New York Rental Application Form

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A New York rental application is a legal document that allows a landlord to review a potential tenant’s background information and references.  After performing the background check, the landlord can determine whether the applicant would be a reliable tenant. Once an applicant has been selected, they will enter into an agreement to rent an apartment or residential property for an agreed amount of time between the parties. In the event the applicant does not have enough of a credit history to check, they may fill out a “Guarantor Rider” so that they can enter into the agreement with a co-signer if needed. If this is the case, notarization will be required on the rider application.

Application Fee (§ 238-A.1(b)) – The landlord cannot charge more than the cost of the background check or twenty dollars ($20), whichever is less. Furthermore, they must provide the applicant with a receipt.

Security Deposit (§ 7-108.1-a(a), § 576/74(f)– The most that a landlord may demand from tenants is one (1) month’s rent.

How To Write

Download: Adobe PDF, MS Word, OpenDocument

Step 1 – Obtain The New York Rental Application Form As A Template

Choose the “Adobe PDF,” “Microsoft Word (.docx),” or the “Microsoft Word (.docx)” link to acquire the New York Rental Application Form as a file version that you can work with and print. This file can be previewed using the sample image and the same file saved by selecting any of the buttons captioning it (“PDF,” “ODT,” or “Word”).

Step 2 – Name The Non-Refundable Fee Required For This Application

This form will seek its first definition to be that of the “Non-Refundable Fee.” The first line of this document shall request this information in the upper right-hand corner after the dollar symbol. This will be the application fee the Potential Tenant must pay to submit this paperwork. 


Step 3 – Define The New York Rental Property Available

Continue to the first formal section of this form, titled with the term “The Property,” where a blank line labeled “Type (Apt, Home, Condo)” and one labeled “Square Feet (SF).” These two should be used to describe the New York property available for leasing. Produce the classification of the available unit or property by recording it on the “Type” line then the area of square feet that will be rented on the line between the “Square Feet (SF)” and the unit abbreviation “SF.”  Two additional details regarding the property to be rented must be documented before proceeding. The line labeled “Bedrooms” calls for the number of bedrooms of the concerned property is entered for display. Once this has been reported continue to the right then place the exact sum of money that will need to be paid for every one month of residency by the potential Tenant as the monthly rent. Report this dollar amount between the dollar symbol placed after the “Rent Amount” label and the phrase “/month.” 


Step 4 – Produce The Location Of The Available New York Rental

Now, the “Street Address” line in “The Property” section allows the building number, street name or road name, and if applicable the suite number needed to find the concerned property can be reported for display.  Complete the recording process for this address by entering the “City” where the concerned is located as well the “State,” and the “Zip Code.    


Step 5 – Present Basic Limitations Or Consideration

The next area in “The Property” section tasks itself with a display of some common issues many Potential Tenants wish discussed before submitting an application. Three questions are viewable in this section; “Pets,” “Smoking Allowed,” and “Parking.” Each of these labels are followed by a “Yes” checkbox and a “No” checkbox and refer to the property to be leased. Thus, if Landlord or Property Owner will allow the Applicant to keep a pet, smoke in the property’s smoking areas, and will provide “Parking,” Then mark the “Yes” checkbox that corresponds to the concerned item. If, not then select the “No” box. In the example below Tenants will be allowed to keep “Pets” on the property, will not be allowed to smoke on the property, and indicates that “Parking” will be available. If the Landlord intends to provide “Parking” then define the location and accessibility of the parking space on the blank line labeled “If Yes, Describe The Parking.” 


Step 6 – Identify The Term Of Tenancy

The “Tenancy” section will complete the preparation of this application before information will need to be obtained from the applicant or before it can be dispensed to the Applicant. Only two items will be necessary to complete this area. The “Type/Length” line refers to the type of lease agreement being offered while the adjacent line shall document the first day the lease can be entered. Thus, report if this is a month-to-month lease or a fixed-term lease on the line labeled “Type/Length.” Keep in mind, that if this is a fixed-term lease then the number of months or years making up its lifespan must also be reported. The adjacent line will continue the discussion by requesting that the “Start Date” of the lease be reported. 


