates created by attorneys is wise .

A well-written rental application approval letter can serve several important purposes :

• Providing a record of your decision
• Helping renters feel welcome
• Creating an excellent first impression
• Verifying the lease terms
• Outlining any next steps the tenant needs to take
• Ensuring all parties are on the same page

Step 1 – Enter Sender’s Information

Provide the sender’s full name and current address, the landlord, or the rental property management company.

Step 2 – Fill Out the Date 

Write the date of the application approval letter.

Step 3 – Enter the Recipient’s Information

Provide the recipient’s full name and current address, which is the applicant and prospective tenant.

Step 4 – Enter the Property Address

Provide the complete street address of the rental property.

Step 5 – Enter Lease Information

Write the lease term dates, amount of monthly rent, rent due date, amount of security deposit, and the proposed move-in date.

Step 6 – Enter Landlord’s Contact Information.

Provide the landlord’s phone number and email address.

Step 7 – Signature

The landlord will sign the approval letter. 

Below is an example of what a rental application approval letter looks like.

What is an offer letter for leasing?

In leasing, an offer letter could refer to various documents: a lease offer letter or an Employment Offer Letter the applicant’s new employer provides to verify income.

A lease offer letter could also be called an apartment rental offer letter if the property is an apartment.

A lease offer letter is not the same as a lease agreement, a legally binding document outlining the lease terms between a landlord and tenant, nor is it the same as an application approval letter. 

Prospective tenants sometimes write offer letters and submit them to a landlord as a starting point for negotiations, while the landlord writes application approval letters.

How do I authorize a tenant?

Many landlord-tenant issues fall under non-negotiable, legally protected tenants’ rights .

However, some matters are left to the landlord’s discretion.

For instance, a tenant might want to change the property permanently or sublet a room. The landlord can set the terms or deny the request in these cases.

If the tenant asks permission to do something prohibited or not covered by their lease, you should document your responses in writing in an Lease Amendment or supplement form to the lease agreement.

Be as specific as possible to prevent misunderstandings and protect yourself in the event of a disagreement.

What is the difference between an offer to lease and a lease?

A lease is legally binding, but an offer to lease is not. The final lease agreement will typically be more detailed than the initial lease offer.

You could think of a lease offer as a rough draft or proposal. Even if both parties agree to the initial request with no changes, a formal lease is needed to make the arrangement official.

Lease offers are more common in commercial settings than for residential properties. Businesses use them to express interest in leasing a property and provide a starting point for negotiations.

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Wasting too much time, make more money, customizable rental application form (print, pdf, or word).

The rental application is the document that property managers and landlords use to screen prospective tenants. It's used before they sign their lease agreement and move into the rental, which includes an apartment, room, or home.

As a property owner, you need a well-written rental application to help you determine if a tenant is responsible and trustworthy. This is called tenant screening, and it's a crucial step in the process. Let's learn more!

What's a Rental Application Form Template?

Often called a lease application, the rental application is your standard operating procedure before the tenant signs your lease agreement and moves into the unit.

Property managers or the property owner should obtain a filled-out rental application form and charge an application fee, which is non-refundable. This covers the cost of running the background check and credit check, along with the tenant's rental history inquiry.

The rental application can also be called a:

• Tenant application
• Landlord rental application
• Lease application
• Rental property application
• Rental lease application
• Residential lease agreement form or residential rental application
• Application for a rental property

Landlords can save themselves from eviction proceedings when tenants violate the terms of the lease and other issues if they put the time in to find a reputable renter through a lease application form.

Examples of Rental Application Forms

There are many rental application forms landlords can use, and you should review the information below to determine what you need.

Depending on the rental property, you might require specific rental applications.

The Basic Rental Application Form

A basic rental application can gather information to help you run credit and background checks for a leased property. They can also be called a background check authorization form, which gives the landlord permission to run the review (including the tenant's criminal history).

In a simple rental application, the tenant will disclose important information, such as their social security number, date of birth, and name, as well as that information for additional occupants.

There could be a time when you have multiple co-applicants for one space. You should require separate rental application forms and tenant screening reports from each of your prospective tenants.

Every additional rental application for that same unit should have the applicant sign off on the background check and credit check, including their criminal history.

