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A well-qualified tenant can be great for your rental business, and an Illinois rental application is an important resource for finding one. You’ll be able to learn more about prospective tenants and determine if they meet the criteria you have set for your property.
Additionally, understanding the Illinois landlord-tenant laws that apply to the rental application process can help you create a seamless experience for you and your tenants.
In this article, we provide an overview of Illinois rental applications and a free downloadable form that you can use for your rentals.
What to Ask on an Illinois Rental Application
A rental application is an early step in the process of finding a new tenant. Be sure to collect the following pieces of information:
- Applicant’s personal details: This includes their first and last name, current address, contact information like their phone number and email, and proof of identification. You can also ask lifestyle questions, such as if they own pets and if they smoke.
- Proof of income: Proof of income, like a pay stub or W-2, can help show that the tenant can reliably pay rent.
- Employment history: Employment history can prove that the applicant can maintain a job and, therefore, a steady source of income, which may also factor into their ability to stay current on their rent payments.
- Screening reports: Screening reports like credit reports, background checks, and eviction history can reveal any causes for concern that you may want to discuss with an applicant.
- References: Previous landlords can show what renting to an applicant is like, and credit references can reflect their ability to make on-time payments. References are also great for tenants who can’t authorize screening reports.
- Additional applications: If you require a guarantor or co-signer, they should also submit an application. The same applies if there are parties planning to be roommates.
What Not to Include on an Illinois Rental Application
While the state of Illinois doesn’t restrict inquiries on a rental application, renters are still protected by the Fair Housing Act, which prohibits discrimination based on the following categories:
- Race
- Color
- National origin
- Religion
- Sex (including gender identity and sexual orientation)
- Familial status
- Disability
Asking about these factors could lead to accusations of housing discrimination and potential legal consequences, so avoid requesting any of these details on a rental application.
Illinois further protects renters from housing discrimination through the Illinois Human Rights Act. This act prohibits discrimination based on:
- Pregnancy
- Ancestry
- Age (40 and over)
- Order of protection status
- Marital status
- Unfavorable military discharge
Additionally, local laws on a county or municipality level may also apply to what information can be collected on an Illinois rental application, so be sure to check the local regulations as well.
Visit our Landlord-Tenant law page to learn more about legal mandates in your state.
Is it Legal to Request Screening Reports in Illinois?
Landlords can legally request screening reports in Illinois as long as the information doesn’t violate the Fair Housing Act or the Illinois Human Rights Act.
Local laws also apply to screening reports. For example, Cook County’s Just Housing Amendment prohibits landlords from housing discrimination based on an individual’s criminal history.
With a tenant screening service like Avail, you can request screening reports that your tenants can authorize. Select specific reports individually, or bundle them together for a one-time payment that you or the applicant can cover. Then you can easily access the reports from your landlord dashboard.
Are Rental Application Fees Legal in Illinois?
Rental application fees are legal in Illinois, and there’s no legal limit on what landlords can charge. Furthermore, there’s no mandate that application fees must be refundable.
How Long Does Processing an Illinois Rental Application Take?
The speed at which you can process an Illinois rental application depends on how quickly your applicant can submit their info and authorize the requested screening reports. With Avail, you can view all the information in minutes from your profile once the applicant has completed their end.
Streamline the Illinois Rental Application Process With Avail
When you’re ready to request an application, you can invite your prospective tenants to Avail and have them fill out an Illinois Rental Application and authorize screening reports online. You’ll have all the information from your applicants in one convenient place to compare and review in order to find a tenant that fits your criteria.
Create an Avail account or log in to get started.
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How can you know if a tenant is suited for your rental property? One of the best ways to find out is with a Pennsylvania rental application. With this document, you can collect relevant details and request screening reports to get a comprehensive look at your applicants.
Of course, it’s important to familiarize yourself with the laws and regulations that apply to the rental application process in Pennsylvania. In this article, we provide a closer look at what landlords should know about the process, and offer a free downloadable form for your use.
What Information to Request on a Pennsylvania Rental Application
When you request an application, it’s essential that you capture the most important information about the applicant, such as:
- Applicant’s personal info: The applicant should fill out their first and last name, contact telephone number, email address, current address, and proof of identification. You should also ask relevant lifestyle questions, such as if they have a pet, do they smoke, will they require parking, and so on.
- Proof of income: By requesting proof of income, you can gauge their ability to pay rent. This could be a W-2 or a pay stub, or a 1099 tax form if the applicant is self-employed.
- Employment history: Verifying an applicant’s employment history can show how capable they are at maintaining a job. It may also let you know how reliable they’ll be for staying current on rent through the length of their tenancy.
- Screening reports: By requesting credit reports, background checks, and eviction history, you can see if there are any causes for concern in the applicant’s history.
