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Ask before you apply (and get it in writing)
- Is the unit still available, and when?
- Rent, deposit, and all mandatory monthly fees (parking, trash, amenities, pet rent)
- Which utilities are included
- Application fee amount and what it covers; is it refundable?
- Screening criteria: income requirement, credit standards, rental history, criminal history policy
- Whether you accept Housing Choice Vouchers (and whether local law requires it)
- How many applicants are ahead of you and how decisions are made
- Holding deposit terms, if any
Prepare a reusable packet
- Government-issued photo ID
- Proof of income: pay stubs, offer letter, benefits letters, bank statements
- Rental history: previous addresses, landlord contacts, dates
- References: landlords, employers, caseworkers
- Voucher or rental assistance documents
- Pet records (vaccinations, license) and assistance animal documentation if needed
- A short explanation of past problems and what’s changed (optional)
- A recent copy of your own credit or screening report (useful for disputes and portable reports)
Share sensitive documents only through secure methods after verifying the landlord.
Fees and holding deposits
- Some states cap or prohibit application fees; others require fees to match actual screening costs.
- A holding deposit reserves the unit; ask in writing how it will be applied or refunded if you’re not approved or decide not to rent.
- Get receipts for every payment.
Track your applications
| Property | Date applied | Fee paid | Contact | Status | Follow-up date |
|---|
If you’re denied
- Ask for the reason in writing.
- If a consumer report was used, the landlord must send an adverse action notice naming the screening company. You can get a free copy within 60 days and dispute errors.
- If you suspect discrimination, contact a fair housing organization. See housing discrimination.
- If a disability-related reason affected your application (for example, income from disability benefits), ask for a reasonable accommodation.
Before signing the lease
Read the entire lease and addendums. See how to read a lease.
Common reasons applications are denied
| Reason | What you can do |
|---|---|
| Income below requirement | Offer a guarantor, proof of savings, or a larger deposit where legal; voucher holders can ask that the test apply to their share |
| Low credit score or collections | Explain circumstances, show recent on-time payments, dispute errors |
| Past eviction filing | Provide the case outcome, seek sealing, show stability since |
| Criminal history | Provide rehabilitation evidence; check fair chance laws |
| Incomplete application | Submit everything at once; ask for a checklist |
| Negative landlord reference | Offer other references; explain what changed |
| Unverifiable income (gig or cash work) | Bank statements, 1099s, tax returns, a letter from clients |
Holding deposits: get the terms in writing
Before paying a holding deposit, confirm in writing:
- The amount and whether it becomes part of the security deposit or first month’s rent
- How long the unit will be held
- Whether it’s refunded if you’re not approved
- Whether it’s refunded if you decide not to rent (and any deadline)
Some states regulate holding deposits and application fees; ask your state attorney general’s tenant guide or legal aid.
Applying with a disability
You can ask for reasonable accommodations in the application process—for example, help completing forms, extra time, alternative formats, or considering disability benefits as stable income. You don’t need to disclose a diagnosis. See reasonable accommodations.
Applying with a housing voucher
- Ask whether the landlord accepts vouchers before paying fees.
- Bring your voucher, payment standard information, and the agency’s landlord contact.
- Explain that the agency pays most of the rent and inspects the unit before move-in.
- If you’re in a source-of-income–protected area and are refused because of the voucher, document it. See finding landlords that accept vouchers.
Frequently asked questions
How much can a landlord charge for an application fee?
It depends on your state. Some states cap fees (New York limits background check fees to $20 or the actual cost, whichever is less) or ban them (Vermont), others require fees to reflect actual screening costs, and many have no limit. Ask for a receipt and what the fee covers.
What is a portable tenant screening report?
A recent screening report you obtain yourself and share with multiple landlords to avoid paying repeated fees. Some states, such as Colorado, require many landlords to accept them; others allow landlords to choose.
Can I apply to several apartments at once?
Yes. Track each application separately. Ask whether fees are refundable if the unit is rented to someone else before your application is processed.
Sources and verification
Use these sources to check program rules. Funding, openings, and local procedures must be confirmed with the agency handling your application.
- Review your rental background checkConsumer Financial Protection Bureau
- What should I do if my rental application is denied because of a tenant screening report?Consumer Financial Protection Bureau
- Rental listing scamsFederal Trade Commission
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