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National Apartment Association Rental Application

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Rental Application for Residents and Occupants

Each co-applicant and each occupant 18 years old and over must submit a separate application. Spouses may submit a single application.

Date when filled out:

ABOUT YOU

Full name (exactly as on driver's license or govt. ID card)

Your street address (as shown on your driver's license or government ID card)

Driver's license # and state:

OR govt. photo ID card #:

Former last names (maiden and married):

Your social security #:

Birthdate: Height: Weight:

Sex: Eye color: Hair color:

Marital Status: single married divorced widowed separated

Are you a U.S. citizen? Yes No Do you or any occupant smoke? yes no

Will you or an occupant have an animal? yes no

Kind, weight, breed, age:

Current home address (where you now live):

City/State/Zip:

Home/cell phone: Current rent: $

Email address:

Name of apartment where you now live:

Current owner or manager's name:

Their phone: Date moved in: Why are you leaving your current residence?

Your previous home address:

City/State/Zip:

Apartment name:

Name of above owner or manager:

Their phone: Previous monthly rent: $

Date you moved in: Date you moved out:

YOUR WORK

Present employer:

Address:

City/State/Zip:

Work phone:

Position:

Your gross annual income is over: $

Date you began this job: Supervisor's name and phone:

Previous employer:

Address:

City/State/Zip:

Work phone:

Gross annual income was over: $

Dates you began and ended this job:

Previous supervisor's name and phone:

YOUR CREDIT HISTORY

Your bank's name, city, state:

List major credit cards:

Other non-work income you want considered. Please explain:

Past credit problems you want to explain. (Use separate page.)

WHY YOU APPLIED HERE

Were you referred? Yes No.

If yes, by whom?

Name of locator or rental agency:

Name of individual locator or agent:

Name of friend or other person:

Did you find us on your own? Yes No If yes, fill in information below:

On the Internet Stopped by Newspaper (name):

Rental publication. Other:

YOUR RENTAL/CRIMINAL HISTORY

Check only if applicable: Have you, your spouse, or any occupant listed in this application ever been evicted or asked to move out? been charged with the felony criminal offense? been charged, detained, or arrested for a felony, misdemeanor involving a controlled substance, violent felony, or other serious offense?

(Additional explanation)

YOUR SPOUSE

Full name:

Former last names (maiden and married):

Spouse's Social Security #:

Driver's license # and state:

OR govt. photo ID card #:

Birthdate: Height: Weight:

Sex: Eye color: Hair color:

Are you a U.S. citizen? Yes No

Present employer:

Address:

City/State/Zip:

Work phone:

Position:

Date began job: Gross annual income is over: $

Supervisor's name and phone:

OTHER OCCUPANTS

Names of all persons under 18 and other adults who will occupy the unit without signing the lease. Continue on separate page if more than three.

Name: Relationship:

Sex: DL or govt. ID card # and state:

Birthdate: Social Security #:

Name: Relationship:

Sex: DL or govt. ID card # and state:

Birthdate: Social Security #:

Name: Relationship:

Sex: DL or govt. ID card # and state:

Birthdate: Social Security #:

YOUR VEHICLES

List all vehicles owned or operated by you, your spouse, or any occupants (including cars, trucks, motorcycles, trailers, etc.)

Year: Make and color of vehicle: License #: State:

Year: Make and color of vehicle: License #: State:

Year: Make and color of vehicle: License #: State:

EMERGENCY

Emergency contact person over 18, who will not be living with you:

Name:

Address:

City/State/Zip:

Work phone: Home phone:

Relationship:

AUTHORIZATION

I authorize the owners to obtain reports from any consumer or criminal record reporting agencies before, during, and after tenancy on matters relating to a lease by the above owner to me and to verify, by all available means, the information in this application, including criminal background information, history and other information provided by employers, friends, and others referenced by me or the application.

Applicant's signature:

Spouse's signature:

Applicant must also sign on the next page of this Application.

Contemplated Lease Contract Information

To be filled in only if the Lease Contract is not signed by resident(s) at time of application for rental.

Names of all residents who will sign Lease Contract:

Name of Owner/Lessor:

Property name and type of dwelling (bedrooms and baths):

Complete street address:

City/State/Zip:

Names of all other occupants not signing Lease Contract:

Total number of residents and occupants:

Beginning date and ending date of Lease Contract:

Total security deposit $ Animal deposit $

Other fees $

Total monthly rent for dwelling unit $

Rent to be paid at (check one) on-site manager's office or it

Prorated rent for: first month or second month $

Monthly rental due date

Late charges due if rent is not paid on or before the of each month.

Initial late charge $ Daily late charge $

Returned-check charge $

Utilities paid by owner or account unit apply: electricity, gas, water, wastewater, trash, cable TV, master TV antenna.

You are (check one) required to purchase personal liability insurance; not required to purchase personal liability insurance.

Agreed reletting charge $

Special provisions regarding parking, storage, etc. (see attached page if necessary):

Application Agreement

1. Lease Contract Information. The Lease Contract contemplated by this application is attached or, if no Lease Contract is attached, the Lease Contract will be the current lease contract attached above. Special information and conditions must be explicitly noted on attached Lease Contract or in the contemplated Lease Contract information above.

