Free Rental Application Form Template
A rental application form collecting applicant, income, rental history and references, with screening consent and fair housing notice.
A rental application collects the information a landlord uses to screen a tenant: identity, income, rental history and references, plus consent to a credit and background check. Many states limit application fees and require landlords to disclose screening criteria.
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RENTAL APPLICATION Property applied for: [ADDRESS, UNIT] Desired move-in date: [DATE] Monthly rent: [AMOUNT] Application fee: [AMOUNT] (non-refundable except as required by law; does not exceed the actual cost of screening or the limit under [STATE] law) 1. APPLICANT Full name: __________________ Date of birth: __________ Phone: __________________ Email: __________________ Current address: ________________________________________ Government ID type and last 4 digits: __________________ 2. OTHER OCCUPANTS Names and ages of all other people who will live in the unit: ______________________ 3. RENTAL HISTORY (last [3] years) Current landlord: __________________ Phone: __________ Rent: __________ Dates at address: __________ Reason for leaving: __________________ Previous address and landlord: ________________________________________ 4. EMPLOYMENT AND INCOME Employer: __________________ Position: __________ Start date: __________ Monthly gross income: __________ Other income (source, amount): __________ [Applicants may provide proof of income in any lawful form, including housing assistance, where required by state or local law.] 5. REFERENCES Name, relationship, phone: ______________________________ Name, relationship, phone: ______________________________ 6. PETS AND VEHICLES Pets (type, breed, weight): __________ Vehicles (make, plate): __________ 7. EMERGENCY CONTACT Name, relationship, phone: ______________________________ 8. SCREENING CRITERIA. Applications are evaluated on [income of at least [NUMBER] times monthly rent, verifiable rental history, credit and background check results] as set out in the landlord's written screening criteria provided with this application. Applications are considered [in the order received]. 9. CONSENT TO SCREENING. I authorise [LANDLORD / SCREENING COMPANY] to obtain consumer credit, eviction and background reports and to verify the information above with my employer and landlords. If the application is denied based on a consumer report, I will receive an adverse action notice explaining my rights, including how to obtain a free copy of the report and dispute errors. 10. FAIR HOUSING. [LANDLORD] complies with federal, state and local fair housing laws and does not discriminate based on race, color, religion, sex, national origin, familial status, disability or any other protected characteristic. 11. CERTIFICATION. I certify that the information in this application is true and complete. False information may result in denial or termination of a lease. Applicant signature: ______________________ Date: __________ --- This free template is provided by ClauseAudit for general informational purposes and is not legal advice. Have it reviewed before use. Replace all [BRACKETED] placeholders.
When to use this template
- A landlord is screening prospective tenants.
- A property manager wants a consistent, compliant application.
- An applicant wants to know what information is normally requested.
How to fill it in
- Check your state and city limits on application fees and screening rules.
- Attach written screening criteria and apply them consistently.
- Collect only the ID digits you need, and store applications securely.
- Keep the consent, adverse action and fair housing sections.
Key clauses to check
- Application fee
- Many states cap fees or require them to match actual screening cost.
- Screening criteria
- Some states and cities require written criteria and limit use of criminal or credit history.
- Adverse action
- The Fair Credit Reporting Act requires notice if you deny based on a report.
- Fair housing
- Applies to every step of screening.
State-specific notes: CA, TX, NY, FL, IL
Landlord-tenant rules that affect this template in the five largest states, summarized as of 2025. Laws change and cities add their own rules, so confirm the current law before signing.
California
- The Tenant Protection Act (AB 1482) caps annual increases for many units at 5% plus inflation (maximum 10%) and requires just cause to end many tenancies after 12 months. Many cities have stricter rent control.
- Application screening fees are capped by statute and adjusted annually for inflation, and must reflect actual screening costs.
Texas
- Landlords must make diligent efforts to repair conditions that materially affect health or safety after proper notice, and tenants cannot waive this in most cases.
New York
- Fees for background and credit checks are capped at $20 or the actual cost, whichever is less, and other application fees are prohibited.
- Rent-stabilized units follow separate rules, and New York City and some other localities have Good Cause Eviction protections that limit non-renewals and large increases.
Florida
- State law generally preempts local rent control, so rent increases at renewal are governed by the lease and notice terms.
Illinois
- Chicago’s ordinance adds strict deposit handling, interest and receipt rules, and limits late fees (a set amount on the first $500 of rent plus a percentage of the excess). Check local ordinances in Evanston, Mount Prospect and other cities.
- Applicants denied based on a consumer report must receive an adverse action notice; check Cook County rules limiting use of criminal history.
Another state? See the rules for all 50 states and DC.
Frequently asked questions
How much can a landlord charge for a rental application?
It depends on the state. Several states cap fees or limit them to the actual cost of screening.
Can a landlord deny me because of my credit?
Often yes if applied consistently, but you must receive an adverse action notice, and some cities restrict how credit and criminal history are used.
Can landlords refuse housing vouchers?
Many states and cities ban source-of-income discrimination, which includes refusing vouchers.
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This free template is general information, not legal advice, and is no substitute for a qualified attorney. Laws vary by state; have it reviewed by a lawyer before you use or sign it.