Usually, there's space on the application to collect information about employment and the tenant's residence history. You can use that with an IRS form 1040 or Employment Verification Letter to verify the person's income.

Apartment Rental Application Form

An apartment rental application includes information your prospective tenant provides. You should have a spot for all the required information needed to consider that person for the apartment, such as rental history, social security number, date of birth, and full name. Generally, you will request a small rental application fee to cover the screening reports.

House Rental Application

When evaluating potential tenants for a home, there are many things to consider. Therefore, you may want a house rental application that contains more information.

For example, you can collect information about your tenant, including social security number, rental history, date of birth, and full name. Then, you will research their financial information and run your screening reports.

Room Rental Application Form

If you plan to rent one room in the house, it's best to choose the right person. The property owner can use the rental application to run screening reports to determine if that person is trustworthy and reliable.

How to Decline or Approve a Rental Application

Once you've run your checks for general credit reports and criminal backgrounds, you will choose the applicants based on the rental applications. Inform the new tenants that you've accepted them by sending your rental application approval letter. Then, have them come to you to sign a lease agreement.

Choosing the wrong tenant for your property can lead to damages, missed rent payments, legal issues, evictions, and more.

The other pending applications should receive rental application denial letters.

It's wise to protect yourself thoroughly by asking your prospective tenants to fill out rental application forms. Make sure you keep them in a safe and secure location, such as in a safe. You're asking the candidates to provide personal information, such as a social security number and more.

The Next Step After Approval of Rental Property Applications

After approving the rental applications, it's time to prepare the lease agreement for the new tenant(s). When starting this process, landlords must be familiar with:

• State rental laws
• Landlord-tenant rights/responsibilities
• Security deposit regulations (generally, a landlord will collect a security deposit upon the signing of the lease agreement.)

Along with rental applications, you will need to use these documents throughout the tenancy:

• Early lease termination letter
• Eviction notice forms
• Notice to vacate
• Late rent notice
• Rent receipt

How to Write Your Rental Application

Before breaking out the lease agreements, it's wise to screen tenants. Whether you use online rental applications or a printable rental application, here are the steps for writing them:

1. Fill out Property Address Information

At the top of your application, you should include this information:

• Property address
• Date of application

2. Enter Applicant Personal Information

Before doing much else, the tenant application form should ask applicants to provide identifying information, such as:

• Date of birth
• Phone number(s)
• Social security number
• Email address
• Driver's license number

On the basic rental application, your potential renter should list the other possible residents on the premises and the relationship they have with the applicant.

3. Collect the Tenant's Rental History

When you review the applicant's residence history, you'll gain insight into the type of tenants they might be. Request this information from your potential tenants:

• Full current address, including the Zip code, state, and city
• Dates of residency, such as when they moved out and in
• Reasons for moving (such as being asked to do so)
• Monthly rent price, due date, and all payment conditions (cash, paid in full, etc.)
• Landlord/manager's contact information and name

You can determine how many years the potential tenant should go back. Likewise, try to get this information, as well:

• Prior broken leases
• Prior evictions

4. Gather the Tenant Employment Information

You are entering into an agreement for the potential tenant to pay monthly rent, so you must ensure they do so reliably. The rental application form can help you assess their financial stability.

Ensure the form asks your potential tenant for this information about their current/previous work history:

• Current employer and position within the company
• Name of supervisor
• Company phone number and address
• Monthly pay
• Duration of employment

Collect this employment information for previous employers for as many years as you feel is appropriate.

You can also ask the potential tenant to provide more information about their monthly or annual income sources. This can include W2 forms, pay stubs, employment offer letters, and more. Just ensure that you make copies and keep them in a safe and secure location.

5. Enter the Tenant Credit History

Many landlords require their applicants to have a renters credit check before consideration. While a credit report from Trans Union, Experian, and Equifax can be helpful, there are other references that will supplement your application.

The following information will help you review the applicant's credit:

• Credit card statements
• Bank account details
• Letters from their former landlords that confirm routine rent payments
• Institutions where applicants have accounts and the balances
• Consent to the credit check
• ITIN or social security number (one is required for the credit check)

It's wise to charge the tenant a credit application fee to cover the cost of the credit report. Plus, it's standard. However, some states will prohibit or limit the amount of rental application fees charged. For example, California allows you to get $52.46 total.

