What Landlords Look for in a Rental Application
What goes on a rental application and why landlords ask for it
A rental application is a form that asks for your personal, financial, and rental history. Landlords use it to decide whether to rent to you. The form itself is usually one to three pages, and you fill it out by hand or online. What you put on it matters more than how neatly you write it — landlords are looking for specific information that tells them whether you pay rent on time and take care of a place.
Most applications ask for the same core things: your full legal name, current address, phone number, email, Social Security number, driver's license number, employment information, income, and references. Some also ask about pets, vehicles, criminal history, or previous evictions. The form is not a test you can fail — it is a snapshot of your situation that the landlord compares against their own rules.
You will usually get the application in person at a showing, by email after you express interest, or through an online portal. Some landlords charge a fee to process it, usually $25 to $75. That fee goes toward a background check and credit report, not toward your deposit. You are not required to pay it upfront — the landlord should tell you the fee exists before you hand over money.
Key Takeaways
- Rental applications ask for employment, income, and rental history because landlords want to know you can pay rent and have done so reliably before.
- Your Social Security number and driver's license number are standard requests used to run background and credit checks.
- If you have gaps in employment, previous evictions, or no rental history, you can still rent — you may need a co-signer, a larger deposit, or proof of income in a different form.
- Always use your legal name exactly as it appears on your ID, and call the landlord if you are unsure what a question is asking.
- Keep copies of everything you submit, and ask the landlord when you can expect to hear back about their decision.
The sections of a standard rental application
Personal information is the first section. Write your full legal name as it appears on your driver's license or state ID — not a nickname or shortened version. Include your phone number and email address. If you have lived at your current address for less than a year, most applications will also ask for your previous address and how long you lived there. Be accurate with dates; landlords cross-check this against your rental history.
Employment and income is where you list your current job, your employer's name and phone number, your job title, and how long you have worked there. If you are self-employed, you will likely need to provide tax returns or bank statements instead. If you are unemployed, on disability, or retired, you can still fill this out — write "unemployed," "disability benefits," or "retired," and move to the income section. Many landlords want to see that your monthly income is at least three times the monthly rent, though this varies by landlord and location.
Rental history asks for your previous addresses, the names of your landlords or property managers, their phone numbers, and the dates you lived there. Start with your most recent place and go back two to three years. If you have never rented before, write "first-time renter" or leave it blank — do not make up a landlord. If you lived with family or in a dorm, note that. Landlords understand that people have different housing histories.
References may include previous landlords, employers, or personal references. Some applications ask for all three; others ask for one or two. Use real people who can speak to your reliability — a previous landlord is strongest, but a supervisor or someone who has known you for years works too. Always ask permission before listing someone as a reference.
How to handle gaps, evictions, or no rental history
If you have never rented before, you are not alone, and landlords know this. Write "first-time renter" or "no previous rental history" in the rental history section. You can strengthen your application by offering a co-signer — usually a parent or relative with good credit and stable income who agrees to pay rent if you do not. Some landlords will also accept a larger security deposit, proof of savings, or a letter from an employer confirming your job stability.
If you have a gap in employment, write the dates you were not working and the reason if the form asks. "Unemployed, January to March 2023" is fine. If the gap is recent, show that you are employed now. If you are currently between jobs, some landlords will hold your application until you start work, or they will ask for proof that you have a job offer in writing.
If you have an eviction on your record, you can still rent, but you need to be direct about it. Do not hide it — landlords run background checks and will find it anyway. If the form asks about evictions, write "yes" and briefly explain what happened: "Evicted in 2021 due to job loss; employed since 2022." Then offer a co-signer, a larger deposit, or a letter from your current employer. Some landlords have a strict no-eviction policy; others do not. You will find out when they respond.
Information you should not put on an application
Do not volunteer information the application does not ask for. If there is no question about criminal history, do not mention it. If there is no question about health or disability, do not disclose it. Landlords are not allowed to discriminate based on disability, but you are also not required to tell them about one unless it affects your ability to pay rent or you need a reasonable accommodation (like a service animal or an accessible unit).