- References: Landlord references can give insight into what renting to an applicant is like, and credit references can reveal their ability to make on-time payments. References are also an ideal alternative for tenants who can’t authorize screening reports.
- Additional applications: Applicants who are applying as roommates should each submit an application. If you’d like your applicant to have a co-signer or guarantor, you should have them fill out an application, too.
What Can’t You Ask on a Pennsylvania Rental Application?
According to the Fair Housing Act, discrimination based on certain factors is strictly prohibited. Avoid asking about any of the following on your Pennsylvania rental application:
- Race
- Color
- National origin
- Religion
- Sex (including gender identity and sexual orientation)
- Familial status
- Disability
Asking applicants to disclose any of these details could result in claims of discrimination and potential legal repercussions.
Are Rental Application Fees Legal in Pennsylvania?
According to Pennsylvania landlord-tenant laws, the state doesn’t limit what landlords can charge for a rental application fee. Furthermore, application fees are considered non-refundable in Pennsylvania.
Are Tenant Screening Reports Legal in Pennsylvania?
Yes, screening reports are legal in Pennsylvania. There’s no limitation on the type of screening reports that landlords can request from applicants. However, you must get written consent from an applicant before running a background check.
With a tenant screening service like Avail, it’s easy to have tenants authorize screening reports along with their submitted applications. Select which screening reports you’d like individually, or bundle them together for a one-time fee. You can also decide if you’ll pay for the reports or if your applicant will be responsible for the cost.
Once the process has been completed, you can view the information online via your landlord profile, and compare applicant details side by side to make an informed decision.
How Long Does it Take to Process a Pennsylvania Rental Application?
A Pennsylvania Rental Application can be processed as soon as the same day, but it depends on how quickly your applicant can complete the required steps. If you screen them with Avail, you’ll have the info populated in your dashboard within minutes once the screening reports have been authorized.
Find Your Next Tenant With Avail
When you’re ready to find a great tenant, a Pennsylvania rental application is a necessity. With Avail, you can invite applicants to the platform and have them fill out an application online. Screening reports can help you feel confident in your selection, and once you’ve finalized your decision you can create a state-specific lease for your new tenant to sign.
Create an Avail account or log in today to find your next tenant.
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Before selecting your next tenant, it’s important to properly screen them to determine if they meet your criteria. An easy way to do this is with an Arizona rental application and locally-allowed screening reports. You should also research laws and regulations regarding the application process in the state of Arizona, considering this can impact your screening practices.
In this article, we provide an overview of Arizona rental applications and a free downloadable rental application form.
What to Request on an Arizona Rental Application
Before requesting an application from a prospective tenant, ensure your application requests the following:
- Applicant’s personal information: This includes their first and last name, phone number, email, current address, proof of identification, and lifestyle questions like whether they smoke and own pets.
- Employment history and proof of income: If the applicant is employed part-time or full-time, you can request the company’s contact information to verify their employment. You can also request proof of income such as a pay stub, W-2, or a 1099 form for self-employed applicants.
- References: Landlord references can reveal what renting to an applicant is like, and credit references can reveal their ability to make on-time payments. These are also great options for applicants who can’t authorize screening reports, such as international tenants.
- Screening Reports: By requesting credit reports, background checks, and eviction history, you can see if there are any causes for concern that you may wish to discuss with your applicant. Before you request these reports, verify your local landlord-tenant laws and any restrictions on tenant screening.
- Additional applications: If your applicant would like to bring in roommates, you should request applications from them as well. Or, if you request a tenant has a co-signer or guarantor, you should have them apply as well.
What Can’t You Ask on an Arizona Rental Application?
There are certain things you shouldn’t ask about on an Arizona rental application. According to the Fair Housing Act, discrimination based on the following is prohibited:
- Race
- Color
- National origin
- Religion
- Sex (including gender identity and sexual orientation)
- Familial status
- Disability
Asking applicants to disclose any of these details could result in a violation of Fair Housing laws, claims of discrimination, and costly legal repercussions.
Visit our Landlord-Tenant Laws hub to learn more about laws in your state.
Are Tenant Screening Reports Legal in Arizona?
There are no laws in Arizona restricting which tenant screening reports landlords can request from applicants. The only restriction on tenant screening in Arizona pertains to protecting tenants under the Fair Housing Act.
You can use a tenant screening service like Avail to request and process screening reports. Bundle all reports together for a one-time fee, or order the individual reports that you require.
With Avail, your applicants will receive a request to authorize screening reports. Once approved, you can view the results from your landlord dashboard and compare them with other reports to find which applicant best fits your criteria.
Are Rental Application Fees Legal in Arizona?
According to Arizona landlord-tenant law, there are no limits on the amount a landlord can require for an application fee.
Application fees are refundable unless you disclose the purpose of the fee in writing to your applicant and specify that it is non-refundable.
