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Preliminary Rental Application

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Preliminary Rental Application

Rural Development Financed Properties

Please note that this is a preliminary application and gives no lease or rent rights.

Community

Office Phone

Date

Unit Size

Unit Type

Would you or a member of your household benefit from the design features of a barrier free unit?

Applicant

Email

Phone

Co-Applicant

Email

Phone

Applicant’s History

Applicant

Current Address:

Date: From To Rent: $

Reason for Moving:

Current Landlord:

Address:

Phone

Co-Applicant

Current Address:

Date: From To Rent: $

Reason for Moving:

Current Landlord:

Address:

Phone

Previous Address

Address:

Date: From To Rent: $

Reason for Moving:

Previous Landlord:

Address:

Phone

Previous Address

Address:

Date: From To Rent: $

Reason for Moving:

Previous Landlord:

Address:

Phone

Previous Address

Address:

Date: From To Rent: $

Reason for Moving:

Previous Landlord:

Address:

Phone

Previous Address

Address:

Date: From To Rent: $

Reason for Moving:

Previous Landlord:

Address:

Phone

If you have resided at additional addresses within the past five (5) years, please attach Previous Address Information on a separate sheet.

The information contained in this application is treated confidentially. No information will be revealed to anyone without the express written consent of the applicant.

Head of Household Date

Co-Applicant, Spouse/Co-Head Date

Employment

Applicant

Employer:

Address:

Phone:

Length of Employment:

Position Held:

Salary/Wage: Per:

Supervisor:

Status:

List average hours per week worked:

Co-Applicant

Employer:

Address:

Phone:

Length of Employment:

Position Held:

Salary/Wage: Per:

Supervisor:

Status:

List average hours per week worked:

Total household income from all other sources (i.e. social security pension, child support, Section 8 Certificate, etc):

Do you or any member of your household engage in current illegal use or illegal distribution of a controlled substance or have you previously been convicted of the same?

If you answered “yes” to the above question, have you successfully completed a controlled substance abuse program or are you presently enrolled in such a program?

Have you ever been convicted of a crime, felony, misdemeanor?

Have you ever received an eviction notice from your current or prior landlord?

Have you ever had a Landlord / Tenant Judgment / Order or Settlement Agreement entered against you by any court with regard to your previous residency?

Date

Date

Assets and Household Information

Type of Assets Name of Bank, Stock or Bond Account Number Balance/Current Value Rate of Interest Dividend Real Estate

Have you disposed of any assets in the last two years?

Do you own a car?

Do you own a second car?

Are you a student? If yes:

Are any members of your household full-time students?

Have you or any member of your household lived in subsidized housing?

Have you ever committed fraud in a subsidized housing program or been requested to repay money for knowingly misrepresenting information for such housing programs?

ADJUSTMENTS FOR INCOME

Do you qualify for any of the following:

Are you disabled or over the age of 62 years?

If yes, do you have medical expenses that are not covered by insurance?

Do you pay childcare expenses that allow you to work or attend school?

Do you pay expenses for care of an individual with disabilities that allow you to work?

Date

Date

Personal References

Name Address/City/Zip Relationship Telephone Number

Applicant’s certification that the unit applied for will be the applicant household’s primary residence and it does/will not maintain a separate subsidized rental unit in a different location.

I fully understand that Title 18, Section 1001 of the United States Code states that a person is guilty of a felony for knowingly and willfully making false or fraudulent statements to any department or agency of the United States. I therefore, certify that the foregoing information is true and complete to the best of my knowledge. I authorize inquiries to be made to verify the statements above. Falsified statements shall be grounds for eviction.

I/We certify that the rental unit which I/We will occupy will be my/our primary residence and further certify that I/We do not and will not maintain a separate subsidized rental unit in a different location. I acknowledge that I am responsible to inform the office of any changes to any part of this application (i.e. address, phone, income).

Additional information will be required at a later date to complete the processing for residency.

Date

Date

Race and Ethnic Data Reporting

The information regarding race, ethnicity, and sex designation solicited on this application is requested in order to assure the Federal Government, acting through the Rural Housing Service that the Federal laws prohibiting discrimination against tenant applications on the basis of race, color, national origin, religion, sex, familial status, age, and disability are complied with. You are not required to furnish this information, but are encouraged to do so. This information will not be used in evaluating your application or to discriminate against you in any way. However, if you choose not to furnish it, the owner is required to note the race, ethnicity, and sex of individual applicants on the basis of visual observation or surname.

Applicant

Ethnicity

Race (mark one or more)

Gender

Co-Applicant

Ethnicity

Race (mark one or more)

Gender

Fair Housing Reporting Act and Authorization

KMG Prestige, Inc., Affinity Property Management, LLC. and/or Apartments is requesting a copy of your Consumer Report or Credit Report to assist it in its consideration for:

, or

I have read the foregoing information referred to as a Fair Credit Reporting Disclosure and now hereby authorize KMG Prestige, Inc., Affinity Property Management, LLC., and/or Apartments to obtain a Consumer Report, Credit Report or Investigative Report on me from a consumer reporting agency or company for:

I acknowledge that I have received a copy of this document for my records.

Date

Date

Authorization for Criminal History Check

NOTICE TO APPLICANTS: The information requested below is for the sole purpose of conducting a background investigation, which includes, among other things, a criminal conviction check.

Full Name (no nicknames)

Maiden Names(s), Nickname(s), Other Name(s) (please include dates used)

Social Security Number Date of Birth

Driver’s License Number State

Is Your Driver’s License Valid? Please give details

All addresses for the last 7 years:

Street Address City County State Years From-To

(attach additional pages if necessary)

I expressly authorize all personnel, schools, companies, corporations, credit bureaus and law enforcement agencies to supply any and all information concerning my qualifications for employment positions applied for and the information given by me herein. This authorization is good for one year from the date of signing.