2. Application fee (nonrefundable). You have delivered to our representative an application fee in the amount indicated below, and this payment partially defrays the cost of administrative paper work. It is nonrefundable except as provided by applicable law.

3. Application deposit (may or may not be refundable). In addition to any application fee, you have delivered to our representative an application deposit in the amount indicated below. The application deposit is not a security deposit. To the extent permitted by applicable law, it will be credited toward the rent deposited if this application is approved or returned if this application is declined.

4. Application in Advance. If you and all co-applicants have already signed the Lease Contract with the application, the application fee and deposit are acknowledged by your signatures.

5. Approval/Deposit. If your application is approved, the application fee and deposit described above may be applied to your move-in costs.

6. If You Fail to Sign Lease Contract After Approval. Unless we authorize otherwise in writing, you and all co-applicants must sign the Lease Contract within 3 days after we give you our approval in person or by telephone or within 5 days after we mail you our approval if you do not sign in person.

7. If You Withdraw Before Approval. You and any co-applicant may withdraw your application before approval; however, the application deposit may be forfeited as permitted by applicable law.

8. Completed Application. An application will not be considered completed until all of the following have been provided to us: signed application, fee paid, and all requested information. If not complete, we will notify you by mail or telephone.

9. Non-approval. We will notify you whether you have been approved within 10 days after the application is complete. If not approved, any application deposit will be returned as required by law.

10. Refund after Non-approval. If your application is approved or denied, the application deposit and any refund will be made according to applicable law and this agreement.

11. Expiration of Deadlines. If the deadlines for signing, approving, or refunding under paragraphs 6, 9, or 10 fails on a Saturday, Sunday, or state or federal holiday, the deadline will be extended to the end of the next day not a Saturday, Sunday, or holiday.

12. Notice to Co-applicants. Any notice given to you or your co-applicant is considered to include all co-applicants and any notice from you or your co-applicant is considered to include all co-applicants.

13. Keys or Access Devices. We will furnish keys and/or access devices only after all parties have signed the contemplated Lease Contract and the applicable fees have been paid in full.

14. Receipt. Application fee (may or may not be refundable): $

Application deposit (may or may not be refundable): $

Other move-in fees (may or may not be refundable): $

Total of above application fee and application deposit: $

Total amount of money we've received to date: $

Signature. Our representative's signature is consent only to this Application Agreement. It does not bind us to accept applicant or to sign the proposed Lease Contract.

Applicant's signature: Date:

Signature of Spouse: Date:

Signature of Owner's Representative: Date:

FOR OFFICE USE ONLY

1. Apt. name or dwelling address (street, city): Unit # or type:

2. Person accepting application: Phone:

3. Person processing application: Phone:

4. Date that applicant or co-applicant was notified by telephone, letter, or in person of acceptance or nonacceptance.

5. Name of person(s) who were notified (at least one applicant must be notified if multiple applicants):

6. Name of owner's representative who notified above person(s):

Enter text✕

What the National Apartment Association Rental Application Is

The National Apartment Association Rental Application is a standardized tenant screening form widely used by property managers and landlords to collect applicant identification, rental history, employment and income details, and authorizations for credit and background checks. It consolidates consent language, privacy disclosures, and signature blocks into a single record designed for consistent decision-making across portfolios. The form supports both paper and electronic completion and is typically paired with supporting documents such as photo ID, pay stubs, and prior landlord references to verify accuracy and eligibility.

Why a Standardized Rental Application Matters

A consistent National Apartment Association Rental Application reduces processing errors, improves fair housing compliance, and speeds screening by collecting all necessary data in one place.

Why a Standardized Rental Application Matters

Who Completes and Reviews This Rental Application

Typical users include property managers, leasing agents, and prospective tenants who must supply accurate details to begin screening.

  • Property managers and leasing teams who process applications and run credit/background checks.
  • Prospective tenants or guarantors who complete personal, employment, and rental-history sections.
  • Third-party screening vendors and owners who review results for acceptance decisions.

Owners, third‑party screening services, and legal teams also rely on the form to document consent and make leasing decisions.

Representative Signers and Reviewers

Leasing Manager

A leasing manager reviews submitted applications, orders background and credit reports, and documents decisions. They ensure fields are complete, verify identity documents, and retain the application per company retention policy.

Applicant

An applicant provides full legal name, current address, employment and income information, emergency contacts, and signs authorizations for screening. Inaccurate or incomplete entries may delay processing or trigger additional verification steps.

Security and Compliance Considerations

Encryption: TLS 1.2/1.3 in transit | AES-256 at rest
Audit Trail: Comprehensive timestamped signing history
HIPAA / BAA: HIPAA compliant when BAA executed
ESIGN / UETA: Meets ESIGN and UETA legal tests
21 CFR Part 11: Controls available for FDA-regulated records
Certifications: SOC 2 Type II; ISO 27001; PCI DSS

Common Pitfalls to Avoid

  • Omitting middle names or suffixes that don't match IDs causes delays and mismatch flags.
  • Failing to sign consent lines for credit/background checks prevents vendors from running screenings.
  • Entering income as net instead of gross can misstate qualifying rent ratios.
  • Not attaching required ID or proof of income forces manual follow-up and extends processing time.