How Long Does it Take to Process an Arizona Rental Application?
The time it takes to process a rental application in Arizona depends on how quickly a tenant completes the process. This can be done as quickly as the same day as long as they’re able to provide the required information and authorize the screening reports. Once completed, you can view the info from your landlord dashboard in a matter of minutes.
Screen Your Rental Applicants With Avail
Requesting the right information on an Arizona rental application is key to finding your next tenant for your rental property. With Avail, you can invite prospective tenants to the platform, request an online rental application with screening reports, review the collected information, and select your next tenant — all online.
To start screening tenants, create an Avail account or log in today.
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If you’re looking to fill a vacant rental property in New York, you’ll want to use a rental application. A New York rental application asks questions about a tenant’s personal, residential, and financial background to determine if they meet your screening criteria.
However, some laws can impact tenant screening and fee amounts, so we provided an overview of New York rental applications with a free form download.
What to Include in a New York Rental Application
Rental applications in New York should request the following information.
- The applicant’s personal information: Request their first and last name, phone number, email address, residential address, proof of identification, and if they own pets or smoke.
- Proof of income: Examples of proof of income include pay stubs, W-2s, bank statements, 1099 forms, letters from employers, and workers’ compensation letters.
- Employment history: Applicants can work full-time, part-time, or be self-employed so request information on their employment history.
- References: To learn more about applicants — especially those unable to authorize screening reports with a social security number or individual taxpayer identification number — you can request a personal, credit, or landlord reference.
- Tenant screening reports: In New York, landlords can request screening reports like a credit report, background check, and eviction history, so long as the applicant has provided written consent.
- Co-signer or lease guarantor application: If an applicant must get a co-signer or lease guarantor to get their application approved, it’s best practice to request an additional rental application. This can help ensure they meet your income requirements if the original applicant cannot afford rent.
How Long Does It Take to Process a Rental Application in New York?
The time it takes for a New York rental application to process will vary depending on the applicant. They can submit their application the same day or after a week. If you request applications through Avail, they will populate your dashboard in minutes once the applicant has authorized selected screening reports.
You can easily compare applications side-by-side, accept and deny applications directly in the platform, and move on to the next step, like creating a lawyer-reviewed lease agreement. To get started, you’ll need to set up your rental property and invite your tenants to Avail to request a rental application for free.
Are Tenant Screening Reports Allowed in New York?
Yes, tenant screening reports are allowed in New York if the applicant provided written consent beforehand. However, it is considered unlawful to use rental applications or screening reports in a way that can discriminate against characteristics of a protected class.
For that reason, it’s important to ensure your screaming criteria abided by New York State Human Rights law and Fair Housing laws.
What Are New York Rental Application Fee Laws?
According to New York landlord-tenant laws, landlords cannot charge more than $20 for background and credit checks. You can create an Avail account to request individual reports or bundle them together to request rental applications. The fee for requesting selected reports will not exceed the local amount, making it easier to abide by local regulations.
Request Rental Applications With Avail
New York rental applications can simplify the process of finding your next tenant. You can use our online template, add custom questions with Unlimited Plus, and bundle screening reports. Once you’ve approved a prospective tenant’s application, you can create a lease agreement, set up rent collection, and more in one platform.
Create an account or log in to screen prospective tenants with Avail.
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Georgia rental applications can help you learn more about prospective tenants applying for your rental property. You can learn more about their income, residential history, and if they own any pets. The rules around tenant screening, such as rental application fees and report limitations, can vary by state. So before getting started, it’s essential to know the best practices for screening applicants in Georgia and how to abide by Fair Housing laws.
Keep reading to get an overview of Georgia rental applications and download our free application template.
What to Include in a Georgia Rental Application
If you’re planning on using Georgia rental applications, here are six pieces of information to request.
- Applicant’s personal information: Include basic questions that ask applicants for their first and last name, contact information, current residential address, proof of identification, and pet ownership.
- Proof of income documents: Examples of proof of income include pay stubs, W-2s, tax returns, 1099 forms, and bank statements.
- Employment history: Learn more about an applicant’s current employment status. As a refresher, applicants can work full-time, part-time, or be self-employed.
- References: References help learn more about an applicant’s character and renting history. You can request a landlord reference, credit reference, or personal reference.
- Tenant screening reports: Add a credit report, background check, and eviction history to a Georgia rental application. However, check local landlord-tenant laws for any screening restrictions to be aware of in your county.
- Additional applications: You may need to request another application if an applicant is required to get a co-signer or lease guarantor for approval.
Avoid including questions that would violate Fair Housing laws.
How Long Does It Take to Process a Rental Application in Georgia?
Georgia rental applications can be processed the same day or in a few days, depending on how fast the applicant submits it. If you screen tenants with Avail, each prospective tenant’s application will populate in your dashboard minutes after they complete the form and authorize any relevant screening reports.
