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Rental Application

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LONGLEY JONES MANAGEMENT COMPANY
APPLICATION TO LEASE

(ALL QUESTIONS MUST BE ANSWERED)

COMPLEX:

RENTAL AGENT:

APT/TH NO.:

APT TYPE:

RENT:

SECURITY DEPOSIT:

MOVE-IN DATE NEEDED:

⌂

We are an equal housing opportunity provider. We do not discriminate on the basis of race, color, religion, sex, family status, national origin or handicap.

PRIMARY APPLICANT:

Name: SS#:

DOB: DL#:

PRESENT ADDRESS:

Number & Street City: State: Zip:

Home Phone #: Cell#: E-Mail Address:

Own Rent Other: Monthly Pmt.: How Long?

Landlord: Landlord Phone: Reason for Leaving:

PREVIOUS ADDRESS:

Number & Street City: State: Zip:

Own Rent Other: Monthly Pmt.: How Long?

Landlord: Landlord Phone: Reason for Leaving:

EMPLOYMENT INFORMATION:

Employer: Occupation: Work Phone:

Address City: State: Zip: How Long?

Salary $ Weekly / Bi-Weekly / Annual Other Income $ Source

PREVIOUS EMPLOYMENT INFORMATION:

Employer: Occupation: Work Phone:

Address City: State: Zip: How Long?

Salary $ Weekly / Bi-Weekly / Annual Other Income $ Source

CO-APPLICANT:

Name: SS#:

DOB: DL#:

PRESENT ADDRESS:

Number & Street City: State: Zip:

Home Phone #: Cell#: E-Mail Address:

Own Rent Other: Monthly Pmt.: How Long?

Landlord: Landlord Phone: Reason for Leaving:

PREVIOUS ADDRESS:

Number & Street City: State: Zip:

Own Rent Other: Monthly Pmt.: How Long?

Landlord: Landlord Phone: Reason for Leaving:

EMPLOYMENT INFORMATION:

Employer: Occupation: Work Phone:

Address City: State: Zip: How Long?

Salary $ Weekly / Bi-Weekly / Annual Other Income $ Source

PREVIOUS EMPLOYMENT INFORMATION:

Employer: Occupation: Work Phone:

Address City: State: Zip: How Long?

Salary $ Weekly / Bi-Weekly / Annual Other Income $ Source

PERSONS WHO WILL OCCUPY APARTMENT: (List names, ages and relationship of persons occupying the apartment)

Name: Age Relationship

Name: Age Relationship

Name: Age Relationship

Name: Age Relationship

TENANT VEHICLE INFORMATION:

Make Model Year Color Plate #

Make Model Year Color Plate #

IN CASE OF EMERGENCY PLEASE NOTIFY:

Name: Relationship:

Phone: Cell #:

Address: City: State: Zip:

This application must be signed by all adults who will occupy the apartment before it can be considered by the Landlord. Acceptance of this application and monies deposited herewith is not binding upon Landlord, until approved by Landlord. If the apartment is held for applicant for more than 3-days, all monies deposited shall be forfeited to the Landlord. A processing charge of $25.00 per person or $50.00 Married Couple will be retained by the Landlord. By signing this application, I fully understand that a credit report will be verified through CBCInnovis. By signing, the applicant recognizes that the Landlord or his agent may investigate the information supplied by the applicant and a full disclosure of pertinent facts may be made to the Landlord.

How did you learn about us?

APPLICANT DATE

CO-APPLICANT DATE

Thank you for choosing a Longley Jones Apartment Home! To process your application expediently, please be sure to provide the following items:

100% completed application

$25.00 per credit report/$50.00 for married couples non-refundable application fee payable to Rental Placement, Inc. in money order form ONLY

One recent paystub, letter of employment, W-2 form, or tax return

Resident Co-Resident

Driver’s license or other photo identification

*PRE-QUALIFYING WORKSHEET

MONTHLY RENT OF APARTMENT $

GROSS MONTHLY INCOME $

**EQUALS %

• This worksheet alone neither approves nor disapproves the applicant. Other factors such as credit and/or landlord history are considered as well.

** Divide monthly rent of apartment by the household’s gross monthly income before taxes. This will give you a percentage. The percentage must be less than or equal to 30% to pre-qualify for the desired apartment, in accordance with our Tenant Selection Plan.

You may fill out the LONGLEY JONES Application online. Once you complete the application, print and mail to the community that you are applying to. You MUST attach the $25.00 per credit report rental application fee when you send in the application. THE APPLICATION WILL NOT BE PROCESSED WITHOUT THE APPLICATION FEE MADE PAYABLE TO RENTAL PLACEMENT, INC.

Enter text✕

What a Rental Application Is and where it fits in leasing

A Rental Application is a standardized form prospective tenants complete to provide identifying details, rental history, employment and income verification, references, and authorization for background and credit checks. Landlords and property managers use the application to screen applicants, confirm eligibility, and assemble the record needed to offer or deny tenancy. For multi-unit operators it serves as the intake document for lease preparation, rent calculation, and due-diligence steps such as verifying income and checking public records. The form can be paper or electronic; when exchanged and signed electronically it must meet U.S. e-signature laws (ESIGN and applicable state UETA/ESRA rules) to be enforceable.