Step-by-Step: Completing the Rental Application

Follow these core steps to complete the National Apartment Association Rental Application accurately and in order.

  • 01
    Provide Identity: Enter full legal name and government ID details.
  • 02
    List Residency History: Include prior addresses and landlord contact information.
  • 03
    Supply Income Details: State employer, position, and gross monthly income.
  • 04
    Authorize Screening: Sign consent for credit and criminal background checks.

How Submission and Screening Flow

The typical flow moves from applicant submission to screening, then to decision and lease execution.

  • Submit Application: Applicant completes form and uploads IDs.
  • Run Screenings: Manager orders credit and background checks.
  • Review Results: Manager evaluates findings against policy.
  • Communicate Decision: Applicant is notified of approval or denial.

Core Sections of a Professional Rental Application

A thorough National Apartment Association Rental Application combines identity, history, income, screening consent, disclosures, and signatures.

Applicant Information

Collect legal name, date of birth, SSN or TIN for screening, contact details, and preferred communication method for notices and follow-up.

Rental History

Include current and prior addresses, landlord names, and lease dates so screening vendors can verify eviction and payment history.

Employment & Income

List employer name, position, supervisor contact, gross monthly income, and attach supporting pay stubs or offer letters when available.

Screening Authorization

Explicit consent for credit, criminal background, and eviction checks, including authorization language and disclosure of adverse action process.

Disclosures

Required consumer disclosures, privacy notice, and any state-mandated screening fee or deposit notices for processing.

Signature & Date

Signed authorization, printed name, and date for all applicants and guarantors; initial lines where the form requires initials.

Practical Tips for Accurate and Efficient Completion

Apply these best practices to minimize delays and maintain compliance when collecting rental applications.

Validate Identity Documents
Compare the applicant's government ID name and birthdate to the application entry immediately; record ID type and number to avoid mismatches during screening.
Standardize Income Verification
Request the same document types (recent pay stubs, offer letter) from all applicants to ensure consistent income calculations and fair housing compliance across applicants.
Document Consent Clearly
Use explicit consent language for credit and background checks and retain a copy of the signed authorization to support any adverse action notices required by law.
Keep Complete Attachments
Attach proof of identity, income, and prior tenancy records to the application file so screening vendors and auditors can verify the record without repeated follow-up.

Typical Processing Timelines and Key Deadlines

Processing times vary by vendor and jurisdiction; planners should set expectations for each stage and disclose any applicant fees or hold periods.

Application Acknowledgment:

Within 24–48 hours of receipt.

Credit/Background Screening:

1–3 business days, depending on vendor and KBA checks.

Decision Notification:

Typically within 3–7 business days of submission.

Holding Deposit Window:

24–72 hours commonly to hold a unit pending lease.

Adverse Action Timing:

Provide required notice promptly if denial is based on screening results.

Configuring an Electronic Application Workflow

Configure your online workflow to validate fields, require consent, and capture an audit trail for each signed application.

Field Configuration
Authentication Method Email link with optional SMS code
Required Fields Full name, SSN/TIN, DOB, signature
Conditional Fields Guarantor fields appear if income is below threshold
Notifications Email on completion and receipt confirmations

Distribution and Integration Channels

Rental applications can be shared and integrated with screening vendors, CRMs, and property-management systems for streamlined processing.

  • Supported Formats: PDF, DOCX, HTML, Excel
  • Key Integrations: Salesforce, NetSuite, Google Workspace, Microsoft 365
  • Storage Options: Cloud storage connectors: Box, Egnyte, Google Drive

Key Processing Milestones for an Application

Track these sequential milestones from submission to lease execution to maintain consistent turnaround and recordkeeping.

01

Application Submitted

Applicant completes form and uploads ID and supporting documents.

02

Screening Initiated

Manager orders credit and background checks and documents consent.

03

Decision Issued

Approval, conditional approval, or denial communicated to applicant.

04

Lease Execution

Approved applicants sign lease and pay required deposits per policy.

How to Update or Revise a Submitted Application

If applicants or managers need to revise details, follow a controlled process to maintain auditability and consent.

01

Request Change:

Applicant requests edits in writing to leasing team.
02

Record Amendment:

Manager records change request in application file.
03

Reverify Data:

Run updated checks if critical fields changed.
04

Obtain New Consent:

Get signature for any new screening or disclosure.
05

Document Versioning:

Keep original and revised copies with timestamps.
06

Finalize Update:

Confirm with applicant and retain audit trail.

eSignature Vendor Comparison for Rental Application Workflows

Compare common vendor attributes for signing and distributing rental applications; signNow is listed first as a platform option with available plan tiers and enterprise models.

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 No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently Asked Questions About the Rental Application

Answers to common questions about signing, required documents, timelines, and data handling for the National Apartment Association Rental Application.


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