You can also compare applications side-by-side to make it easier to find your next tenant. To easily screen prospective tenants, create an Avail account.
What Are Georgia Rental Application Fee Laws?
There are no restrictions on how much landlords can charge in application fees, but it’s generally recommended to keep the amount reasonable. In most cases, application fees are also considered non-refundable, even if an application is denied or the prospective tenant changes their mind.
Are Tenant Screening Reports Allowed in Georgia?
Yes, screening reports are allowed in Georgia, such as credit and rental background checks. While some states require landlords to get consent before requesting specific reports, credit agencies can provide an applicant’s information without their permission. However, it may be best to still request authorization from the tenant so they know what information you requested of them.
They may also address issues worth knowing about beforehand to understand what happened and how they resolved it. This is especially important since refusing to rent to applicants with a criminal record can be considered discrimination.
Screen Prospective Tenants With Avail
You can get the information you need to find your next tenant using a Georgia rental application. Add relevant screening reports like a TransUnion credit report, background check, and eviction history for a one-time fee that you or the tenant can cover. Create an Avail account to help you request rental applications, approve and deny applications, and more in one platform.
Already have an account? Log in.
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The key to finding a great tenant is knowing what tools can help you gather the relevant information you need from applicants. One way to do this is with a Michigan rental application and screening reports like a credit check, background check, and eviction check. Before starting the process, it’s important to know what laws Michigan has on rental applications and how to best abide by Fair Housing laws.
In this article, we provide an overview of Michigan rental applications and a free form for your screening process.
What to Include in a Michigan Rental Application
A rental application form for Michigan should require the following information:
- Applicant’s personal information: You’ll want to request their first and last name, phone number, email address, residential address, proof of identification, and basic questions on pet ownership and recreational habits like smoking.
- Proof of income: Documents that can service as proof of income are paystubs, W-2s, bank statements, an offer letter, or paid invoices.
- Employment history: Prospective tenants can be self-employed, full-time, or part-time. You can request the employer’s contact information or the company’s website to verify their employment.
- References: Landlord, credit, and personal references can provide a variety of details about a prospective tenant. If they cannot authorize screening reports, landlord and credit references can speak to their reliability to make on-time payments and character.
- Tenant screening reports: Examples of screening reports are credit reports, background checks, and eviction history. Before requesting screening reports, check with local landlord-tenant laws to see if there are limitations on what reports you can request from applicants.
- Additional applications: There may be instances where applicants need a co-signer or lease guarantor to get their application approved. In this case, you must request an additional application from them to ensure they meet your criteria.
What Michigan Rental Applications Can’t Ask About
Regardless of your screening process, you cannot ask questions on a rental application that violate Fair Housing laws. Do not ask questions that would discriminate against applicants based on race, sex, national origin, familial status, religion, color, and disability.
Check out our complete guide for more information on Fair Housing laws.
Are Tenant Screening Reports Allowed in Michigan?
Tenant screening reports are allowed in addition to a Michigan rental application, but you must obtain an applicant’s written consent first. While Michigan doesn’t has restrictions, some municipalities may ban criminal history searches as part of a background check. For that reason, refer to your local landlord-tenant laws for more information.
One way to request reports is with a tenant screening service like Avail. You can request one individual report for a one-time fee or bundle them together.
Our system automatically requires applicants to authorize the requested screening reports, ensuring you abide by local landlord-tenant laws throughout the process. Once a prospective tenant has submitted their application, you can access it through your dashboard to compare it with others. You can then decide which person’s application to approve for next steps.
What Are Michigan Rental Application Fee Laws?
There are no fees restricting the amount landlords can charge in application fees. Such fees are considered non-refundable, even if a rental application is denied.
How Long Does It Take to Process a Rental Application in Michigan?
The time it takes for a Michigan rental application to process depends on how fast a tenant can complete the form and authorize the requested screening reports. This can be done the same day or after a week, but can vary. Once that’s complete, their application will populate to your Avail dashboard to approve or deny.
If you approve their application, you can move forward with creating a lease agreement or uploading your own to sign online for free.
Find Your Next Tenant With Avail
The best way to screen applicants is with a Michigan rental application. Get started by creating an Avail account to set up your rental property, invite your tenant to Avail, and request an online rental application. You can then determine if you want to add screening reports for a bundled fee or add them separately.
Already have an account? Log in to find your next tenant with Avail.
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After successfully marketing your rental listing, you’ll have to screen potential tenants for your rental property. One of the easiest ways to do this is with a Wisconsin rental application. This form gives you a snapshot summary of your applicants and can provide the information you need to determine if they’re a good fit.
It’s important to be well-informed about the rules and laws surrounding rental applications in Wisconsin. For that reason, we cover the ins and outs to help you get the most out of your application process. Download a free Wisconsin rental application form to use for your rental properties.