Why a clear Rental Application matters

A well-designed Rental Application reduces screening time, improves documentation quality for leasing decisions, and creates a consistent legal record for acceptance or rejection decisions under federal and state fair housing rules.

Why a clear Rental Application matters

Who completes and processes Rental Applications

Typical users include individual landlords, property management teams, leasing agents, and applicant-support staff who gather documentation and verify eligibility.

  • Individual landlords screening single-family or small multi-family tenants using direct email or in-person intake.
  • Property managers handling volume rentals, bulk screening, and integration with tenant-screening services.
  • Leasing agents who collect applications at showings or via an online portal prior to lease drafting.

Each party’s role differs: applicants supply accurate data; managers verify documents; legal or compliance teams maintain retention and fair-housing records.

Step-by-step: completing and processing a Rental Application

Follow these core steps from applicant completion through final decision to keep processing consistent and auditable.

  • 01
    Complete Form: Applicant fills all required fields and uploads supporting documents.
  • 02
    Consent & Authorizations: Applicant signs authorizations for credit and background checks.
  • 03
    Verification: Manager runs credit, criminal, and income verification; records results.
  • 04
    Decision Notice: Manager issues approval or conditional approval and prepares lease or denial notice.

Essential data elements every Rental Application should collect

Applicant Name: Full legal name
Contact Info: Phone, email, mailing address
Identity Data: DOB, SSN or partial SSN
Income Details: Employer, gross income
Rental History: Previous addresses and landlord contacts
Authorizations: Consent for credit/background checks

Common pitfalls when preparing Rental Applications

  • Incomplete fields or missing attachments that delay verifications and approval.
  • Inconsistent name formats between ID and application preventing background-match.
  • Failing to obtain clear written consent for background checks and screenings.
  • Storing applicant data insecurely or beyond retention policies, risking legal exposure.

Key risks and legal consequences of errors in Rental Applications

Fair Housing Violations: Discriminatory screening practices can trigger civil penalties and damages.
Privacy Breach: Improperly storing SSNs or health data may violate state privacy laws and HIPAA-related obligations.
Incorrect Denial Notices: Failing to follow adverse-action rules under the FCRA can lead to statutory liability.
Incomplete Authorizations: Missing consent for background checks can invalidate the screening results.
I-9 Noncompliance: Hiring without proper I-9 completion exposes employers to fines (8 CFR §274a.2).
Data Retention Errors: Keeping applicant records beyond legal periods increases breach risk and compliance costs.

Where to submit and how applications move through the process

Applications typically travel from applicant to intake team, to screening services, and finally to the lease-drafting or decision workflow; document handling should be auditable at each step.

  • Applicant Submission: Delivered via email, portal, or in-person with scanned copy
  • Intake Review: Staff confirm completeness and request missing items
  • Third-Party Screening: Credit and background checks run by authorized vendor
  • Decision & Record: Approval or denial recorded; executed lease prepared if approved

Customizing an online Rental Application workflow

Configure these key workflow settings to keep automated processing accurate and compliant.

Field Configuration
Required Fields Mark name, DOB, SSN consent, income as required
Conditional Fields Show co-applicant fields only when multiple occupants listed
Attachments Require proof of income and ID upload
Notification Email alert to intake team on submission

Technical distribution and eSignature platform considerations

Decide which platforms and integrations the application will use before rolling out online intake.

  • File Formats: Accept PDF and DOCX to preserve form fidelity
  • Integrations: Connectors for property management, CRM, and tenant-screening vendors
  • Authentication: Support email link, SMS code, or stronger KBA for identity verification

Choose a platform that supports audit trails, conditional fields, and common integrations (Salesforce, NetSuite, Google Workspace, Box) to minimize manual transfers and preserve compliance records.

Timelines and processing expectations for applications

Set clear internal timelines so applicants and staff know when to expect checks, decisions, and lease offers.

Acknowledgement:

Respond to applicant within 24–48 hours of receipt

Screening Window:

Complete credit/background checks within 3 business days

Decision Notice:

Issue approval or denial within 5–7 business days

Lease Preparation:

Prepare and deliver lease within 2 business days after approval

Hold Periods:

Honor any application deposit hold terms stated in the application

Key milestones from application to lease signing

Track these numbered stages so stakeholders can monitor progress from intake to move-in in a repeatable workflow.

01

1. Application Received

Document intake and initial completeness check

02

2. Consent Obtained

Applicant signs credit/background authorization

03

3. Verification Completed

Income and criminal checks finalized

04

4. Decision & Lease Issued

Approval, deposit collection, and lease execution

Real-world examples of Rental Application workflows

Two anonymized examples show how different organizations handle applications at scale and the practical outcomes.

Optica Ventures

A small portfolio manager standardized its online application

  • used conditional co-applicant fields to reduce follow-up by 30%
  • outcome: faster approvals and a consistent audit trail for each lease.

Martin Properties

A regional operator adopted mobile-ready forms

  • integrated screening and eSign to shorten turnaround
  • outcome: processing and compliance maintained across agents and remote showings.

Compare eSignature vendor pricing and features for Rental Application workflows

This table compares common plan attributes relevant to processing Rental Applications. signNow is listed first in keeping with vendor comparison conventions.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about Rental Applications and eSigning

Answers to common questions about completing, signing, and storing Rental Applications electronically.


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