A Step by Step Guide Through the Rental Application Process

You’ve taken the first steps to renting an apartment: You’ve looked at apartments online, scored walkthroughs in and around the city and finally found the dream apartment. What now? Now comes the rental application process, taking you closer to the moment of settling into a new home. We compiled a quick guide on what is the apartment application process and what to expect from it.

1. Fill out a rental application

Let’s start with the basics: the apartment application itself. If you are interested in a property, the next step is to reach out to property management by filling out a rental application. If you have a co-signer (also called a guarantor) or plan on having roommates, they will also need to do the same. Essentially, every person planning to move in needs to fill out a separate lease application form. Most properties have online application forms, many of which include pre-qualification tools to help you see whether you’re likely to be approved before applying, but you can also do so in person. It’s best to have the necessary information easily available as soon as you take the very first steps to renting an apartment.

Each form is different from the other, but expect a typical rental application to require the following information:

• photo ID
• name
• address
• phone number(s)
• email
• employment and income information
• previous address
• pets (if applicable)
• emergency contacts
• background information
• landlord references
• personal or professional references

Some rental platforms will allow you to create a virtual folder with all the documents, so you can easily apply to your dream apartment.

2. Pay the apartment application fee

The application fee funds the credit and background checks done on potential renters. However, many states and cities now regulate these fees, placing caps on how much landlords can charge and specifying whether fees must be refundable if your application is not accepted.

In some cases, the application fee may be accompanied by processing fees. Ask your future property manager about all the applicable fees associated with the application process for the property you’re interested in. You can also ask what fees are refundable in case they decide to go with someone else.

3. Expect credit and background checks

During the rental application process, you will likely need to agree to credit and background checks.

• Background checks typically focus on criminal history and rental records. However, some jurisdictions (like California and Washington) have enacted “fair chance” housing laws, limiting how far back landlords can look or restricting use of older convictions.

• Credit checks give landlords insight into your financial reliability. These are typically soft pulls, meaning they don’t affect your credit score — a concern many renters have.

If you have a low credit score or are recovering from past financial hardship (e.g., medical debt), it’s best to disclose this. This is where a co-signer or guarantor may help (see Step #5).

4. Prove you can pay rent

An important part of the rental application process is providing proof of employment or income. Most landlords will ask for copies of tax returns, recent pay stubs or other forms of receipts from an employer.

Depending on your job, you may also provide recent bank statements, copies of client contracts, or copies of one or two W-2 forms if need be. Many rental platforms now allow secure digital income verification, helping streamline the process.

Employment and credit checks usually take the longest, which is why most applications can take up to 72 hours. Rental application process time also varies depending on the property, so make sure to check with them for the best estimate.

5. Figure out if you need a co-signer

If you lack rental history, have poor credit, or your income is less than three times the monthly rent, you might need a co-signer, often called a guarantor. This is someone with strong credit who agrees to be legally responsible for the rent if you’re unable to pay.

Co-signers or guarantors may step in when first-time renters have no way of accounting for rental history or commitment to monthly rent and bill payments. You might need one in case your monthly income is less than three times the rent. You may also look at a co-signer as a way to strengthen your application and improve your chances of approval. Think of it as an additional referral.

6. Show them that you are an agreeable renter

Usually, landlords want to know from previous landlords what type of tenant you are. Were you a bit on the noisy side? Did you abide by the pet policy? All this usually comes in the form of a letter from the former landlord.

Although typically not required, you might want to think about attaching a landlord reference to the application as another way to improve your chances of approval or simply to set yourself apart from other applicants. For some properties, you might even find it mandatory to do so.

7. Have good personal references

Personal references make all the difference, and good personal references might make or break an application — especially if you don’t have a rental history. Much like landlord references, it means someone vouches for your character and dependability. While landlord references serve as a good benchmark for future landlords, personal references may come from a friend or colleague who knows you and can attest to your integrity.

The apartment application process might seem like a lot of work, but it’s all worth it in the end. If everything goes well, the final steps to renting an apartment is signing the lease and picking a good moving company.

8. Sign the lease

You’ve passed the rental application process, inspected the premises, checked for parking space, made a quick note of the neighbors, and went through your checklist of essential things you must do before you commit to a new apartment. It’s time to sign the lease!

This is also when you’ll pay upfront costs, such as the security deposit. However, many landlords now offer deposit alternatives — such as “no-deposit” or “deposit replacement insurance” — where you pay a small monthly fee instead of a large lump-sum deposit. These can be more manageable, especially for renters on a tight budget. This is also the time for any last-minute questions you might have, such as how soon can you get the keys to the place or whether you should bring your own toaster.

It goes without saying that reading the lease agreement carefully is essential. You might be blinded by the floor plan and storage space your new place has, but make sure you take your time to understand the details of your lease before planning your move-in date, such as what happens if you must break the lease in case of unexpected circumstances.

Meanwhile, if you’re eager to apply, but still on the lookout for that perfect apartment, take the first steps to renting an apartment and have a look at available listings on RentCafe.com.