What to Request on a Wisconsin Rental Application
Before you request an application from a prospective tenant, you should know what information you need. Here are some details you should always collect from your applicants.
- Tenant’s information: This includes their name, contact information like their phone number and email address, social security number, and if they own pets.
- Residence history: Request information about their residence history to learn how long they rented their previous home, how much they paid for rent, and their reason for leaving.
- Employment history and income verification: Requesting details about a prospective tenant’s employment and income can show if they’re financially equipped to keep up with rent payments.
- Additional references: You’ll ideally have a landlord reference and an employer to contact, but you can request personal and credit references as well. These may work well as alternatives if an applicant can’t authorize screening reports.
What Can’t You Ask on a Wisconsin Rental Application?
Landlords should avoid requesting any information that could lead to a violation of Fair Housing laws. According to the Fair Housing Act, housing discrimination based on the following is prohibited:
- Race
- Color
- National origin
- Religion
- Sex (including gender identity and sexual orientation)
- Familial status
- Disability
Including questions based on any of the specified qualities could result in claims of discrimination, and those could lead to long and expensive lawsuits and costly penalties.
Visit our Resources page for more assets to help manage your rental like a pro.
Are Rental Application Fees Legal in Wisconsin?
Yes, rental application fees are legal in Wisconsin. According to Wisconsin landlord-tenant law, there’s also no limit to fees that a landlord can charge for rental applications.
Rental application fees can also be refundable under the following circumstances:
- The landlord rejects the rental application
- The applicant withdraws the application
- The landlord fails to approve the application by the end of the third business day
Are Background Checks Legal in Wisconsin?
In Wisconsin, landlords are legally allowed to conduct background checks, including credit, criminal history, and eviction history checks. However, you must receive signed consent from the applicant before moving forward.
Wisconsin landlords may also require the applicant to pay up to $25 toward the cost of the screening reports. The landlord must disclose the fee before requesting background information, and the applicant must receive a copy of the report afterward.
How Long Does It Take for Wisconsin Rental Applications to Process?
The time it takes to process a rental application can vary. With a tenant screening platform like Avail, however, you can view the information from your account within minutes once your applicant authorizes the screening reports.
After reviewing the details, you’ll be ready to accept or deny the applicant based on your tenant screening criteria.
Simplify Tenant Screening With Avail
Finding a great tenant is a common goal for landlords, and you can use a Wisconsin rental application to determine who’s a good fit. To make the process seamless, use Avail to request an online rental application with the prospective tenant’s name and email address. You can also request screening reports that your applicants can authorize online. Once ready, you can compare each application to confidently select your next tenant.
Create an account or log in today to get started.
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There’s no greater feeling than generating tenant leads from your rental listing. But now the real work starts — it’s time to screen them with a Texas rental application. While there aren’t too many laws that impact how you screen tenants, it’s important to know what information to include in an application and how to avoid violating Fair Housing laws.
Keep reading to learn more about Texas rental applications, tenant screening basics, and to download our free form to use for your rental properties.
What to Include in a Texas Rental Application
A key component of the tenant screening process is a Texas rental application. They can help you learn more about your applicants by gathering the necessary information to decide if they’re a good fit for your rental. Applications can include the same information, but it’s important to have the following details:
- Applicant’s personal information: Applicants should share their first and last name, contact information, current residential address, proof of identification, and if they own pets.
- Proof of income: Examples of proof of income include paystubs, W-2s, bank statements, or an offer letter.
- Employment history: In addition to proof of income, you can request their past and current employer information to verify. If they’re a freelancer or self-employed, you can request tax documents.
- References: There are different types of references: personal references, landlord references, and credit references. Personal and credit references may be ideal if an applicant can’t authorize screening reports or if they’re currently attending school. Landlord references are always great to request since this can provide information on their applicant’s previous renting history.
- Screening reports: If locally allowed, you can add screening reports to screen applicants further. Examples of screening reports include credit checks, background checks, and eviction history. However, refer to local landlord-tenant laws to know if there are restrictions on which reports you can request.
- Co-signer or lease guarantor application: If you request that an applicant get a co-signer or lease guarantor for their application to be approved, the additional person will need to complete a rental application.
To request an Avail rental application, create an account to set up your rental properties and invite your tenants.
Are Tenant Screening Reports Allowed in Texas?
In Texas, landlords can request credit reports, background checks, and eviction checks so long as the landlord has notified the prospective tenant of their selection criteria. Applicants must provide written consent for landlords to perform any checks.
Fees can be anywhere from $30 to $90, depending on the tenant screening software a landlord uses. The price should offset the costs of screening an applicant. Rental application fees are non-refundable unless an applicant is rejected.
With Avail, you can request all three reports for a bundled price or separately for a one-time fee. The applicants are generally required to cover the cost of the tenant screening report, but the landlord can also cover it if they choose to.