Some landlords prefer to hire a third party to request the credit check. Then, they will charge the applicant. This is often better for tenants because they may not like providing sensitive information on the landlord's application.

6. Get Tenant References

The lease application should ask renters for personal references, such as past landlords and neighbors. Make sure to get this data:

• Contact information
• Name of the reference
• Relationship to the applicant

7. Conduct the Background Check on the Tenant

Most landlords ask that applicants consent to a criminal and general background check along with filling out their residential rental application.

Though the information provided will vary based on the service provider, it often includes:

• Personal details
• Credit report(s)
• Income statements
• Eviction record report
• Criminal background record report
• Rental history check
• Public record check
• Employment history
• Fraud indicator report
• National sex offender registry checks

Since the information provided on the rental application may be similar to a background check, you can ask for those details directly so that tenants don't have to fill in two forms.

Steps for Running a Background Check

• Make sure your potential tenant completed the application.
• Ensure the applicant and landlord have signed the application.
• Pull the credit report (check the credit score and history).
• Order your rental history report to see if the applicant paid rent on time.
• Conduct appropriate employment verification.
• Contact the references, including all previous landlords.
• Check the applicant's name on the national sex offender registry.
• Consider checking your state's website for any sex offenders.

8. Consider Additional Verifications and Property Application Questions

The rest of a good rental application includes questions about background information and the tenant's behavior while on the rental property.

Here are a few common questions your rental application should include:

• Will there be other occupants living on the premises?
• What vehicle do you drive (include mileage, color, year, model, make, and license plate number)?
• Do you have pets?
• Do you smoke?
• Why do you wish to move?
• How long do you plan on living at this property?
• Have you ever filed for bankruptcy?
• What's your eviction history like?
• Have you ever had problems with your current or past landlords?
• Do you have a criminal background or any serious credit issues?
• Will a guarantor or co-signer be responsible for your rent?
• Who is your emergency contact? Provide a space for them to list phone numbers and addresses.

Whether the candidate includes a cover letter or not, you should be aware that some states put restrictions on landlords who screen tenants through an application.

Likewise, landlords, regardless of state, must follow the laws of the Federal Fair Housing Act and state/local fair housing laws whenever screening potential tenants.

Fair housing laws do consider age to be a protected class, so you can only collect that information when running a tenant screening report.

For example, California landlords can ask about the potential tenant's income level and source but can't discriminate based on other criteria.

If the applicant doesn't provide accurate or complete information on the Texas application, the landlord is allowed to reject the candidate.

What Else to Include on Your Rental Application Form

The candidate's signature on your residential lease application is the certification that they're telling the truth and authorizes the landlord to verify whatever information was included on the rental application. This includes contacting personal references, employment, and rentals.

If the applicant ends up offering incomplete or false information that you learn about when conducting the tenant screening reports, you can legally reject the rental application by sending a denial letter.

At the end of the rental property application, you should include authorization that lets you run a background and credit check. After getting the appropriate information, everyone should sign and date the application. There's no need to include security deposit information, as that often goes on the lease agreements.

Helpful Quick Tips

There is so much information relating to collecting rent applications, screening tenants, and showing vacancies. However, here are some quick tips to start you out:

• Don't describe your ideal tenant in your ads or rental listings because you could break the fair housing laws in your state (or on the federal level).
• Make sure you collect a fully completed and signed form from every prospective tenant and read everything carefully.
• When you create a rental application, make sure it has sections for criminal background checks, credit reports, and identity verification. You can charge the tenant for this, so you're not out any money.
• Verify the applicant's income, employment, and rental history.
• Ensure that the rent is about 1/3 of the applicant's combined income. Most landlords actually check to see that the person makes three times the rent amount.
• If possible, walk through your applicant's current house to see how they treated it. This tells you what they'll do to yours.
• If you have a borderline application, there are options to improve the odds of a better tenancy. One is requiring the applicant to have a guarantor or co-signer. These people are liable to pay the rent if the tenant doesn't do so. Another is to get a higher security deposit, which could be double your monthly rent. Just make sure you check all local laws to see if this is possible. Finally, you can request the tenant to purchase a surety bond to guarantee rental payments up to a specific amount.

