ClauseryFree rental application template (Word)
A form used by landlords and property managers to collect information from prospective tenants — income, employment, rental history, references and consent for background/credit checks.
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A rental application is the screening step before a lease is signed. It collects enough information to verify income, employment, past tenancies and references, and typically includes authorisation to pull a credit report and background check.
Use the same application form for every applicant to avoid fair-housing claims. Charge an application fee only where local law allows it and in the amount capped by statute.
What to include#
- Applicant details. Full name, date of birth, SSN/ID number (for credit check), phone and email, current address.
- Employment and income. Current employer, position, income, length of employment, pay stubs or proof of income, supervisor contact.
- Rental history. Current and previous two landlords, addresses, dates, rent amounts, reason for leaving, landlord contact for reference.
- References. Personal and/or professional references with phone numbers.
- Authorisation. Signed consent to run credit, criminal and eviction-history checks; application fee disclosure.
How to fill it in#
Step 1: Provide the form
Give every prospective tenant the same application at showings or digitally.
Step 2: Collect the fee (if any)
Accept a non-refundable application fee only where legal and in the capped amount.
Step 3: Verify income and employment
Ask for recent pay stubs or an offer letter; call the employer.
Step 4: Call past landlords
Verify on-time rent, condition of unit left, and whether they would rent again.
Step 5: Run credit and background checks
Use a reputable tenant-screening service with applicant consent; comply with FCRA adverse-action rules if you decline.
Related templates and guides
Questions
Can I charge an application fee?
Most states allow it, but many cap the amount (often at actual screening cost) and some cities ban it.
Can I ask about criminal history?
It depends on the jurisdiction; many places ban blanket criminal-history screening or require an individualised assessment.
Do I have to rent to the first qualified applicant?
No, but you must apply consistent criteria to every applicant to avoid discrimination claims.
What if they lie on the application?
Material misrepresentation is usually grounds to reject the application or terminate a lease if already signed.
How long does screening take?
Typically 1-3 days for credit/background checks and reference calls.
These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.