What Are Texas Rental Application Fee Laws?
There are no laws that restrict what screening reports landlords request from tenants. However, they must get written authorization from the applicant beforehand.
What Can’t Landlords Ask on a Texas Rental Application?
All landlords must abide by Fair Housing laws to avoid discriminating against applicants based on race, sex, national origin, familial status, religion, color, and disability.
Need more resources on screening? Explore our Tenant Screening Toolkit page.
How Long Does It Take to Process a Rental Application in Texas?
The time it takes to process a Texas rental application will depend on how soon an applicant can authorize the requested screening reports. Once that’s complete, you can get their application within five minutes if screening tenants through Avail.
If you’re screening more than one applicant, you can also compare multiple applications side-by-side through your dashboard.
Screen Prospective Tenants With Avail
Using a Texas rental application can help you gather the information you need to approve or deny a prospective tenant. You can download a free template online or create an Avail account to request rental applications and tenant screening reports. Screen applicants and request a lawyer-reviewed lease agreement to help you find your next tenant, all in one platform.
For more information on landlord-tenant laws, visit our official Texas legal page.
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You’ve posted your rental listing and have received multiple applications, but only one can move forward. One applicant will receive the good news on the approval of their application, but the rest will need to receive a rental application denial letter. The letter will inform them why their application was denied politely.
A rental application denial letter, also called an adverse action letter, states that the applicant has been denied and what screening reports influenced the decision (if any). We discuss everything you need to know about turning down applicants and provide a template for your convenience.
When to Reject Applicants
It’s important not to reject applicants without a fair and legitimate reason, as this can be viewed as discrimination. An unfair rejection could result in legal trouble, so it’s essential to understand the Fair Housing Act and the local landlord-tenant laws of your state, especially as they relate to rental applications.
However, this doesn’t mean you have to accept any tenant who applies. You can establish parameters for accepting or denying applicants based on acceptable reasons, such as income requirements, a minimum credit score, rental history, or employment. Setting these criteria and sharing them in your listing can make it easier to identify which applications you won’t accept and reduce the number of unqualified applicants you encounter.
Legal Reasons to Decline a Tenant Application
Here are some common and acceptable reasons to reject a prospective tenant’s application.
1. They Have a Low Credit Score
Landlords commonly run credit checks on prospective tenants to get a sense of an applicant’s financial history. A low FICO Credit Score (below 580) could suggest that the applicant isn’t financially responsible and struggle to pay rent on time.
If the prospective tenant has a credit score slightly lower than what you require, it may be worth requiring a guarantor or co-signer to get their application approved. However, you can also deny them and move on to the next application.
To check an applicant’s credit score, you can request a credit report from the top three credit bureaus like Equifax, Experian, and TransUnion. With Avail, you can request a TransUnion credit report for a one-time fee that you or the tenant can cover. This will include a credit score, tradelines with balances, debts, inquiries, and collections.
2. They Have Insufficient Income
Rent payments are the primary source of income from your rental business, so you’ll want to ensure tenants can pay rent consistently. You are within your legal rights to decline a tenant who can’t afford to rent the property. As a general rule, most landlords expect their applicants to make at least three times the monthly rent to be considered.
You can verify an applicant’s employment and income by contacting their employer. However, if an employer cannot verify the details you need due to legal reasons, you can request several documents to verify a potential tenant’s income. These include pay stubs, a W-2, or a tax return, to name a few.
Be mindful of fake documents when requesting verification. Because they can be easy to fake, it’s smart to confirm the applicant’s employment, check that the numbers total the reported annual income, and request additional info from the human resources team if possible.
3. They Have Poor Rental History
Another easy way to see if a tenant will be a good fit for your rental is by verifying their rental history. This involves contacting the applicant’s previous landlord to confirm the rental history on their application.
After confirming that the applicant rented the previous property listed, ask the landlord if they had any problems renting to the tenant. This could involve paying rent late, evictions, property damage, and other lease violations. You can legally reject the tenant’s application if you come across any red flags.
If you prefer to automate the process, you can perform a landlord reference check with an Avail application. Once prospective tenants provide the contact information of their previous landlords, our system will email the landlord reference with a questionnaire to fill out. They’ll be asked questions on their experience with the tenant and also issues to know of.
4. They Are Missing Application Requirements
A rental application form ensures you’re treating all applicants fairly and lets you request the necessary information to help find your next tenant.
You can request many details on your application form as long as you adhere to local landlord-tenant laws. Some applicants, such as international renters, may not be able to provide common forms of identification like a social security number. In this case, you can substitute your requirements for a credit reference, landlord reference, or bank account statement instead. However, if a tenant fails to provide the requested information, you can reject their application.