Step 7 – Document The Applicant’s Identity

The next section, titled “The Tenant,” shall seek several facts to descript the Applicant beginning with his or her identity reported on the line labeled “Full Name,” his or her birthday furnished on the “DOB” line then the Applicant’s social security number presented on the line labeled “SSN.”  In addition to the Applicant’s identity, his or her credentials should be furnished, thus report this Party’s “Driver’s License No.” on the next available line. Notice that the means to contact the Applicant featured in the presented driver’s license and named above will be required by the next line (labeled “Phone”). Proceed to the “E-Mail” line where the electronic mail address of the Applicant must be supplied for display.


Step 8 – Discuss The Applicant’s Living Status

Oftentimes, the Applicant may have some specific details regarding his or her day-to-day living that may need discussion. One such issue will concern how many people will be living with the Potential Tenant. Therefore, the question “Other Occupants?” in the “Applicant Details” section has been supplied with a “Yes” and “No” checkbox. If the Applicant will be living with other people (i.e. family members, spouse, roommate, etc.) then mark the “Yes” box. If the Applicant does not intend to live with any other people during the lease term, then mark the checkbox labeled “No.” In the example below, the Applicant will be living with other “Other Occupants” so the “Yes” box has been selected.  A follow-up area to the “Other Occupants” issue has been produced as the statement “If Yes, Describe” and a blank line that should be filled out with the name of every other Occupant the Applicant intends to live with should he or she gain the entry to the lease. Keep in mind, that this follow-up area should only be tended with information after the checkbox labeled “Yes” above has been selected.  If the Prospective Tenant has any “Pets” or intends to live with any “Pets” during the concerned lease then the “Yes” checkbox following the word “Pets” in the “Applicant Details” section should be selected (see below) however if not then select the “No” box. If the Applicant plans on having “Pets” during the lease he or she wishes to obtain then each pet must be described on the blank line directly below this question (labeled “If Yes, Describe”).  The next topic is that of vehicles. Locate the term “Vehicles?” in the “Applicant Information” area then select the “Yes” box or the “No” box that follows to indicate whether the Applicant owns any vehicles. For instance, the Applicant may have one or two cars in the household. If so, you must select “Yes” then proceed with a description (see example) however if the Applicant does not own any vehicles then the “No” box should be selected. If it has been indicated the Applicant owns or maintains a vehicle, then a description of the vehicle must be provided on the line following the term “If Yes, Describe.” This line may be left blank if the Applicant does not own a vehicle and the “NO” box for “Vehicles?” has been selected. In addition to these physical circumstances, some basic information regarding the Applicant’s credit status should be documented. If he or she has “Ever Filed For Bankruptcy” then mark or check the box following this question as in the example provided. If not, then indicate that the Applicant has not filed for Bankruptcy by selecting the “No” box.  The “If Yes, Describe” line below “Ever Filed For Bankruptcy” must be provided with an explanation or description of the Bankruptcy. It is important to also mention the year of bankruptcy or if this is an ongoing petition.


Step 9 – Establish The Applicant’s Employment Status

The section titled “Current Employment” handles the subject of the Applicant’s current income and how he or she earns it. Begin this section by reporting the legal name where the Applicant works on the line labeled “Company” then his or her formal “Occupation/Title” at this job on the adjacent line.  Next, document the length of time the Applicant has been employed with the Company above on the line attached to the term “How Long?” then, referring to the Applicant’s tax filings for the previous year, record the Applicant’s yearly “Gross Income” on the blank line that follows.  The Applicant’s employment address should also be documented. Use the “Street Address” line in the “Current Employment” portion of this document to dispense the building number, street, and the unit or office number where the Applicant’s current Employer receives mail. If the Applicant’s Employer requires mail sent to a specific department regarding matters such as employment verification (i.e. Human Resources) then make sure to include this department’s name.  The Employer’s address should be continued on the line labeled “City” and “State” before proceeding to name the Applicant’s “Supervisor” on the final empty line.


Step 10 – Display The Applicant’s Employment History

In addition to the “Current Employment” the Applicant enjoys, a record of his or her “Previous Employment” must be submitted. This section presents a similar format for this information as the one above it thus begin satisfying this area with a report of the “Company” name of the Applicant’s previous Employer along with the Applicant’s “Occupation/Title” Continue with a report on “How Long” the Applicant worked for the previous Employer on the next blank line. Once this has been documented, Produce the “Gross Income” the Applicant commanded with this entity on the next line.   The “Street Address” where the Applicant’s previous Employer can be contacted should be furnished to the next line in the “Previous Employment” section.  The final area of the “Previous Employment” section seeks the remainder of the previous Employer’s address by delivering the “City” and “State” on the next two blank lines. Immediately to the right of the conclusion of this address, the name of the Applicant’s “Supervisor” should be supplied to the final blank line in the “Previous Employment” section.