Things You Should Know About USDA Rural Rental Housing

Don’t risk losing your chances for federally assisted housing by providing false, incomplete, or inaccurate information on your application or recertification.

The remaining pages of the document contain informational notices, grievance procedures, and discrimination statements without additional form fields.

Date

Enter text✕

What the Preliminary Rental Application Is

A Preliminary Rental Application is a standardized form used by landlords, property managers, and leasing agents to collect applicant information needed to screen prospective tenants. It typically gathers identity, contact, employment, income, rental history, and authorization to run background and credit checks. The application itself does not create a lease but forms the factual basis for lease offers, denials, or conditional approvals and may be stored electronically for compliance and recordkeeping.

Why a Standardized Preliminary Application Helps

Using a consistent Preliminary Rental Application speeds tenant screening, reduces data errors, documents consent for background checks, and preserves an audit trail for compliance with housing and privacy rules.

Why a Standardized Preliminary Application Helps

Who Completes and Reviews These Applications

This form is used across rental workflows by several distinct roles who need specific information to move an application forward.

  • Landlords and property managers who screen applicants, verify income, and decide whether to offer a lease.
  • Prospective tenants submitting identity, rental history, and consent for background and credit checks.
  • Leasing agents and brokers who collect documents, communicate status, and coordinate lease execution.

Each role may require different access and retention rules; recordkeeping and consent should follow applicable federal and state requirements.

Essential Sections to Include in a Professional Application

A complete Preliminary Rental Application balances clarity and compliance by grouping identity, screening consent, and contact details with signatures and data-use disclosures.

Applicant Details

Full legal name, preferred name, date of birth, and government ID reference to uniquely identify the applicant for screening.

Contact Information

Current and prior addresses, phone numbers, email address; used for references and to validate residency history.

Employment & Income

Employer name, position, monthly income, and pay stubs or authorization to verify income for affordability calculations.

Rental History

Previous landlord names, dates of tenancy, reasons for leaving, and consent to contact prior landlords for references.

Screening Authorizations

Explicit consent for credit, criminal, and eviction history searches, including the name of the screening vendor.

Signature Block

Signature, printed name and date, and a statement of accuracy plus any disclosures required by law.

Core Fields and Short Instructions

Full legal name: Exact name as ID
Date of birth: Use MM/DD/YYYY
SSN or TIN: Required for credit checks
Current address: Street, city, state, ZIP
Consent checkbox: Signed authorization
Signature date: MM/DD/YYYY format

Step-by-Step Completion and Submission

Follow these steps to collect, verify, and finalize a Preliminary Rental Application with minimal friction.

  • 01
    Gather Documents: Collect ID, pay stubs, and references.
  • 02
    Complete Form: Fill fields and check consent boxes.
  • 03
    Authorize Screening: Sign to permit credit and background checks.
  • 04
    Submit and Store: Send to landlord and retain copy.

Configuring an Online Application Workflow

Key settings determine authentication, screening triggers, and retention; configure them before sending to applicants.

Field Configuration
Applicant Email Required | enables secure invite links
Authentication Email link or SMS code
Background Check Auto-trigger on submission
Document Retention Retain signed PDF for records

Where to Send or File the Completed Application

Routing depends on your workflow: whether centralized in a property management system or routed to individual owners or screening vendors.

  • Collect Online: Applicant submits via secure form
  • Send to Screening: Automated transfer to vendor
  • Landlord Review: Owner or manager reviews results
  • File in PMS: Store signed PDF in property system

Digital Submission and Integration Options

Online applications use common file formats and integrate with screening and property management tools for faster processing.

  • Supported Formats: PDF, DOCX, and image uploads accepted
  • Integrations: Salesforce, NetSuite, Google Workspace, Box
  • Authentication Methods: Email link, SMS code, or SSO

Ensure your chosen platform supports audit trails, secure storage (TLS/AES encryption), and any required BAAs for protected health information.

Timelines and Typical Processing Expectations

Set clear internal deadlines and communicate external timeframes to applicants to reduce delays and disputes.

Application Acknowledgment:

Respond within 1–3 business days

Background Check Turnaround:

Typically 24–72 hours depending on vendor

Lease Offer Deadline:

Specify date by which offer expires

Security Deposit Timing:

State law governs when deposit is due

Record Retention Notice:

Inform applicants of retention period

Common Mistakes to Avoid

  • Incomplete fields such as missing SSN or DOB delay background checks and may lead to automatic screening failures.
  • Failing to obtain written authorization for credit or criminal checks creates legal risk and may prevent lawful screening.
  • Using non-standard or ambiguous date formats causes data mismatches between applicant records and screening databases.
  • Poor data handling or accidental sharing of PII can violate privacy laws and erode applicant trust.

Risks and Potential Consequences

Privacy Violation: Civil or regulatory enforcement
Fair Housing Risk: Discrimination claims
Screening Denial: Application rejected
Data Breach: Notification obligations
Incorrect Records: Tenant disputes
Failure to Retain: Noncompliance penalties

Representative eSignature Pricing and Feature Comparison

Comparison of common vendor pricing and features relevant to sending and signing rental applications; signNow is listed first per standard comparison ordering.

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 Varies Varies Varies
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 No cap No cap No cap

Frequently Asked Questions About Preliminary Rental Applications

Answers to common legal, technical, and procedural questions about completing, signing, and storing Preliminary Rental Applications.


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