Simple Rental Application Template for Landlords (FREE)

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Why Use a Standardized Rental Application Template?

When navigating the world of property management, a vital first step is setting up a standardized rental application. This type of application may seem like a simple formality, but it’s much more than that! It’s central to everything you do as a leasing professional.

Picture this scenario: applicants streaming in with varying application formats and details. Without a standardized template, crucial information might slip through the cracks, leading to potential pitfalls down the road. Neglecting to gather key data at the application stage can result in misunderstandings, incomplete tenant profiles, and even legal complications.

By implementing a standardized application template, you can save yourself these headaches and hassles. Implementing a standardized application helps you ensure every applicant submits the same set of information. This uniformity creates a level playing field for evaluating your applicants and selecting your next renter. Plus, it provides a clear reference point for addressing tenant inquiries and resolving disputes.

Whether you're a seasoned property manager or taking your first steps, starting with a tried-and-tested template can streamline your application process from day one. And here's a little secret: online tools like Intellirent can swoop in to save the day. Tools like ours helps you automate and streamline your application and screening steps, saving you the hassle of manual processes.

So, if you aim for seamless tenant screening and a smoother property management journey, a standardized rental application template might be your secret weapon. Get ready to simplify your processes with this rental application template!

Variables that Impact Your Application

As a landlord, it's essential to recognize that there's no one-size-fits-all template for rental applications. Instead, you need to be prepared to tailor your application to your needs and the specifics of your rental properties. Let’s take a look at some of the factors that impact the format and content of your rental application!

One crucial factor is the type and number of properties you own. You will need different details from your applicants if you manage single-family homes versus apartment complexes, and you’ll need a whole host of new fields on your form if you manage commercial spaces.

Your location also impacts your application forms. Different states have distinct rules and regulations that directly affect the fields you should include in your residential rental application.

Take California, for instance! In the Golden State, landlords are required to provide specific information to applicants. This includes details about the seismic hazard zones and whether the property is located within a flood zone.

California law also mandates the inclusion of bedbug disclosures, ensuring tenants are informed about prior infestations. By understanding these state-specific requirements, you can adapt your rental application to meet legal standards and enhance the transparency of your leasing process.

Section 1: Property Details

Before collecting data on your potential tenants, you need to provide your applicants with information about your property. Providing key property information upfront will help ensure you only attract applicants looking for a property like yours, weeding out some poor-fit tenants.

Provide crucial details including:

Property Type: Clearly specify the nature of your property, whether it's a single-family home, apartment unit, condominium, townhouse, or any other type.
Square Footage: Providing the living space's dimensions helps applicants visualize the layout and judge if it fits their lifestyle and needs.
Number of Bedrooms/Bathrooms: Similar to property type, these details are vital in helping applicants determine whether the property will work for their family size or living arrangements.
Monthly Rent Cost: Transparency regarding the monthly rent cost is essential to ensure applicants can afford what you intend to charge.
Utilities: Clarify which utilities are covered within the rent and if there are any additional costs for utilities not included.
Address: Provide the complete property address, including street name, number, city, and zip code.
Pets/Smoking/Parking: Explicitly outline your property's policies on pets, smoking, parking, and any other amenities.
Nearby Amenities: Highlight nearby amenities such as schools, shopping centers, parks, public transportation options, and entertainment venues. Mentioning these attractions helps applicants see how well the property’s location fits with their lifestyle and preferences.

Section 2: Tenancy Term Details

Property-specific information isn’t the only context applicants will need to make an informed choice about whether or not your offering fits their needs. They’ll also need to understand the details of your tenancy terms. Include the following information:

Standard Lease Term: Specify the duration of the lease agreement, whether it's a standard one-year term or a different period.
Different Lease Terms: If you offer flexiblelease term options with corresponding monthly rates, provide a clear explanation. This context allows applicants to select a term that suits their preferences and circumstances.
Unit Availability: Clearly communicate when the unit will be available for occupancy. Without this information, applicants will have trouble judging whether or not your property aligns with their timeline.
Desired Move-In Date: Inquire about the applicant's preferred move-in date. This data will help you coordinate between your property's availability and the applicant's schedule.

Remember, the property and tenancy term details provide the foundation for the landlord-tenant relationship. You create a positive start to your renter-property manager relationship by offering comprehensive information and clear expectations.