Always follow your gut. If something about the applicant bothers you, decline the application and choose someone else to sign a lease agreement. There are great renters out there, so you don't want to risk choosing a rotten apple who might default, ruin your property, slander your name, or sue you.

Remember that you're in control of who you sign a lease agreement with. Don't be bullied by a prospective tenant. Property owners have the right to verify employment with the applicant's employer and do a criminal history check.

Fair Housing Laws and Discrimination

Landlords often think that they'd never do anything as horrible as breaking fair housing laws, but it's easier to do than you think. Savvy renters understand this and often sue landlords based on discrimination. Here's a classic example:

A landlord advertises their tiny studio apartment that only fits one person and says that it would be perfect for a single professional. Though that's invariably true, you still can't say it because it discriminates based on a person's familial status. Make sure you're advertising on mass-market circulars and websites, and don't describe your perfect tenant.

When you follow your gut and choose a tenant, you must still cover yourself against legal ramifications. That's why all landlords must run criminal background checks and credit reports. These are concrete, and you can use them as valid reasons to decline the application you created from a printable rental application template.

If the declined applicant tries to sue you for discrimination, you will have a written record of the credit report, rental application, and criminal report. These become references in court that can prove your reasons for denial.

In general, it's best to simply tell declined renters that you chose someone else without going into detail about why. When you provide less information, you're unlikely to be in court for unfounded lawsuits.

However, some states might require you to provide a reason for denying the rental application. In this case, it's best to say as little as possible and include in there that you have proof to prevent applicants from trying to go to court on a frivolous case.

FAQs for a Rental Application

When should you use the tenant application form.

Landlords benefit from using a free online rental application when they are:

• First-time landlords who wish to find a suitable tenant
• In popular locations or buildings that attract many renters
• A veteran landlord who had bad luck with previous renters
• Screening for serious tenants who wish to move in quickly
• Concerned about an applicant's financial resources

What's a Credit Reference on the Rental Application?

The credit reference on the online rental application is an organization, business, or person who the applicant has established a financial relationship with. In most cases, obtaining them is part of the normal tenant screening process and works alongside running a credit check.

These credit references will provide helpful information about the tenant's paying habits. When you review that data, you'll get more insight into how likely you'll get rent on time.

Examples of credit references can include:

• Dental and medical offices
• Local businesses offering payment plans
• Previous landlords
• Utility companies

What If You Don't Use the Residential Rental Application?

If you don't use rental applications for research and tenant screening, you will likely spend more time and money finding appropriate renters.

Once a potential renter fills out the application, review it closely. Make sure you contact previous employers and landlords and run appropriate checks.

How Long Should the Rental Application Take for Approval?

It often takes about 24 to 72 hours to approve the rental lease application. However, most landlords wish to check personal and financial histories, so the process might be longer because you're waiting for the database to give you the information necessary.

Landlords should always try streamlining the tenant screening process by using templates whenever possible and hiring a third-party company to run checks. Reducing the time you spend on processing and collecting the data will lead to a better overall experience and more rental income.

Can a Tenant Rent without Having a Job?

It's possible to choose a tenant who is unemployed, but you must ensure that they can cover the monthly rent payments. Look for references from their previous landlords and ask them to pay more upfront if possible. Likewise, you can request a guarantor or co-signer for the lease agreement.

What Do Landlords Generally Look for in Tenants?

Landlords often want to check the potential tenant's income, credit, rental history, and criminal background. Usually, they choose people who earn three times the desired rent amount and pay their bills mostly on time.

Where to Find a Free Rental Application Form

Your prospective tenant should always fill out a printable rental application form, which covers you against legal problems. Likewise, it will help you learn more about the person and determine if they have what it takes to live on the property and pay rent each month. The goal is to have a reliable person who doesn't disturb other tenants, is on time with payments, and keeps the place maintained.

It's challenging to take in all of this information, but it's easy to use DoorLoop to get a free rental application template. You will be able to view a sample rental application, but there are many other documents you can use. Once you have a tenant in mind, you may create subleases and leases, security deposit forms, and so much more.