Step 11 – Report The Details Of The Applicant’s Current Residence

Once the discussion on the Applicant’s income (and history) has been completed, it will be time to engage a dialogue regarding his or her “Current Residence” status. This will be handled in the next section by, first, describing the “Type…” of residence the Applicant occupies by reporting if it is an “Apt., Home, Condo,” or any other kind of property/arrangement (i.e. efficiency or extended hotel). This description should be followed by furnishing the number of “Square Feet (SF)” making up the Applicant’s rented areas on the next blank line.  The number of “Bedrooms” as well as the “Rent Amount…” that must be paid per month should be supplied using the next two appropriately labeled spaces in the “Current Residence” section.   Next, populate the lines labeled “Street Address” label with the building number, street name, and unit number of the Applicant’s “Current Residence”   Complete the report on where the Applicant currently lives by entering the name of the  “City,” “State,” and “Zip” with information that defines the Applicant’s current residential address.   

Some additional information considered quite relevant by many will be required in the next portion of the “Current Residence” section. Find the term “How Long At This Address” line and the adjacent “Current Lease Expiration Date” line. Furnish the amount of time between the current date and the calendar date when the Applicant’s residence began at the above address to satisfy the first of these requests (“How Long At This Address”), then document the official termination date of the lease for the “Current Residence” to the space immediately following the wording “…Lease Expiration Date.”  The Applicant’s reason for moving should be documented on the final line of the “Current Residence” section and should consist of a brief report (i.e. lease is terminating, court order/eviction, or new job).   


Step 12 – Furnish The Contact Information For The Applicant’s Current Landlord

Every potential Landlord is generally encouraged to enact the right to verify the Applicant’s payment history with the “Current Landlord.” Thus, continue to the next area and produce the full “Name” of the Applicant’s Landlord on the first blank line available in the “Current Landlord” section.  Continue identifying the Applicant’s “Current Landlord” with a record of the concerned Landlord’s contact “Address” on the next line.  Finally, use the lines labeled “Phone” and “E-mail” to display the direct contact information of the Applicant’s Landlord.  


Step 13 – Deliver The Applicant’s Residential History

In addition to the “Current Residence” where the Applicant lives, at least two previous residences he or she maintained or occupied must be listed. The first two lines of the “Previous Residence – 1” section must be supplied with the kind of residence the Applicant maintained immediately before his or her current situation on the blank line labeled “Type (Apt., Home, Condo”) as well as the number of “Square Feet (SF)” under the Applicant’s previous lease arrangement. The number of “Bedrooms” in the first previous residence of the Applicant is expected on the next available line while the monthly rent he or she was obligated to pay during the previous lease should be furnished between wording “Rent Amount $” and the term “/Month”    Continue by documenting the previous rental’s “Street Address” (building/street/unit number), “City,” “State,” and “Zip” using the next four blank lines to do so.  The “Start Date” and the “End Date” of the last lease held by the Applicant for this residence must be transcribed from this lease to the final two blank lines of the “Previous Residence – 1” section.   The “Previous Landlord – 1” section will serve to support the last portion of this form with a request for the full “Name” of the last Landlord the Applicant shared a lease agreement with. Dispense this information to the first line of the “Previous Landlord-1” section.  The last Landlord’s mailing address is the next item required in this section and should be furnished to the line labeled “Address.”  Conclude this report on the Applicant’s first previous Landlord by presenting this Party’s current telephone number and electronic address to the blank lines labeled “Phone” and “E-Mail.”  The second to last Landlord that held a lease with the Applicant as well as the second to last lease must be discussed as well. Locate the section “Previous Residence – 2” then define the concerned residence with a record on the blank line labeled “Type (Apt, Home, Condo)” and documenting its size in “Square Feet (Sf) on the blank line that follows.  The second to last residence should be further defined by documenting how many “Bedrooms” were included in the lease on the appropriately labeled line and the dollar amount expected as rent every month on the line attached to the label “Rent Amount $” The next four spaces in the “Previous Residence – 2” section seek the address information needed to locate the second to last residence occupied by the Applicant. Utilize the “Street Address” line, the empty line labeled “City,” “State,” and the available line attached to the word “Zip” to display the address of the second to the last residence the Applicant rented. This description of the second to last residence and lease the Applicant enjoyed should be completed with the first calendar date of the lease term for that residence and the last calendar date. The lines labeled “Start Date” and “End Date” in the “Previous Residence – 2” section will accommodate this information’s presentation. Naturally, once a discussion on the second to last residence of the Applicant has engaged, a report on the second to the last Landlord who participated with the Applicant in the lease regarding the concerned property must be produced. The “Previous Landlord – 2” section seeks the identity of the Applicant’s second to the last Landlord presented on the line labeled “Name.”Additionally, record the second to the last Landlord’s complete contact address on the next line.
Continue reporting on the second to last Landlord by dispensing the telephone number and email address to the lines labeled “Phone” and “E-Mail” (respectively).


