Updated August 31, 2023
A rental application allows a landlord to collect a tenant’s personal and employment information in order to run a consumer report (credit check). A non-refundable fee may be required that is commonly equal to the landlord’s cost for screening the tenant.
After Screening the Tenant
- If approved, a lease agreement will be written and signed.
- If rejected, the tenant will receive a rejection letter stating where they can obtain a free copy of their consumer report within 60 days (15 § 1681m(a)(4)).
By State
- Alabama
- Alaska
- Arizona
- Arkansas
- California
- Colorado
- Connecticut
- Delaware
- Florida
- Georgia
- Hawaii
- Idaho
- Illinois
- Indiana
- Iowa
- Kansas
- Kentucky
- Louisiana
- Maine
- Maryland
- Massachusetts
- Michigan
- Minnesota
- Mississippi
- Missouri
- Montana
- Nebraska
- Nevada
- New Hampshire
- New Jersey
- New Mexico
- New York
- North Carolina
- North Dakota
- Ohio
- Oklahoma
- Oregon
- Pennsylvania
- Rhode Island
- South Carolina
- South Dakota
- Tennessee
- Texas
- Utah
- Vermont
- Virginia
- Washington
- Washington D.C.
- West Virginia
- Wisconsin
- Wyoming
Table of Contents |
By Type (5)
- Assoc. of Realtors Version
- National Landlords Assoc. Version
- On-Site Version
- Simple Version
- Zillow Version
Assoc. of Realtors Version
Download: PDF
National Landlords Assoc. Version
Download: PDF
On-Site Version
Download: PDF
Simple Version
Download: PDF
Zillow Version
Download: PDF
How to Run a Background Check (6 steps)
- Tenant Completes the Rental Application
- Obtain a Credit Report
- Verify Employment
- Communicate with Former Landlords
- Check the Sex Offender Registry
- Make a Decision
1. Tenant Completes the Rental Application
Rental Application
Download: PDF, MS Word, OpenDocument
In most cases, after the tenant has viewed the property and a verbal agreement has been made the rental application is completed. Attached to it is the required Fair Credit Reporting Act (FCRA) Disclosure detailing the tenant’s rights.
Once this rental application has been completed by the tenant it should be returned to the landlord and along with the application fee.
Non-Refundable Fee ($) – The tenant should be charged for conducting the following verifications (between $18 to $100). In addition, it shows their level of interest in the property.
2. Obtain a Credit Report
Generally, a credit score above 620 is credible by most landlords and property management companies.
All of the companies mentioned below allow the landlord to view the tenant’s criminal history and credit report. The landlord will have to choose which service to use based on whether they received the completed and signed rental application from the prospective tenant.
If the landlord has received a completed application:
- RentPrep.com – $18.95
- MyRental.com – $34.99
- E-Renter.com – $36.95
If the landlord has not received a completed application:
- *LeaseRunner.com – $37
- *MySmartMove.com (TransUnion) – $38
- *Cozy.com – $40
*All fees are billed to the applicant.
3. Verify Employment
The landlord will now need to verify employment and income to ensure the tenant can afford the monthly rent. This usually requires the following:
- Employed Applicants – The last two (2) weeks’ pay stubs. Use the Employment (Income) Verification Letter.
- Self-Employed Applicants – Last two (2) years’ tax returns (Form 1040)
4. Communicate with Former Landlords
Use the section of the rental application marked ‘RENTAL HISTORY‘ to contact past landlords of the applicant and verify items such as:
- Was the applicant ever late on rent? If so, how many months in the lease span were they late?
- Was the applicant ever served a notice to quit or evicted? If so, what was it for?
- Was the applicant a loud tenant?
- Did the applicant leave the previous residence clean and in good standing when they vacated?
- Was the applicant nice around the other tenants (if any)?
The above questions will give the landlord peace of mind that the individual they are allowing to stay in their residential unit is a good investment and will benefit the community.