Do not exaggerate your income or make up employment. Landlords verify this information by calling your employer or requesting recent pay stubs. If you lie and they find out, they can reject your application or, in some places, pursue legal action. If your income is lower than the landlord's requirement, a co-signer or proof of savings is a better strategy than inflating numbers.
Do not leave questions blank unless they truly do not apply to you. If you are unsure what a question is asking, call or email the landlord and ask. A blank space looks like you avoided the question, which raises red flags. A clear answer — even if it is "not applicable" — shows you took the application seriously.
Documents to have ready before you apply
Gather these documents before you start filling out applications. You will need them for most landlords, and having them ready speeds up the process. Keep copies for your own records.
| Document | Why the landlord asks for it |
|---|---|
| Driver's license or state ID | Confirms your legal name, date of birth, and identity for the background check |
| Recent pay stubs (last two to four weeks) | Proves current employment and income |
| Tax returns or W-2s (if self-employed or if asked) | Verifies income over time if you are self-employed or have variable income |
| Bank statements (if asked) | Shows you have savings to cover rent if income is irregular or low |
| Letter from previous landlord | Confirms you paid rent on time and took care of the place |
| Letter from employer | Confirms your job title, income, and how long you have worked there |
| Co-signer agreement (if using a co-signer) | Shows that someone else agrees to pay rent if you cannot |
You do not need to submit all of these with every application. The landlord will ask for what they need. If they ask for something you do not have, ask whether an alternative is acceptable — for example, if you do not have recent pay stubs because you just started a job, offer a job offer letter and your previous employer's contact information.
What happens after you submit your application
After you turn in your application, the landlord or property manager will run a background check and pull your credit report. This usually takes three to seven business days. They may also call your previous landlords and your employer to verify the information you provided. During this time, you should not assume you have the apartment — many people apply for the same place, and the landlord is comparing all of them.
Ask the landlord when you can expect to hear back. Some will tell you "by Friday" or "within a week." If they do not give you a timeline, follow up after five business days with a polite email or call: "I wanted to check on the status of my application for [address]. Let me know if you need any additional information." This shows you are interested and organized.
If the landlord rejects your application, they should tell you why — usually because of income, credit, or rental history. Some landlords will tell you directly; others send a form letter. If you disagree with their decision or want to explain something on your application, you can ask to discuss it. Some landlords will reconsider if you offer a co-signer or a larger deposit. Others will not. If they reject you, move on to the next place rather than pushing back.
Frequently Asked Questions
Do I have to give my Social Security number on a rental application?
Yes, most landlords require it to run a background check and credit report. If you are uncomfortable providing it in person, ask whether you can submit the application online or provide it after you have seen the lease. Some landlords will accept an Individual Taxpayer Identification Number (ITIN) if you do not have a Social Security number.
What if I do not have a credit history?
No credit history is different from bad credit, and many landlords understand this. If you have never borrowed money or had a credit card, explain that on your application or in a cover letter. Offer a co-signer, a larger deposit, or proof of savings. Some landlords will also accept a letter from your bank showing you manage your account responsibly.
Can a landlord ask about my criminal history?
Yes, but they cannot automatically reject you because of it. If the application asks about criminal history, answer honestly. Landlords are looking for patterns of behavior that suggest you might damage the property or pose a safety risk — not a single mistake from years ago. If you have concerns, explain the context in a brief cover letter.
What should I do if I make a mistake on my application?
If you notice the error before you submit it, cross it out neatly, write the correct information, and initial the change. If you have already submitted it and realize there is an error, call the landlord right away and ask to correct it. Do not assume they will not notice — be proactive about fixing it yourself.
Can I apply for multiple apartments at the same time?
Yes. Each application and background check is separate, and landlords expect that people apply to more than one place. Having multiple applications out does not hurt your chances with any single landlord. Just make sure you are honest on each application — do not change your information from one to another.