Step 14 – Include Personal Reference Who May Further Discuss The Applicant

Once the contact information for the Applicant’s previous Landlords has been presented, the Applicant’s “Personal References” should be supplied. The number of “Personal References” required to complete the next section is up to the Landlord thus, while enough room has been provided for three, additional areas may be supplied by copying then inserting a blank one. If the Landlord requires less than three, the unneeded area may be removed, left blank, or provided with a strike-through or the word “None” (or “N/A”). Locate the “Personal References” section then provide the “Full Name” of a person who can be contacted for a report on the Applicant on the first blank line before proceeding to indicate how this person is related to the Applicant on the blank line labeled “Relationship.”  The “E-Mail “and “Phone” lines expect the Personal Reference’s contact information dispensed to their contents.  


Step 15 – Record The Applicant’s Bank Information

This template has dealt with quite a few relevant topics geared to displaying the Applicant’s information and some of the credentials needed to show his or her ability to enter a lease agreement. In addition to this information, the Applicant’s “Financial Information” must be addressed directly in this form. Locate the lines labeled “Bank,” “Account #,” and “Routing #” then record the legal name of the “Bank” where the Applicant maintains a checking or savings account, account number he or she owns, and the bank’s routing number. This information can all be found in the Applicant’s records or the face of a check (the account number and routing number can usually be found on the bottom of a check). If the Applicant does not have this information, he or she should be encouraged to obtain it from the concerned bank’s website or by contacting the bank directly. These numbers must be recorded accurately to avoid any confusion.  The line labeled “Branch Location” requires the physical address of the bank where the Applicant maintains the account being discussed. If the Applicant’s account is held by an online bank, then the formal bank address associated with his or her account should be recorded. Once this has been presented, continue to the adjacent area (labeled “Type”) then choose either the “Checking” checkbox or the “Savings” box to indicate the kind of account being reported.  A second area in the section labeled “Financial Information” has been presented to identify a second bank account. This should be completed if the Applicant maintains two accounts. Many Landlords expect their Tenant to operate multiple accounts and such information may enforce the Applicant’s presentation of being a reliable Tenant. Additional such areas can be copied if an additional bank account should be reported (i.e. the Applicant runs a home business with its own account but is not incorporated).


Step 16 – Detail The Applicant’s Credit Card Information

As mentioned earlier, Landlords will have certain expectations that an Applicant maintains financial accounts. An area in “Financial Information” has been set aside to document the Applicant’s current credit cards. As with the banking information presented, there will be enough room to report on two accounts and additional areas may be inserted as needed. Begin with the line labeled “Credit Card.” Produce the name of the financial institution the Applicant maintains a credit card under on this line then proceed to the right where the formatted spaces on display will expect the last four digits of the Applicant’s (credit) “Card #” reported and “Limit” label will call for the total sum of money the credit card account will allow the Applicant to borrow.  After dispensing the Applicant’s credit card information, choose the checkbox labeled by the type of credit card just reported. Only one of the “VISA,” “MasterCard,” “Discover,” “Amex,” or “Diner’s Club” checkbox choices may be selected.  An additional area has been furnished so that a second credit card may be listed. If the Applicant only has one credit card, this may be left unattended, struck through, or populate with a term indicating this such as “N/A” (non-applicable).  


Step 17 – The Applicant Must Attest To This Information By Signature

Whether the Applicant has completed this form, a Representative of the Applicant, or an Employee of the Landlord or Property Management Company seeking to lease the concerned property, this application must be signed by the Applicant. He or she must review the information presented for accuracy, read the “Consent And Acknowledgement” statement, then agree to this declaration by signing his or her name on the “Applicant’s Signature” line. Be advised, this signature will also require the “Date” when it was produced reported on the next line by the Signature Applicant.