What Should a Landlord Ask on a Rental Application?
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A rental application gives you the information you need to evaluate a prospective tenant. Before you share it, decide what you will verify, how you will handle sensitive records, and which fee and screening rules apply where the property is located.
Start with the information you need to verify
- Ask for a name, a reliable way to contact the applicant, and the requested move-in date.
- Ask for rental history and contact information for references you plan to verify.
- Explain what documentation you accept to verify the applicant's ability to pay, taking into account any applicable source-of-income protections.
- If you use a screening company, explain what it will check and collect sensitive identifiers through an appropriate secure channel. Avoid asking applicants to email Social Security numbers or copies of identification in an ordinary PDF.
Use consistent, lawful screening criteria and review applicable fair housing protections. If an applicant requests a disability-related accommodation in the application process, review that request. HUD guidance on screening applicants for rental housing
Check state fee rules before collecting money
In New York, for a covered rental, the charge for credit and background checks is limited to the actual cost or $20, whichever is lower. The statute requires a waiver if the applicant supplies a qualifying recent report, and requires a copy of the report and a receipt or invoice before collecting a charge. New York Real Property Law § 238-a
In Colorado, check whether the portable tenant screening report rules apply. When an applicant provides a qualifying report under the covered process, the landlord generally cannot charge an application fee or a fee to access or use that report. Review the report requirements, disclosures and statutory exceptions before accepting payment. Colorado General Assembly guidance on portable tenant screening reports
If a consumer report affects your decision
A denial is one kind of adverse action. Requiring a co-signer, higher rent, or a larger deposit can also qualify if the consumer report contributed to the decision. The federal Fair Credit Reporting Act requires an adverse action notice in those circumstances.
Identify the reporting company and its contact information. Explain that the company did not make the decision or provide the specific reasons for it. Tell the applicant that they can dispute inaccurate or incomplete information and request a free report from the company within 60 days. If you used a credit score, review the additional disclosure requirements. Check state or local rules for written notices, reasons or report copies. FTC guidance for landlords using consumer reports