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Rental Application

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RENTAL APPLICATION

(SUBJECT TO OWNER’S APPROVAL)

RCG

NAME OF APPLICANT: DATE OF BIRTH:

HOME PHONE: CELL PHONE: WORK PHONE:

SOCIAL SECURITY #: EMAIL ADDRESS:

PRESENT ADDRESS:

CITY STATE ZIP

DATES OF CURRENT OCCUPANCY: CURRENT RENT:

PRESENT LANDLORD: PHONE #:

PREVIOUS ADDRESS:

CITY STATE ZIP

DATES OF PREVIOUS OCCUPANCY: PREVIOUS RENT:

PREVIOUS LANDLORD: PHONE #:

CURRENT EMPLOYER:

COMPLETE ADDRESS:

PHONE NUMBER: DATES EMPLOYED:

OCCUPATION: SALARY:

OTHER INCOME/INVESTMENTS ETC:

BANK: CHECKING OR SAVINGS?

CAR MAKE, MODEL, YEAR, REG. STATE/NO:

DO YOU OWN OR LEASE? IF LEASED, FROM WHERE?

IN CASE OF EMERGENCY NOTIFY: RELATIONSHIP:

PHONE NUMBER: EMAIL:

NAMES OF ALL CO-TENANTS:

NO. OF OCCUPANTS: NO. OF ADULTS: DO YOU HAVE ANY PETS?: Yes

DESCRIBE:

APARTMENT YOU ARE APPLYING FOR: BEDROOMS:

LEASE START DATE: LEASE END DATE: BASE RENT PER MONTH:

FIRST MO RENT DEP: LAST MO. RENT DEP: SECURITY DEP: TOTAL:

AMOUNT PAID TODAY: BALANCE DUE: BROKER FEE PAID BY RCG/TENANT:

Base rent and Other Monthly Charges are due and payable on the first day of each month in advance. In accordance with Massachusetts law, and the ethical beliefs of RCG, no rental applicants will be denied housing because of race, color, religion, national origin, sex or sexual orientation, age (with the exception of minors), marital status, members of the military, veterans, handicapped or disabled individuals. This rental application allows RCG to verify all information provided by the applicant and gives RCG consent to obtain a consumer credit report relating to the applicant. The signature below represents that all information stated on this application is true. If any statement herein is made not true, RCG reserves the right to terminate any current or future lease with the applicant. A non-refundable deposit in the amount of one month’s rent is to be provided by the applicant with the delivery of this application. If accepted this deposit will be used toward the last months rent. If denied RCG will refund the deposit in full. All apartments are rented in “as is” condition unless repairs or improvements have been previously requested and agreed upon by RCG LLC. To request repairs or improvements, a separate work request form must be completed by the applicant.

Signature

Date

BROKER: I have reviewed and agree to the latest RCG Broker Procedures: Date:

RCG LLC • 17 Ivaloo St. Suite 100 • Somerville, MA 02143 • Tel: 617 625 8315 • Fax: 617 625 8345 • www.rcg-llc.com

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What a Rental Application Is and why it matters

A Rental Application is a standardized form used by landlords and property managers to collect prospective tenants' identifying information, rental history, employment and income details, and authorization for credit and background checks. It creates a consistent record for screening decisions, documents applicant consent for tenant screening, and serves as evidence of offers or denials. Properly completed applications reduce ambiguity during lease negotiation, support fair housing compliance, and form part of the tenant file retained for regulatory and recordkeeping purposes.

Why a clear Rental Application improves decisions and compliance

A well-structured Rental Application speeds tenant screening, reduces disputes over submitted information, and helps landlords meet disclosure and nondiscrimination obligations. Consistent data collection supports objective decision criteria and establishes an auditable record for future reference.

Why a clear Rental Application improves decisions and compliance

Who completes and relies on the Rental Application

Typical users range from individual landlords to institutional property managers and third‑party screening services; each role uses the form for slightly different operational tasks.

  • Property managers and landlords — Intake, screening decisions, rental-file retention and recordkeeping responsibilities for leases and security deposits.
  • Prospective tenants — Provide identity, income, rental history, and consent for background and credit checks required to evaluate tenancy.
  • Screening vendors and co-signers — Run consumer reports, verify employment, and provide supporting attestations used by landlords to accept or decline applicants.