Ensuring that your application is easy to fill out can make it more likely that you get all the information you require. With an Avail rental application, you can decide what information you’d like to request and have the form emailed directly to prospective tenants with easy-to-follow instructions to complete the application online.
To learn even more about your applicants, you add custom questions to your application by upgrading to an Unlimited Plus account.
5. Other Legal Reasons
There are additional legal reasons to reject a tenant’s application, such as smoking if you don’t allow it on your property, having filed for bankruptcy, or if the tenant does not agree to your lease terms.
After familiarizing yourself with local landlord-tenant laws, the most important thing you should do is to thoroughly screen applicants. Doing so will ensure that any reason for rejecting a tenant is legally sound.
Illegal Reasons to Decline a Tenant Application
In addition to any recess specified in local ordinances, the US Department of Housing and Urban Development has specified illegal reasons to reject a prospective tenant’s application in the Fair Housing Act. These include:
- Race
- Color
- National origin
- Religion
- Sex, gender identity, or sexual orientation
- Familial status
- Disability
Rejecting a tenant based on any of these factors is considered housing discrimination and is illegal. Arbitrary discrimination is also considered illegal and refers to refusing to rent to applicants for reasons like how they dress or for having tattoos. When screening tenants, it’s best to keep these factors in mind to avoid legal trouble.
How to Politely Decline an Application
Rejecting a tenant’s application isn’t fun for either party, so you should aim to be professional. Instead of just telling the tenant you won’t be moving forward with their application and expecting them not to question your decision, it’s best to send a rejection letter to give them more information.
The Fair Credit Reporting Act (FCRA) requires landlords to inform a rejected applicant of any information gained through a consumer report, such as a credit report from a credit bureau. Your rejection letter is a great place to include this detail and inform the applicant of their right to see the information being reported about them and correct inaccurate information.
Here’s an example of a rejection letter that you can use to politely and professionally decline a rental application:
Date:
Name(s):
For Address:
Dear ,
Thank you for submitting an application for the property listed above. We regret to inform you that your rental application has been denied due to the following reasons:
The Fair Credit Reporting Act requires us to tell you where we obtained your credit report when it’s used in making a decision towards your application. Your credit report was provided through:
- Equifax Credit Information Service, P.O. Box 740241, Atlanta, GA 30374—2041. 1-800-685-1111.
- Experian Consumer Assistance, P.O. Box 949, Allen, TX 75002. 1-888-397-3742.
- TransUnion Consumer Relations, 2 Baldwin Place, P.O. Box 1000, Chester, PA 19022. 1-800-888-4213.
Additional Information on Your Credit Report:
You have the right to obtain a free copy of your credit report from the credit reporting agency that was used to pull your credit report. The copy must be obtained within 60 days of your receipt of this letter. If you believe there has been an error on your credit report, you can dispute the accuracy or completeness of any of the information provided by the credit reporting agency within 60 days of receiving this letter.
If you have any questions regarding the status of your application, feel free to reach out to me directly. Thank you again for completing an application, and I wish you the best of luck.
Best,
(YOUR SIGNATURE)
Do You Have to Tell Applicants That They’ve Been Denied?
While ignoring applicants you’ve rejected may be tempting, it’s courteous and professional to notify them once you’ve made your decision. Being prompt and communicative can reflect well on you as a landlord, and notifying applicants that their application was rejected and why can help protect you from allegations of discrimination.
Furthermore, remember that if you base your decision on the results of a consumer report, the FCRA legally requires you to notify the applicant.
Find Your Ideal Tenant With Avail
Rejecting tenants is a challenging part of being a landlord, but Avail Online Tenant Screening allows you to get a comprehensive view of applicants. Choose the specific reports you’d like to request for a one-time fee and review the information directly from your account so you can feel confident in your tenant selection.
Log in or create an account today to get started. To review local landlord-tenant laws, explore educational articles, or access rental document templates, visit the Avail Resources page.
The post How to Decline a Prospective Tenant’s Rental Application [With PDF] appeared first on Avail.
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The real meat of the screening process is the rental application. We’ll talk about what should be on the rental application, who should fill it out, and how you should use the information provided by the prospective tenants to help make your decision easier.
Who Should Complete a Rental Application?
All interested tenants should complete the rental application. If the person will be living in the rental property or paying any part of the rent (like parents of students or guarantors), then they should complete an application. From a legal perspective, this shows that you treat all applicants the same and are not being discriminatory.
But from a tangible business perspective, this is a great way to allow tenants to self-select or self-reject their candidacy for your property. Letting tenants know right away what your requirements are lets you see who is serious about renting your property.
It’s advised to meet and screen an average of three tenants for each property. When we say tenants, we often mean groups of tenants — if there are two roommates, that would be one group of tenants.
What Questions Should I Ask on the Rental Application?
