What Documents to Ask For on a Rental Application
Nothing slows down filling a vacancy like an incomplete application. You find a promising applicant, then spend a week chasing pay stubs and a landlord's phone number. Meanwhile, your unit sits empty.
Free printable for this guide: Rental Application Document Checklist
The fix is simple: tell every applicant up front exactly what to bring. Here's what most landlords ask for, and how to handle it fairly.
Why a document list helps
- Faster decisions. Complete applications can be reviewed right away.
- Fairer process. When every applicant gets the same list, everyone is judged on the same information.
- Fewer surprises. Applicants know what to expect before they apply.
Consistency matters for fair housing, too. The federal Fair Housing Act prohibits housing discrimination because of race, color, religion, sex, national origin, familial status and disability, according to HUD. Asking different applicants for different documents can create problems, so use one list for everyone.
Common documents to request
Identification
- A government-issued photo ID, to confirm the applicant is who they say they are
Proof of income
- Recent pay stubs
- An employer offer letter, for someone starting a new job
- Bank statements, benefit letters, or tax returns for self-employed or retired applicants
- Housing voucher paperwork, if applicable
Decide in advance which kinds of income proof you'll accept and accept them from everyone. Some states and cities require landlords to consider certain income sources, such as vouchers. Rules vary by state and city, so check your local rules.
Rental history
- Current and previous landlords' names and phone numbers
- Addresses and move-in and move-out dates for the past few years
Employment
- Employer name, supervisor contact and how long they've worked there
Authorization for screening
- Signed permission to run credit and background checks, if you use them
Other details
- Names of all adults who will live in the unit (each adult usually completes their own application)
- Pet information, if pets are allowed
- Vehicle information, if parking is assigned
What not to ask for
Avoid questions about protected characteristics, such as religion, national origin, disability, or plans to have children. If an applicant asks for an accommodation related to a disability, such as an assistance animal, treat it as a reasonable accommodation request under the Fair Housing Act (24 CFR 100.204), not just a pet question. Federal guidance on assistance animals changed recently and state and local rules vary, so check current HUD guidance and your local rules.
Protect applicants' information
Rental applications contain sensitive data like ID numbers, income and account details. Treat it carefully:
- Store applications in a locked file or secure, password-protected folder.
- Don't send sensitive documents by unsecured email or text if you can avoid it.
- Only keep what you need, for as long as you need it.
- If you use tenant screening reports, the FTC's Disposal Rule requires you to dispose of that information securely when you're done, such as by shredding paper or permanently erasing files.
If you deny an application
If information in a tenant screening report played any part in turning down an applicant, requiring a co-signer, or asking for a higher deposit or rent, the FTC says you must give an adverse action notice. It tells the applicant which screening company provided the report and explains their right to a free copy within 60 days and to dispute errors. The FTC recommends giving it in writing.
Get the free checklist: Our Rental Application Document Checklist is a handout that tells applicants exactly which documents to bring. Give it to everyone at your showings. Download it free here.
Then review every application the same way with our Tenant Screening Checklist, and once your new tenant signs, record their details on the Tenant Contact Sheet.
FAQ
How many pay stubs should I ask for?
Many landlords ask for two to three months of recent pay stubs or the equivalent. Whatever you choose, ask every applicant for the same thing.
Can I ask for a Social Security number?
Screening companies often need identifying information to run reports. Some applicants don't have an SSN, and some states and cities have rules on this, so check your local rules and consider accepting other ID.
Should every adult fill out an application?
It's common practice for each adult who will live in the unit to apply and be screened the same way.
The LandlordPrintables team
This article is general information, not legal advice. Laws vary by state and city, so check your local rules.
Sources: HUD, Fair Housing: Equal Opportunity for All; 24 CFR 100.204, Reasonable accommodations; FTC, Using Consumer Reports: What Landlords Need to Know; FTC, Disposing of Consumer Report Information? Rule Tells How.