David is the co-founder & CMO of DoorLoop, a best-selling author, legal CLE speaker, and real estate investor. When he's not hanging with his three children, he's writing articles here!

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Consent Letter to Use Premises – Sample Consent Letter from the Owner of Premises to Use the Location

To, __________ (Receiver’s Name), __________ (Address)

Date: __/__/_____ (date)

Subject: Consent to use premises

Respected Sir/ Madam,

I am ________ (name) and I am writing this in reference to the request received from your end seeking permission to use ________ (mention location) on __/__/____ (date) for ________ (purpose).

In the regard to the above-mentioned subject, kindly consider this letter as approval to the request and I hereby give my full consent to use the mentioned premises for ________ (mention purpose). The date as mentioned on a letter received is __/__/____ (date).

Date of Visit: ___________ (Mention date) Time of Visit: ___________ (Time) Purpose: ____________ (Purpose)

We expect no harm to the premises upon usage and you shall be held liable for any harm caused to the property.

Regards, ___________ (mention your name with signature), ___________ (contact number)

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Answer Man: Are appliances and furniture included in Buncombe County rental appraisals?

ASHEVILLE - A reader addresses a recent letter sent to property owners. Its contents indicate that they must declare whether or not they are leasing-out any property they own in the county. Do you need to start declaring your refrigerators and reclining chairs as a part of listing personal business property?

Got a question for Answer Man or Answer Woman? Email Executive Editor Karen Chávez at [email protected] and your question could appear in an upcoming column.

Question: A recent letter from the property appraiser's office requires reporting of tangible property included in rental housing or a statement that no rentals are taking place. I would like to know if this is a new requirement, are all property owners in Buncombe County receiving it, what other counties are doing this and its applicability to properties occupied under an annual lease. 

Answer: As we continue to hear about the county's proposed short-term rental regulations , many readers have asked how these new rules will impact property owners. This, actually, is not part of that slew of proposed ordinances. However, it is part of an educational effort from the Buncombe County Tax Assessors Office.

To answer the first of three questions: No, this is not a new requirement.

County spokesperson Kassi Day, speaking on behalf of the county tax assessor's office, noted the program has been in place for several years.

As for impact on appraisals for those who rent out their property, the county says they shouldn't expect this additional aspect to change anything in terms of appraisals, where rentals are included as "business personal property."

Additionally, listing business property is required under state law, where "owners of rental property are required to report, for purpose of taxation, the personal property assets provided in the rental" under North Carolina General Statutes.

"Residential single family rental property is not appraised differently," Day said on behalf of the Tax Assessors office.

An update on the property listing period for Buncombe County was posted in December, where rental property must be included alongside other business and personal property.

For rentals, personal business property includes appliances renters use (your favorite Mickey Mouse plate), housewares, indoor and outdoor furniture (the strange couch you never threw away) and entertainment items (all of those old vinyl records you got from your parents).

To answer another question: Not everyone received this letter when it was sent out in December. It was just sent to those who have property where the "mailing address is different than the situs," Day said. Situs is a legal term for where the property is located.

This information was included in a update post on the property listing period for Buncombe County. You can read that update at: buncombecounty.org/countycenter/news-detail.aspx?id=21140 .

The update also clarifies: this goes for both long-term and short-term rentals.

Finally, to answer your question on whether all counties do this. While all counties require you to list business personal property, of which a rental property or leased property would qualify, not every county currently has a rental property listing form. Madison and Henderson counties just require you include that information on a personal business property form.

Buncombe County's rental form came from recommendations from the reappraisal committee where it's part of the county's effort to "grow property owners awareness and compliance with" North Carolina General Statute 105-304(f)(1), according to the letter from the tax assessor's office.

Day said that listing the appliances included in your rentals will not impact reappraisals.

"Listing of Business personal property has no connection to reappraisal. Reappraisal 2025 is only appraising real property," Day told the Citizen Times.

I should also note: you should have listed your property by Jan. 31, but extensions were available. So, reader, if you were waiting for me to circle around to this topic to list your property (please don't do this), I should note that extensions are not available past March 15, which is today. If you haven't done it, get on it!

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Will Hofmann is the Growth and Development Reporter for the Asheville Citizen Times, part of the USA Today Network. Got a tip? Email him at [email protected].