Securing a qualified and reliable tenant for your rental property is very important as a landlord. Whether leasing out a single rental unit or managing a portfolio of properties, utilizing a comprehensive rental application form is essential for consistently screening prospective tenants. This process helps ensure you only select the most suitable tenants for your rental properties.
This article offers a free rental application form template that will help you get the necessary information from potential tenants. This comprehensive document template covers various aspects of the applicant’s background, such as personal details It also includes fields for personal references and emergency contacts. For applicants with a spouse or partner, there are additional sections to capture their relevant information. These fields collectively provide you with a thorough understanding of the applicant’s background, facilitating informed decision-making.
Things to Consider When Checking the Form
When having applicants complete this form, be sure to review and verify the following sections carefully:
Property details
The top section requests basic details about the property – the address, specified rent amount, security deposit required, and any pet deposits, if applicable. This helps clarify the exact rental premises upfront, which is particularly important if you have more than one rental property.
Applicant information
Ensure the applicant has provided their legal name, date of birth, and contact information, such as their phone number and email address, as directed in the form. If possible, obtain copies of their government-issued photo IDs to confirm their identity and prevent fraudulent applications.
Residential history
Another critical section to look at when having applicants complete this form is the residential history section. In this section, check to ensure that the applicant lists their current residence, the property’s address, date of tenancy, and their landlord’s name and contact information. This information can help you verify with their previous landlord(s) if the applicant has a history of making timely payments, properly maintaining the property, giving sufficient notice before vacating, and any other lease violations.
Employment and income
This section aims to verify that the applicant has enough stable income to cover the rent. They must list their current employer, job position, start date, supervisor’s name, monthly gross income, and details about previous jobs. Request documentation like pay stubs or tax records to validate their stated income.
Spouse/Partner details
If applicants have a spouse or partner, this section also captures that person’s complete personal information, employment, and income details. This ensures you get a full picture of the household’s financial situation.
Personal references
Having applicants list a couple of personal references gives you another option to verify details about their reliability as tenants. While this may seem like just supplementary data points, listing a couple of personal references at least gives you avenues to gain additional insight into the applicant’s reliability and character away from the financial aspects.
Emergency contacts
This section ensures you have additional contacts beyond the applicant in case of emergencies at the property. Having designated emergency contacts’ names, relationship statuses, and phone numbers on file ensures you have alternative communication channels in any urgent situations related to the property during the tenant’s residency.
Additional occupants
Ensure that the applicant provides the full names and relationships of any other planned occupants beyond the applicants, such as children or roommates.
Pets & Vehicles
These sections have applicants disclose any pets or vehicles that may affect the property. Details include pet type, breed, weight, age, vehicle make model, and license plate. Given the potential added risk of property damage, excessive noise, odors, or parking constraints, explicitly having tenants disclose any accompanying pets or vehicles is necessary. Details on the number and types of pets and descriptions of vehicles put you in an informed position upfront.
Financial details
To assess overall financial standing, this form has a section for applicants to provide their bank account information and list any current outstanding credit obligations like loans, credit cards, or other principal monthly payments. By listing their current bank account numbers, credit card details, outstanding loan balances, and monthly payment obligations, you get a clear picture of the applicant’s financial situation beyond their income. High existing debt levels could jeopardize consistent rental payments.
Background history
One of the final sections directly asks applicants to disclose any previous evictions, bankruptcies, or criminal convictions. This allows you to make an informed decision about potential future risks. Their willingness to put this information on an application speaks volumes as well. You can then follow up with additional screening as needed.
Considerations for Landlords when Screening Tenants
Here are some tips to consider when using this form to obtain information from your tenants:
- Always obtain consent from tenants before you collect or process their personal information.
- Make sure to implement suitable security measures to protect sensitive data from unauthorized access, use, or disclosure.
- Try as much as possible to verify the accuracy and completeness of all information provided by the tenant.
- Consider different verification processes for documents such as ID, SSN, proof of income, and credit scores.
- Make clear any fees associated with the rental application process.
- Make sure that the form is accessible to all potential tenants, regardless of their physical abilities or disabilities.
- Always meet the tenant before approving or dismissing their application. Meeting someone in person will help you determine whether they are the right fit for your rental property without profiling or segregating them.
This rental application template is available in several standard file formats for convenience and compatibility. They include Google Docs, Microsoft Word document (.docx) and template (.dotx) versions for those operating in the Microsoft Office ecosystem, allowing easy customization and saving unique applicant forms. It is also available in the open-source OpenDocument format (.odt) for use in LibreOffice, Apache OpenOffice, and other office suites. Access to this robust screening tool in familiar file types allows you to seamlessly implement it into your existing rental processes across whatever software you prefer.