5. Check the Sex Offender Registry
The landlord may check the Sex Offender Registry in their State to determine if the applicant is listed. It is unlawful (Fair Housing Act) for a landlord to deny a potential tenant for being in this registry. Although, if the landlord can prove that the person poses a danger to others on the property then not only can the landlord deny the individual but if they are already moved in they can have them evicted.
National Search Offender Query – Use in addition to your State’s Registry for best results.
6. Make a Decision
If the tenant generally has a credit score of 620, a stable job/income, with no blemishes on their criminal history then the tenant has a good chance of approval by the landlord.
- If Approved – You can send the Tenant an Approval Letter and check your State’s laws related to Security Deposits, Landlord’s Access, and Disclosures in order to create your Lease Agreement.
- If Denied – The landlord will need to send a Rejection Letter to inform the applicant.
Maximum Rental App Fees ($)
| State | Maximum App Fee ($) | Laws |
| Alabama | No limit | No statute |
| Alaska | No limit | Landlord-Tenant Handbook Page 5 |
| Arizona | No limit | ARS 33-1321(B) |
| Arkansas | No limit | No statute |
| California | $52.46 | Cal. Civ. Code § 1950.6 |
| Colorado | No limit | Colo. Rev. Stat. § 38-12-903 |
| Connecticut | No limit | No statute |
| Delaware | 10% of the monthly rent or $50.00 | Del. Code tit. 25 § 5514(d) |
| Florida | No limit | No statute |
| Georgia | No limit | No statute |
| Hawaii | No limit | No statute |
| Idaho | No limit | No statute |
| Illinois | No limit | No statute |
| Indiana | No limit | No statute |
| Iowa | No limit | No statute |
| Kansas | No limit | No statute |
| Kentucky | No limit | No statute |
| Louisiana | No limit | No statute |
| Maine | No limit | No statute |
| Maryland | No limit (landlord must return unspent application fees over $25 within 15 days of receipt) | Md. Code, Real. Prop. § 8-213 |
| Massachusetts | Landlords may not charge (only brokers and agents permitted) | Mass. Gen. Laws ch. 186 § 15B(1)(b) |
| Michigan | No limit | No statute |
| Minnesota | No limit | Minn. Sat. § 504B.173 |
| Mississippi | No limit | No statute |
| Missouri | No limit | No statute |
| Montana | No limit | No statute |
| Nebraska | No limit | No statute |
| Nevada | No limit | No statute |
| New Hampshire | No limit | No statute |
| New Jersey | No limit | No statute |
| New Mexico | No limit | No statute |
| New York | Cost of background check or $20, whichever is less | N.Y Real Prop. Law § 238-A.1(b) |
| North Carolina | No limit | No statute |
| North Dakota | No limit | No statute |
| Ohio | No limit | No statute |
| Oklahoma | No limit | No statute |
| Oregon | No more than the average cost of screening applicants or the customary amount charged by tenant screening companies | Or. Rev. Stat. § 90.295 |
| Pennsylvania | No limit | No statute |
| Rhode Island | No limit | No statute |
| South Carolina | No limit | No statute |
| South Dakota | No limit | No statute |
| Tennessee | No limit | No statute |
| Texas | No limit | No statute |
| Utah | No limit | No statute |
| Vermont | Not permitted for residential tenancy | Vt. Stat. tit. 9 § 4456a |
| Virginia | $50.00 (not including extra expenses for performing background checks) | Va. Code § 55.1-1203(C) |
| Washington | No limit, but all costs must only be incurred in obtaining screening reports | Wash. Rev. Code § 59.18.257(1)(b) |
| Washington D.C. | No limit | No statute |
| West Virginia | No limit | W. Va. Code § 37-6A-1(2) |
| Wisconsin | No limit, but a landlord may only charge a maximum of $20 for a credit check | Wis. Admin. Code ATCP § 134.05 |
| Wyoming | No limit | No statute |