Rental Application Checklist: What to Include (and What to Leave Off)

A rental application does two jobs. For landlords, it collects the information needed to apply screening criteria fairly and consistently. For renters, it’s the first impression, and a complete, organized application often gets approved faster. This checklist covers both sides.

Part 1: For landlords — what your application should collect

Applicant identity and contact

• Full legal name and any previous names
• Date of birth (needed to match screening reports)
• Phone and email
• Government ID (viewed or uploaded, not photocopied and left lying around)

Residence history

• Current address, move-in date, monthly rent, and reason for leaving
• Previous one or two addresses with the same details
• Landlord or property manager names and contact information for each

Employment and income

• Current employer, position, start date, and supervisor contact
• Gross monthly income
• Other income sources the applicant wants considered (self-employment, benefits, child support, housing vouchers)

If your state or city protects “source of income,” you must treat lawful income sources, including vouchers, the same way when deciding eligibility.

Occupants, pets, and vehicles

• Names of all adults who will live in the unit (each adult should apply)
• Number of minor occupants (for occupancy code compliance only; don’t ask ages or plans for children)
• Pets: type, breed if your insurance requires it, and weight
• Vehicles if parking is assigned

Remember: assistance animals for people with disabilities are not pets, and pet fees and restrictions generally don’t apply to them.

Authorization and disclosures

• Signed consent to run credit, eviction, and background reports
• A statement that the information provided is true
• Your written screening criteria (attach or link)
• Application fee amount, what it covers, and whether it’s refundable

Some states and cities cap or regulate application fees. If you use a service where the applicant buys their own report, like MySmartMove, you may not need to collect a fee at all.

Emergency contact

An emergency contact is helpful, but make clear it’s for emergencies only, not a reference.

What to leave off your application

Avoid questions that touch protected characteristics or invite bias:

• Religion, national origin, or citizenship beyond what federal programs require
• Marital status or plans to marry or have children
• Disability, medical history, or medication use
• Sexual orientation or gender identity
• Age beyond what’s needed for identity verification

The federal Fair Housing Act is the floor; many places add protections. Asking about something you’re not allowed to consider creates the appearance that you considered it. For the full screening process, see how to screen tenants legally.

Part 2: For renters — get your documents ready

Good rentals often move quickly. Having a ready-to-go folder (digital is fine) can put you at the front of the line.

Your renter folder

1. Photo ID for every adult applicant
2. Proof of income: recent pay stubs, an offer letter, or bank statements; self-employed renters often provide tax returns or a profit-and-loss statement
3. Rental history: addresses, dates, landlord contact details, and if possible a written reference
4. Credit snapshot: you can get free credit reports from each bureau at AnnualCreditReport.com, the federally authorized site; review them for errors before you apply
5. Pet records: vaccination records and a pet reference from a prior landlord
6. A short renter cover letter (optional) explaining anything unusual, such as a recent job change or a past credit issue you’ve resolved

Before you pay a fee, check:

• That the listing is real. Rental scams often involve “landlords” who can’t show the property in person and push for payment by wire or gift card. The FTC’s guidance on rental listing scams is worth a read.
• What the fee covers and whether it’s refundable
• The landlord’s written screening criteria, so you know whether you’re likely to qualify
• Whether there are other applicants ahead of you

Part 3: The application timeline

Timelines vary. A complete application usually speeds things up because the landlord isn’t chasing missing pages.

Part 4: Digital applications

Many landlords now take applications online through platforms that bundle listing syndication, applications, and screening. Common options include TurboTenant, RentRedi, and Zillow Rental Manager. Benefits include consistent forms, built-in consent language, and secure document storage. For a broader look at tools, see landlord software categories.

If you use digital applications, make sure applicants without easy internet access can still apply, for example by offering a paper option.

Part 5: Privacy and data security

Rental applications contain sensitive data. Landlords should:

• Store applications in a locked cabinet or encrypted account
• Limit who can view them
• Shred or securely delete records when you no longer need them, following the FTC’s disposal rule for consumer report information
• Never email Social Security numbers in plain text

Renters should be cautious about sending sensitive documents to anyone they haven’t verified.

Quick printable checklist

Landlord: criteria sheet · uniform application · consent form · fee disclosure · screening service · reference call notes · decision letter template · secure storage.

Renter: ID · income proof · rental history · credit check · pet records · cover letter · questions for the landlord.

The bottom line

A clean, consistent application process protects landlords and helps good renters stand out. Collect what you need, skip what you can’t legally consider, and keep everything organized. Once approved, the next step is the lease, so read our guide on how to read a lease before signing.

Rental Brief provides general information, not legal, tax, insurance or financial advice. Laws vary by location and change over time; verify current rules and consult a licensed professional. See our Disclaimer.