The Apartment Application Process: What To Expect

Applying to an apartment can be a difficult part of the rental process. It requires a surprising amount of work on the part of the prospective renter. Whether you’re looking for a house in Miami or an apartment in Chicago, if you’re renting in a competitive market, it can get even more intense. A property manager can have their pick of prospective tenants who come prepared with solid credit and background checks, employment verification, proof of income and personal references.

The apartment application process can be lengthly, but prospective tenants can speed up the process of getting approved for an apartment by being ready to provide their rental history and any required documents. Landlords or property management offices typically ask for financial information and proper documentation, such as your credit score, credit report and most recent pay stubs, as part of their tenant screening or application process.

Here’s what you can expect from the apartment application process if you’re renting for the first time.

What’s the typical apartment application process?

The typical rental application process involves several steps and can vary based on the property and management. Below is a quick overview of the process, from finding an apartment to moving in.

1. Find an apartment: Tour available units, compare options, and choose the right apartment for your needs.
2. Submit application: Fill out the rental application with your personal information, employment details, and any other required info.
3. Pay application fee: Typically a non-refundable fee, it covers the cost of background and credit checks.
4. Provide documents: Be prepared to submit proof of income (pay stubs, bank statements), employment verification, and rental history.
5. Background and credit check: The landlord will review your credit score, financial history, and any past rental information to assess reliability.
6. Interview (if required): Some landlords may request a brief interview or meeting, especially for smaller properties.
7. Approval/denial: Based on your application and documents, the landlord will decide whether to approve or deny your application.
8. Sign lease: If approved, review and sign the lease agreement, which outlines the terms and conditions of your rental.
9. Pay security deposit and first month’s rent: Once the lease is signed, you’ll need to pay the security deposit and first month’s rent before moving in.

Filling out an apartment application 

Generally, you will need to fill out a rental application, which is a requirement for all potential tenants. This process can be conducted in different ways, depending on the property:

1. Online applications: Many properties offer the option to complete the application online, either through their own website or a rental platform. This is becoming increasingly common.
2. Directly with the landlord: In some cases, especially with individual landlords or smaller properties, you might fill out the application directly with the landlord.
3. At the rental office: For some properties, particularly those with a dedicated leasing office, you may be asked to complete the application process in person at the office.
4. During an open house: Occasionally, applications are made available during an open house event, allowing prospective tenants to apply on the spot.

It’s advisable to start the rental application process as soon as you decide on an apartment to improve your chances of securing the unit. Remember that each building or landlord might have specific requirements and procedures, so it’s always a good idea to inquire directly about the application process for the particular unit you are interested in.

Download a sample rental application form

How much is an apartment application fee?

The rental application process time is the first step for the landlord or management company to assess whether they think you’ll be a good tenant. Along with the rental application, you’ll most likely need to pay a non-refundable apartment application fee for the rental property. This fee covers background and credit checks.

Depending on the landlord and building, you’ll have to pay an application fee, a processing fee and sometimes a security deposit. The application fee and screening fees generally cost $35 to $75 per person and cover the background and credit check.

The security deposit and first month’s rent may come after the rental application, but both are a large expense, so be sure to have those funds available.

Documents you’ll need for the apartment application process

Every landlord has their own unique form, so be sure to check with the management company or landlord in advance of the viewing to see if there are any unexpected documents, a particular legal document or specific forms you need to bring. This will help speed up the process. Here’s what you can expect to prepare as part of the rental application:

• Photo ID (driver’s license or passport)
• Letter of employment
• Copies of your last two pay stubs
• Your last three bank statements
• Tax returns from the two prior years
• W-2 forms from the two prior years
• Asset documents (official documents with the value of assets, stocks, real estate, etc.)
• Contact information (your Social Security number, email, addresses of previous landlords, your current employer and your guarantor, if applicable)
• Recommendations from previous landlords or landlord references (optional)
• Personal or professional references (optional)
• Vehicle information
• Pet information (if any) as there may be a pet fee for the apartment

What to include on an apartment application

Although your renter’s application form will be slightly different with each apartment to which you apply, they’ll generally involve these steps.