Clear role definitions reduce processing delays: know who collects, who verifies, and who stores the application record.

Required fields and sensitive data to handle carefully

Full Legal Name: Provide exact name matching government ID
Date of Birth: Use MM/DD/YYYY format only
Social Security Number: Collect only if screening requires it
Current Address: Include street, city, state, ZIP
Employment & Income: List employer, role, gross monthly income
Consent Statement: Explicit authorization for credit/background checks

Essential elements of a professional Rental Application

Include clear, labeled sections for identity, residency history, income, references, screening consent, and signatures so applicants and processors can complete and verify information efficiently.

Identity

Collect full legal name, date of birth, and a government ID reference. Accurate identity data is essential for matching credit and background reports and avoiding mismatches.

Contact Details

Provide current phone number and email plus alternate contacts. Reliable contact information enables prompt follow-up and supports electronic communications.

Residency History

List previous addresses with landlord references and dates. This supports eviction and payment history checks and provides context for screening decisions.

Income & Employment

Record employer name, position, monthly gross income, and proof type. Establish income thresholds and document verification methods for consistent approval criteria.

Screening Consent

Include a conspicuous consent clause authorizing consumer reports and describing the screening vendor used. Consent language helps satisfy FCRA and state notice expectations.

Signature & Date

Provide a signature block for applicant, co‑applicant, and date. Signatures demonstrate intent and consent and form part of the retained tenant record.

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

Follow these steps to provide complete information and authorize screening while protecting sensitive data.

  • 01
    Gather Documents: Collect ID, pay stubs, and references before starting.
  • 02
    Complete Form: Enter all fields fully and accurately.
  • 03
    Authorize Screening: Sign consent for credit/background checks.
  • 04
    Submit Securely: Send via secure portal or a compliant eSignature provider.

How to set up an online Rental Application workflow

Configure document type, authentication, and integrations to match your screening and recordkeeping needs.

Field Configuration
Authentication Email link, SMS code, or stronger KBA
Document Format PDF or DOCX with fillable fields
Signer Order Sequential or parallel signing
Integrations Connect to CRM, screening vendor, cloud storage

Digital signing and sharing requirements

Choose a platform that supports secure e-signing, audit trails, and the integrations your operations need.

  • Supported Integrations: Salesforce, NetSuite, Microsoft 365
  • File Formats: PDF, DOCX, HTML
  • Authentication: Email, SMS, KBA, SSO

Where to send or store a completed Rental Application

Routing options depend on internal roles and regulatory requirements for retention and access control.

  • Landlord Portal: Primary recipient for application and verification status
  • Screening Vendor: Receive consent and identifying data for reports
  • Tenant File: Store final signed version in tenant records
  • Cloud Backup: Retain encrypted copy in enterprise cloud storage

Typical timelines and response expectations

Understand reasonable processing windows to set applicant expectations and comply with local rules on deposits and security.

Application Submitted:

Applicant submits materials; timestamp the receipt

Screening Period:

Commonly 24–72 hours for consumer reports

Decision Notice:

Provide approval or denial with any adverse action notice

Holding Deposit:

Deadline to collect deposit varies by landlord policies

Lease Execution:

Finalize lease and collect move-in payments per schedule

Common mistakes that slow or invalidate applications

  • Incomplete fields — missing DOB or SSN prevents matching with screening reports and delays decisions.
  • Using nicknames — applicant name mismatches with credit reports can produce false negatives on identity checks.
  • Unsecured transmission — sending SSNs or pay stubs by unencrypted email creates privacy and compliance risk.
  • No clear consent — failing to include a screening authorization can violate FCRA disclosure requirements and delay screening.

Key risks and consequences of incorrect applications

False statements: Denial of tenancy
Privacy breaches: Regulatory fines or claims
Improper screening: FCRA adverse action liability
Missing consent: Invalid report requests
Improper retention: Noncompliance with record rules
Disparate impact: Fair housing enforcement risk

eSignature vendor pricing and capability comparison

Compare typical starting prices and key capability differences relevant to Rental Application workflows; signNow is listed first in accordance with provided data.

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 Yes, 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes (Business Premium) Yes Yes Yes Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

FAQs: common questions about Rental Applications and eSigning

Answers to frequently asked questions about completing, signing, and storing Rental Applications, plus key legal considerations for electronic execution.


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