Section 3: Applicant Basics

After providing the applicant with basic information about your property, you are ready to begin collecting information about the applicant. Start with the basics, including:

Name: Gather the applicant's full legal name. This primary piece of information will be crucial for identification and documentation purposes throughout the leasing process.
Date of Birth: An applicant’s date of birth allows you to verify their age and ensure they meet any age requirements stipulated by your property or state regulations.
Social Security Number: While sensitive, the social security number is an integral component for comprehensive background checks and identity verification. You will need this data to evaluate the applicant's financial and criminal histories.
Driver's License or State ID: Obtain the applicant's identification number, whether it's from their driver's license or state ID.
Phone Number: Collect a reliable contact number to establish communication channels for updates, inquiries, and further discussions.
Email Address: Request an email address to facilitate electronic communication. Emails are a convenient way to send important documents, updates, and other pertinent information.

A caveat for this section is to keep a close eye on your state’s regulations regarding required and prohibited fields. Additionally, remember that, due to the Fair Housing Act, you cannot ask your applicant about their race, nationality, religion, sex, or disability status.

Section 4: Self-Reported Background Information

You will run a background check on all your applicants. However, it is an expert tenant screening tip to allow them to self-report background information upfront as well. This option allows the applicant to provide insights and context to their personal history.

Criminal History: Provide applicants with a designated space to disclose any criminal convictions they might have. This disclosure can offer transparency and help you assess potential risks.
Evictions: Offer applicants the opportunity to indicate whether they have faced previous evictions.
Explanation: Provide an open text section for applicants to elaborate on any disclosed criminal history or evictions. This allows applicants to provide context, which can be crucial in assessing their suitability for your property.

Section 5: Employment and Credit Check Data

Next, you should collect employment and credit information. The data in this section is essential for evaluating your applicant’s financial stability — in other words, their ability to reliably and regularly pay the rent you’ll charge for your property.

Employer Details: Obtain the applicant's current employer's name, address, supervisor's name, job title, and salary. This information provides insight into their current financial situation and employment stability.
Credit Check Requirements: Clearly outline the necessary documents for conducting credit checks, such as paystubs, bank statements, or other financial documents. Transparency here helps applicants prepare the required information.

Similar to the last section, you must familiarize yourself with your state's rules regarding permissible fields in this section. Partnering with a tenant screening tool, like Intellirent, can help you! Our customizable online application allows you to select your location and build your fields from there, giving you the context you need before you send the form to your applicants.

Section 6: Current Residence Data

Understanding an applicant's current living situation offers valuable context to what they need from your property, helping you determine whether or not there is a strong fit. Request the following:

Current Address: Collect the applicant's present address, which helps in cross-referencing with provided identification.
Type of Property: Inquire about the property's type, whether it's a rental, owned, or other arrangements. This detail can provide insights into their housing history.
Moving Reason: Have applicants explain their motivation for moving. This step provides context that can reveal aspects of their lifestyle changes or preferences.
Landlord Contact: Request the name and contact information of the current landlord. Collecting this information allows you to verify their rental history and gather information about their tenancy. NOTE: some states prohibit contacting previous landlords, so review the regulations in your state before doing so.

Section 7: Co-Applicant Details

If a co-applicant is involved, ensure you gather relevant information:

Co-Applicant Presence: Step one is to determine if there is a co-applicant. Many of your property rentals may not have a co-applicant involved.
Co-Applicant Details: Obtain names, birthdates, contact information, and social security numbers for all co-applicants.

If your applicant is applying with a co-applicant, you must consider both applicants’ backgrounds, financial, and credit information before deciding.

Section 8: Personal References

Finally, you may choose to include a section for personal references! This section gives you the opportunity to get to know the applicant better and get a well-rounded perspective on an applicant's character:

Request the names, phone numbers, and relationships of personal references. This additional layer of insight can contribute to your understanding of the applicant's background. It can help determine whether they are the best fit for your property, especially if you have questions or concerns regarding their background or credit history.

Ditch Your Standard Rental Application Template for a Smarter Solution

The above information will allow you to build a comprehensive rental application form that is sure to provide you with all the data you need to make an informed decision about your rental property.

However, with local and state regulations, different property types, and other minutia, if can feel nearly impossible to manage your application forms manually.

What if there was a tool you could use to fully automate your rental application forms?

There is! Intellirent provides you with a streamlined, easy-to-use interface that allows you to list properties, post and accept applications, and match the right renter with the right property using our proprietary Renter SmartMatch solution. The best part? Intellirent is always free for property managers.

Create your free account today to see how Intellirent can save you time and headaches on your rental application processes.

And you can access a PDF copy of a Rental Application here. No email required.

Published by Taylor Lembi

October 03, 2023