1. Proof of income

 When applying to rent an apartment, providing proof of income is essential for landlords to assess your ability to meet the rental price based on your financial stability. Most landlords follow the “30 percent rule,” which suggests that your rent should not exceed 30% of your monthly gross income. To verify your income, landlords typically request documents like pay stubs, tax returns, or bank statements. For gig workers and independent contractors, who may not have traditional pay stubs, submitting recent tax filings or income summaries is crucial to demonstrate consistent earnings. Additionally, you may need to disclose additional sources of income, such as side jobs or investments, to help verify that you can afford the rent despite irregular income. A landlord may also consider your employment history and employment status to ensure that you have a reliable income stream.

If your income doesn’t meet the necessary requirements, some renters turn to a co-signer who can guarantee the lease. Renters who have significant financial obligations, such as medical bills or student loan debt, may need a co-signer or a larger security deposit to offset any concerns about their financial capacity. If you’re unable to provide steady income documentation, showing other factors, like a long-term employment history or a well-managed savings account, can also help. These factors help assure the landlord that you can cover the rent reliably, even if your primary source of income varies month to month.

2. Credit check or credit score

When applying for the apartment, you’ll also have to give the landlord permission to check your credit score. Your level of financial responsibility is an indicator of how well you’ll pay your rent on time.

If you have bad credit, it may hurt your chances of getting approved, as this is an indicator that shows you’re not financially dependable.

New credit may be easier to explain to landlords, especially if you’ve just graduated and now have your first job. You may want to disclose this when you apply. Consider finding a cosigner or ask if the landlord would accept a lump sum of a few months’ rent upfront.

3. Background check

Within the application and as part of the application fee, you’ll need to agree that it’s OK for the landlord to do a background check. As with the credit check, a background check shows your personality and dependability.

Previous convictions or pending charges are possible causes for concern and hinder your ability to rent the apartment.

You may see a line on the application that gives you a place to explain anything of concern that may show up in your background check report. Providing context around anything that might raise red flags for the landlord may go a long way. Explain your side of the story and why it’s not a problem.

4. Rental history, previous landlord or personal references

Have your rental history handy to make the application go easier. If you don’t have any previous landlords, you can provide personal references.

References can include your networks outside of your family, like college professors and employers. These references may give the landlord a better idea of your work ethic and how responsible you are.

• Related article: Sample Letter: Letter of Recommendation for Your New Apartment

5. Co-signer application if you have no or low credit

Providing a co-signer is a good idea if you’re a first-time renter or you have bad credit.

Co-signers or guarantors are people with good credit who can sign the lease with you. This means they agree to take legal responsibility for covering your rent if you can’t.

Landlords may also request a co-signer if your income isn’t more than three times the cost of the rent — that’s a typical income rule that landlords use.

6. Cover letter

If you have a complicated situation or you’re concerned about qualifying for the apartment, a cover letter sent with the application may help. You can explain things like:

• Bad credit because of medical bills
• A felony in your past
• Low income but with a clear path of career progression

Your words alone won’t get you the apartment, but including more information will give them a better idea of who you are. If they’re on the fence about you, a letter could be the push that tips you over to acceptance.

7. Pet information (if you have one)

If you have a pet, providing detailed information about them is an essential part of the process, especially if there are specific pet restrictions in place. Landlords may require applicants to submit details through a pet screening process, which might include providing a pet resume with information on the animal’s behavior, vaccinations, and pet references from previous landlords. Some properties may charge additional application fees or a pet security deposit to cover potential damages. It’s important to review the lease agreement carefully for any pet restrictions, such as breed or weight limits, that could impact your eligibility as a renter.

