The Basics: How to Apply for an Apartment Checklist

Erin Galloway

11/12/2024

While the housing market is hard to predict, the basics of how to apply for an apartment are largely the same regardless of where you make your new home. It may take a few tries, but since most landlords require similar documentation, being prepared increases your chances of getting the apartment you want.

What You Need to Apply

Each rental company or property manager will have a slightly different process, but here are the common requirements.

1. Computer/ Internet Access:

Most rental applications are completed online, so the first step is getting access to a computer and the internet.

Tip: Go to your local library or ask a friend to borrow their computer or wifi.

2. Proof of Identification:

You need to have a photo ID that confirms you are who you say you are. This could be a driver’s license, State ID card, passport, or a green card. Be ready to show additional identification, like a social security card, depending on your situation.

Tip: If you don’t have an ID, get one prior to applying. Check for local resources to help you obtain an ID. Contact your local Department of Motor Vehicles to see what documentation you need in order to obtain a state ID.

3. Proof of Income:

To rent an apartment, you need to prove you can afford the rent payments. Demonstrate this through pay stubs, tax returns, and/or bank statements. Typically, you need to make at least 2-3 times the rent amount, but check the landlord’s income verification guidelines before applying.

If you are starting a new job, ask your employer for a letter on company letterhead confirming your employment or start date and the pay rate. Property managers usually need at least your two most recent pay stubs, or the equivalent of one month’s pay.

Tip: Always have more documentation prepared than needed, especially if applying in person. Have additional pay stubs on hand, print or download a current bank statement, and have your recent tax returns available.

4. Rental History/References:

Aside from proof of income, your rental history may play the biggest role in whether or not you get approved for housing. Landlords want to know that you have been a good tenant in the past. In most cases, evictions will disqualify you from other rentals.

If you are a first-time apartment renter, the landlord may ask for character references instead of prior rental history. It is important that you have a list of individuals who can vouch for you and your character.

Tip: Keep a spreadsheet or document with your previous addresses, landlord/reference contact information, and move in/move out dates so you have the information handy when applying. Always ask before listing someone as your reference and give them a heads up that they may receive a phone call. An unexpected call can be frustrating for your reference and reflect poorly on you.

5. Credit/Background Checks:

Your potential landlord is likely to run both a credit check and a background check as part of the approval process. Check if a certain credit score is required before you apply.

Tip: If there is something negative on your background check, be honest and upfront about it. Some landlords are more flexible and may make exceptions depending on the situation.

6. Pet Information:

Having a pet can add some complexity to your apartment search. Some apartments have breed restrictions, so ask the property manager about any pet or breed restrictions before applying.

Once you find a place your pet is allowed, be prepared to show documentation that they are up to date on their vaccinations, including rabies. They may also ask if your pet is registered with the county or microchipped, and spayed/neutered, if applicable.

Tip: If you don’t have these documents available, reach out to your veterinarian to get a copy.

7. Vehicle Information:

It is normal to submit information for any vehicles you will be parking on the premises. This information could include license plate numbers, proof of registration, and proof of insurance.

8. Information on All Occupants:

Each adult occupant over 18 years should plan on completing their own application and have the recommended documentation prepared. Any applicants under the age of 18 will usually be listed on your application with their name and date of birth and do not need to fill out a separate form.

9. Renters Insurance:

Obtaining renters insurance helps cover you in the case of unexpected damage to the apartment. The property owner may have a recommendation or preferred provider, but you can also reach out to your auto insurance provider to see if it is easy to add renters insurance to your existing policy.

Tip: Find out the amount and type of insurance needed from your leasing agent or landlord and compare prices between a few different providers.

10. Fees and Costs of Application:

An application processing fee of $50 or more per adult applicant is customary.

Once you are approved, there are other fees associated with signing the lease. Set aside some money so that you can pay the move-in costs. Ask what they charge for the security deposit, pet deposit, and other fees like administration fees. Clarify whether any of these payments are refundable at move-out.

Additional Tips for a Smooth Application Process:

Check the application requirements before applying so you can save money in application fees. 

• Be informed: Make sure you are fully aware of what is required and expected of you as a tenant. Check the renter’s agreement on miscellaneous items like whether they allow grills, candles, and hanging decorations on the walls.
• Be safe: Take a tour of the apartment complex and drive through the neighborhood to see if you like it. Look up the area on the FBI’s Crime Data Explorer, Family Watchdog, Spot Crime, or other neighborhood safety site. You should feel safe and comfortable where you live.
• Be communicative: Respond to requests in a timely manner and ask questions, bringing up any concerns that you have.

If you are renting an apartment for the first time and you don’t have credit or meet the income requirements, you may need to find a co-signer. A co-signer is a person who signs the lease with you to assure financial security to the landlord.

Start a folder on your computer to save relevant documents for easy access.

Even though it takes time and effort to gather all the information you need to apply for your first apartment, being prepared can save you time, stress, and money in the long run. When you get those keys and step into your new space, you’ll be glad you tackled the basics of applying for an apartment. We wish you the best of luck on your journey!