The Rental Application: Questions, Red Flags, and Templates

Before you run a credit or background check, the rental application is your first line of defense against bad tenants.

It helps you gather vital information, spot red flags early, and decide whether an applicant is even worth screening.

In this article, we’ll walk through what you should include in your rental application, what to look out for in the application responses, and how to simplify the process with Landlord Studio. 

Why a Rental Application Matters

A strong rental application helps you:

• Pre-qualify potential tenants
• Save time screening unqualified renters
• Document your rental criteria (in case of disputes)
• Stay compliant with Fair Housing laws
• Begin building a digital paper trail

Whether you're managing one property or several, having a standardized process ensures every applicant is treated fairly and consistently. Set fair screening criteria and apply these criteria equally to all applicants.

You can easily collect rental applications online using Landlord Studio. Learn more →

What to Include in a Rental Application

Your rental application should aim to collect all the essential tenant information up front so you can quickly and effectively assess which applicants meet your minimum tenant screening criteria and that you’d like to pursue the next steps with.

Personal Information

• Full name, phone number, email
• Date of birth
• Government-issued photo ID

Employment & Income

• Current employer, position, and duration
• Monthly income
• Employer contact info
• Optional: proof of income (pay stub or bank statements)

Rental History

• Current and previous addresses
• Landlord contact info
• Reason for leaving

Other Household Info

• Number of adults and children
• Pets (type, breed, size)
• Smokers?

Consent to Screen

• A statement authorizing you to run a credit/criminal/eviction background check (required by FCRA)

With Landlord Studio, tenants fill this out online and will be required to consent to screening as part of the screening flow.

Questions to Ask on Your Rental Application

The questions you include on your rental application play a key role in helping you identify reliable and responsible tenants. These questions should provide a clear picture of the applicant’s rental history, lifestyle, and whether they meet your rental criteria, all while remaining compliant with Fair Housing laws.

Here are some important questions to include:

• Why are you moving? This can reveal potential red flags (e.g., disputes with a landlord or job loss) or confirm a normal transition like relocating for work or needing more space.
• When are you looking to move in? Helps you determine whether their timeline matches your vacancy schedule.
• Have you ever broken a lease or been evicted? Past behavior is one of the strongest predictors of future behavior. This question can prompt a discussion and allow applicants to explain circumstances if needed.
• Do you have any pets or service animals? Clarifies whether you’ll need to consider pet policies or accommodations. Remember: service animals are not considered pets and are protected under the Fair Housing Act.
• Will any roommates or additional occupants be living with you? You’ll want to screen every adult who will be living on the property and ensure the number of occupants aligns with your lease terms and local occupancy limits.
• What is your monthly income? Getting proof of income helps ensure the tenant can comfortably afford rent. Many landlords use a rent-to-income ratio of 2.5x to 3x monthly rent as a guideline.
• Can you provide proof of income or employment? Pay stubs, W-2s, or offer letters are common forms of verification.
• Can you provide contact information for your current and previous landlords? This allows you to gather insights about the applicant’s rental history, payment reliability, and behavior as a tenant.
• Do you consent to a background and credit check? A yes/no checkbox ensures that you have proper consent before running reports.

Tip: To remain compliant with the Fair Housing Act, it's essential to ask the same questions to every applicant and apply your screening criteria consistently across the board. 

Avoid any questions that relate to protected characteristics such as race, religion, national origin, disability, familial status, sex, sexual orientation, or gender identity.

Tenant Screening Red Flags to Watch For

Some signs in a rental application may warrant a closer look or even disqualify the applicant entirely.

Application Red Flags:

• Incomplete or inconsistent information
• Eviction history or vague reasons for moving
• Unverifiable income or employment
• Frequent moves over a short period
• Unwillingness to authorize tenant screening
• Aggressive or evasive behavior when questioned

While these red flags are not immediate disqualifiers, you should always follow up on them and verify all information.

How to Collect Rental Applications with Landlord Studio

Landlord Studio simplifies the entire rental application process, from creating your listing and collecting leads to streamlining online rental applications for top candidates and even running full tenant screening reports.

Here’s how to get started with Landlord Studio’s online rental applications:

If you already have an account, log back in here. If not, you can create a completely free account here.

1. Create a Rental Listing

Start by creating a property listing in Landlord Studio. You can include key details like rent amount, availability date, and any specific criteria or requirements. This listing will serve as the entry point for prospective tenants.

2. Share the Online Application Form

Once your listing is live, Landlord Studio provides a direct link to your digital rental application. You can share this link on rental platforms, social media, or via email. No need for printing, scanning, or sending PDF forms.

3. Collect Applications Automatically

As tenants apply, their applications are automatically submitted through the platform. Each application is stored securely and linked to the relevant property, keeping your information organized and easy to access.

4. Request Screening Reports Instantly

After receiving an application, you can instantly request a credit, background, and eviction screening report directly through Landlord Studio. The process is fast, consistent, and helps you make informed decisions.

Read: The Best Tenant Screening Service for Landlords

5. Review and Compare Applicants

All applicant data is stored in one place, allowing you to quickly compare submissions, review documentation, and make confident choices. The consistent format helps reduce errors and keeps your process professional.

6. Stay Compliant and Organized

Applications are securely archived and tied to specific properties and tenant records. This helps you maintain proper documentation for legal compliance and ensures a smooth leasing process.

Free Rental Application Template (PDF)

Want to streamline your rental application process? Go digital with Landlord Studio.

Create a free Landlord Studio account to start collecting online applications now.

Prefer a printable version? Grab our customizable, legally sound rental application form to use offline.

Download the Rental Application Template →

Final Thoughts

A rental application isn’t just paperwork, it’s the foundation of a strong tenant screening process. Asking the right questions and spotting red flags early helps you avoid costly mistakes.

When you use Landlord Studio, the entire process is streamlined from application to screening, so you can spend less time chasing paperwork and more time finding great tenants.