For those with a service animal or emotional support animal, additional considerations may apply during the rental application process. These animals are typically exempt from certain fees and restrictions under the Fair Housing Act, which protects tenants from discrimination. Unlike pets, service animals and emotional support animals cannot be subjected to pet security deposits or application fees, though landlords may still require proper documentation, such as proof of vaccinations. In some cases, providing clear and accurate pet information early in the process, including a pet resume, can help speed up approval, while failure to disclose a pet upfront could result in lease violations even if your pet is a service animal.

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After submitting your apartment application, renters go through a tenant screening process 

Don’t let your first-choice apartment get swept out from under you. The tenant screening process for apartment rentals involves a comprehensive review of several factors to ensure that you meet the property’s qualifications.

On the apartment application, ensure that you include all of your personal information. Contact information should include details such as your Social Security number, driver’s license number and previous residential addresses, along with employment information and monthly income. 

Applicants typically undergo a tenant background check, which includes reviewing their credit report to assess financial responsibility and rental history verification to confirm past rental behavior. Former landlords are often contacted to provide insights into the applicant’s rental conduct. Property managers will also require employment and income verification, typically through pay stubs, to confirm that the applicant can afford the rent. A tenant screening tool may be used to streamline this process, ensuring consistency in decision-making while adhering to fair housing laws. 

How to ensure your apartment application is approved

Improving your chances of getting approved for an apartment rental starts with understanding what landlords typically look for in prospective tenants. Landlords often evaluate an applicant pool by examining factors like credit score, rental history, and financial stability. It’s crucial to ensure your credit report is in good shape by checking it beforehand and addressing any errors. A strong credit score can demonstrate reliability, while clear and organized documentation, such as proof of income and employment, will show you’re financially capable of covering the rent. 

Additionally, some landlords may have specific requirements, like a minimum income threshold or a certain length of rental history, so being aware of these landlord requirements and tailoring your rental application accordingly is essential. If your credit score or rental history is lacking, you might consider a co-signer to strengthen your application.

In competitive rental markets, having a few backup choices in mind is a smart strategy. This not only helps if your first option doesn’t work out, but also keeps you from being rushed into paying multiple application fees for apartments you aren’t fully committed to. Including a “pet resume” in your application, if applicable, can also demonstrate responsibility and put pet-friendly landlords at ease about potential damages. Preparing all required documentation in advance and understanding each landlord’s criteria allows you to submit a polished and timely application, giving you an edge over others in the applicant pool. Ultimately, presenting yourself as a stable, responsible, and organized tenant will improve your odds of securing the apartment you want.

How long does approval take?

For the most part, applications will take 24 to 72 hours to process, but check with the landlord or management company for how long it usually takes. It’s always a good idea to ask how long you should expect to wait for a reply.

Depending on the landlord’s situation, you could be approved to rent the same day you applied. Sometimes, landlords are more motivated to rent quickly. For example, if the unit was recently renovated and hasn’t been generating rent for a few months. Other times, the landlord may be choosy about finding the right tenant, which may prolong the process and timeframe.

After you apply, the landlord needs to obtain your credit and background check, while also verifying your employment and rental history. Those last two could take the most time.

If you’re approved, it’s time to sign the lease

When your rental application gets approved, now what happens? If you still want to rent the apartment, you’ll sign the lease.

Everyone living in the apartment, including a co-signer, will need to sign the lease. The lease covers expectations of the term, which is usually a year. Read over the lease carefully and talk to your landlord about anything that concerns you before you move in.

You’ll also have to pay the first month’s rent and any move-in fees or the security deposit required by your landlord and the building.

Preparation is key to renting your next apartment

It may sound like a lot of work to gather and organize everything for the apartment application process, but once you have it ready, you can bring it with you to each showing. It’s also a good idea to have your documents in electronic form so you can easily email them if needed. With this guide, you’re ensured smooth sailing when it comes to securing your perfect place. Happy apartment hunting!

The information contained in this article is for educational purposes only and does not, and is not intended to, constitute legal or financial advice. Readers are encouraged to seek professional financial or legal advice as they may deem it necessary.