Your rental application should request an applicant’s contact information, residential history, current employer, and if they have any pets. While you can always create an application from scratch, Avail offers comprehensive lease applications that include all the important questions and can be bundled with a credit and background check.
Once an applicant completes an application, our system will automatically reach out to their previous landlords to learn more about their renting history. What used to be a manual process can now be streamlined with property management software platforms like Avail. Create an account today to start screening prospective tenants online.
What Are the Basic Components of a Rental Application?
Every standard rental application should include questions that help determine whether they’re a good fit for your property. Here are the basic components of an application to always include:
1. The Applicant’s Contact Information
You’ll want the person’s full legal name and either a social security number or driver’s license number in case you ever need to go through an eviction process or court battle. If you take a social security number, you need to be very careful about how you protect the tenant’s information and privacy. Avail uses TransUnion to eliminate the need for sharing sensitive information like social security numbers, which helps tenants feel more secure and takes the pressure of handling sensitive personal information off of the landlord.
You can also ask for a phone number and email address for any regular communication, as this makes it easy to communicate with applicants.
2. Current and Prior Residence Information
It’s advised to ask for at least five years of residence history since this allows you to see patterns to be aware of and gives you enough references to follow up with. Each residence history, specifically if they were rentals, should include the name of the landlord or manager and their contact information.
If you’re not looking forward to making calls and don’t know exactly what to say, here are some things to ask:
“Hi, I’m calling in regards to Jane Doe. She is interested in renting an apartment from me and put your name down on the application. How do you know Jane?”
Note that sometimes tenants may give you a friend’s phone number rather than the real owner or manager. If the person on the phone is stumbling to figure out what role they are supposed to be playing (are they the friend, former landlord, employer), they may not be the landlord.
3. Employment History and Proof of Income
Contact information for an employer should be provided so you can validate their employment. Before you call the employer to verify employment, check the phone number against the phone book or company website to make sure it’s a legitimate phone number and not that of a friend.
For privacy and liability reasons, employers will typically only be willing to provide an answer to whether the employee is currently employed or not, so there’s no need to bother with other questions.
An additional way to verify their income is by asking for proof of income from the tenant. Typically this can be provided with recent pay stubs, a W2, or an employment offer letter. A general rule of thumb is to ensure that a tenant’s gross income is at least three times the rent amount. This determines, at a very basic level, whether the tenant can afford the rent.
4. Authorization to Contact Prior Landlords, Employers, and Pull Credit and Criminal Histories
You’re digging quite a bit into someone’s personal history here, so get authorization from the applicant before you call prior landlords and employers. The tenant also needs to authorize a credit check and criminal history check. This is just to make sure you’re abiding by local landlord-tenant laws and keeping yourself and the applicant’s information protected and private.
If you’re using our online service to conduct the application process and credit/background checks, we automatically get all the proper tenant authorizations. But if you’re not using our free and simplified online process, ensure you get the authorizations yourself.
5. Other Questions Asked on the Rental Application
There are some additional questions that professional landlords and property managers like to ask on the application. These are typically just yes or no questions with a blank box to explain any “yeses.” The purpose here is to get additional information about any conditions that might be considered negative and give the tenant a chance to explain.
- Have you declared bankruptcy in the last seven years?
- Have you ever been convicted of a felony?
- Have you ever been evicted from tenancy?
- Have you ever intentionally refused to pay rent?
- Do you smoke?
Some of these things will likely come up on the credit or background check, but again, this is an opportunity for the tenant to give their own explanation.
Should I Include a Tenant Credit Report?
Requesting a tenant credit report is a good chance to get a neutral third-party (the credit bureau) to tell you about their creditworthiness. Some landlords skip this report because they don’t necessarily view the relationship between them and the tenant the way they really should — as a creditor to the tenant. However, a credit report includes their payment history and insights on whether or not they’re reliable with making payments.
Landlords that review credit reports are 60% less likely to have to go through an eviction process.
For more, check out our guide chapter on how to analyze a tenant’s credit report.
Should I Include a Criminal Background Check?
Why get a tenant background check? It all comes down to minimizing your risk exposure. If something illegal happens on your property, you may be held liable, whether you do the background check or not.
So, you want to check on a prospective tenant’s history and ensure that they don’t have anything from their past you’re not comfortable with as a landlord. Remember that you cannot refuse to rent to a tenant just because they have a criminal record, but you can have standardized policies in place to refuse tenants with certain convictions that would put your property or other tenants at risk. For more information on how to properly assess a criminal background check and avoid legal trouble, read our article on evaluating a potential tenant’s criminal background.
Note that some cities have banned criminal background checks in the tenant screening process, so check your city and state laws to make sure you’re not violating them.
The Rental Application Process Explained
Ready to start the rental application and the screening process? Get started with our customizable digital rental application or learn more about what to look out for on a tenant’s rental application.
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