Establishing secure connection…Loading editor…Preparing document…

Rental Application

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Rental Application

This Rental Application is © London Property Management Association, 2011. Version: Sept. 2011. Licensed to GTAA.

TO: (Landlord) (Address)

(Street No.) (Street) (City) (Province) (Postal Code)

1. APPLICANT(S) PRESENT ADDRESS

(1) Name

Apt. No.

Street

City

Postal Code

(2) Name

Apt. No.

Street

City

Postal Code

TELEPHONES: Home

Business

Mobile EMAIL: @

2. RENTAL PREMISES APPLIED FOR:

Suite No.

Address

City

UNIT TYPE

Parking privileges required for private automobile(s):

NOTE: NO DOGS, CATS, OR OTHER PETS OR ANIMALS ALLOWED Applicant’s Signature(s) re: NO PETS (Service Animals excepted)

3. PROPOSED OCCUPANT(S):

NAMES

DATE OF BIRTH (D/M/Y)

NAMES

DATE OF BIRTH (D/M/Y)

Term to commence

Term to end

Date accommodation required

4. (i) RENTAL INFORMATION: [Includes discount specified in 4(ii)]

Monthly Rental

Parking

Air Conditioner

Appliances

Additional services (specify)

Additional services (specify)

TOTAL MONTHLY RENTAL

RENTAL INCENTIVE

If the Rented Premises are subject to a rental discount, the amount of the discount shall be $ which shall be given as follows:

A Pro-Rated Rent of $ is to be paid in advance to cover the period from to

The Applicants agree to pay for the following services and facilities applicable to the Rented Premises and to provide written confirmation from applicable utilities prior to commencement of lease that utilities are in Applicants name(s):

Specify Yes or No

Electricity

Water

Gas

Heat

Water Heater Rental

Cable TV

Other:

4. (ii) The charges listed in 4(i) above include a 2% Prompt Payment Discount which shall be given monthly only if Total Monthly Rental is paid on or before the first day of each month. This discount may be discontinued, in the Landlord’s sole discretion, at any time after the expiry of the initial term of this Agreement.

4. (iii) SUMMARY OF MONIES TO BE PAID

Total Monthly Rental for first month’s rent

Pro-Rated Rent

Contract Deposit

Contract Deposit received with this Rental Application

Refundable deposit for entry key/card

TOTAL

I/We hereby certify the information provided above and on the reverse of this form (Applicant’s Particulars) to be true. I/We agree and acknowledge that upon acceptance of this Rental Application by the Landlord, I/We shall hereby be bound to a Tenancy Agreement with the Landlord on the terms and conditions set out in this Rental Application and shall further be bound to all of the terms and conditions of a Tenancy Agreement incorporating the above terms into the Landlord’s usual form which I/We have been given the opportunity to review. It is further agreed and acknowledged that upon acceptance of this Rental Application by the Landlord, the Contract Deposit shall be deemed to be a Rent Deposit and applied towards the rent of the last month of the tenancy created by such acceptance.

If the Landlord is unable to give possession of the rented premises on the date of commencement of the term for any reason, the Landlord shall not be subject to any liability to the Applicants and shall give possession as soon as the Landlord is able to do so. The rent shall abate until possession of rented premises is offered by the Landlord to the Tenant. Failure to give possession on the date of commencement shall not in any way affect the validity of the Tenancy Agreement, the obligations of the Tenant or in any way be construed to extend the term of this Tenancy Agreement. Upon acceptance of this Rental Application by the Landlord, this Rental Application by the terms of clause 27 of the Tenancy Agreement is deemed to form part of the Tenancy Agreement. Any omission or misstatement by the Applicants in this Rental Application may result in the termination of your tenancy by the Landlord even after occupancy has been taken.

The Applicant hereby gives permission to the Landlord or his Agent to use the information collected herein to obtain a consumer report; to contact employers, previous landlords, references; to contact agencies that provide landlord information; to enforce the terms of any Tenancy Agreement that may be subsequently entered into with the Applicant; or to reasonably use it otherwise to assess this Rental Application. It is agreed that where this Application is rejected, the Landlord shall not be required to give reasons therefore.

(Witness)

(Applicant 1)

(Witness)

(Applicant 2)

ACCEPTANCE; The Landlord hereby accepts this Rental Application/Offer to Lease for the Rented Premises as herein described.

(Date)

(Landlord or Agent)

Applicant’s Particulars

APPLICANT 1
APPLICANT 2
Present Landlord’s Name
Present Landlord’s Address
Present Landlord’s Phone Number
Years lived at present address?
What is your previous address?
Years lived at previous address?
Name of Previous Landlord
Address of Previous Landlord
Phone # of Previous Landlord
Employer’s Name
Address
Telephone
Length of Employment
Occupation
Annual Income
Previous Employer’s Name
Previous Employer’s Phone
Length of Employment
Name of Bank
Branch
Account Number(s) and Type
Other Income or Assets (Please Specify)
Year, Make and Colour of Auto
Licence No. (Auto)
Driver’s Licence No.
Social Insurance No. (optional)
Date of Birth (D/M/Y)
Photo ID Provided (specify type)

REFERENCES: Two personal (other than relatives) and one credit other than the aforementioned Bank. Must be completed in full.

NAME
ADDRESS
PHONE
NAME
ADDRESS
PHONE
NAME
ADDRESS
PHONE

IN CASE OF EMERGENCY, Contact next of kin:

NAME
ADDRESS
PHONE
RELATIONSHIP

I/We certify that the above information is complete and correct.

(Witness)

(Applicant 1)

(Witness)

(Applicant 2)

Version: Sept. 2011 (p. 2)

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What a Rental Application Is and when it’s used

A Rental Application is a written form landlords or property managers use to collect applicant information needed to evaluate tenancy. Typical data includes identification, contact details, employment and income, rental history, references, and authorization for background and credit checks. The document creates a record of the applicant’s representations and consent to screening steps; it may also document receipt of an application fee. Rental applications can be paper or electronic; when completed electronically they must meet ESIGN/UETA standards to be enforceable in most U.S. jurisdictions.

Why a standardized Rental Application matters

A consistent Rental Application reduces processing time, ensures comparable tenant screening, and documents consent for background and credit checks. Clear fields minimize disputes over missing information and improve recordkeeping for compliance with fair housing and state tenant-screening laws.

Why a standardized Rental Application matters

Who completes and relies on the Rental Application

Typical users range from individual landlords to institutional property managers and leasing agents.

  • Independent landlords who manage a few units and need standardized applicant records for screening and recordkeeping.
  • Property management companies that process many applications and require bulk workflows, templates, and audit trails.
  • Leasing agents and brokers who collect applicant data, coordinate deposits, and forward completed forms to owners or managers.

Each user type applies different screening, approval, and recordkeeping processes based on scale and legal obligations.

Core sections to include in a professional Rental Application

A complete Rental Application groups essential data and authorizations into clear sections so screening can proceed efficiently and consistently.

Applicant Details

Full legal name, current address, phone, email and government ID information for identification and communication.

Employment & Income

Employer name, position, monthly income, pay frequency, and a paystub or contact for verification when required.

Rental History

Prior addresses, landlord contact information, move-in/out dates, and reason for leaving to assess tenancy record.

References

Personal and professional references with relationship and contact details for character and reliability checks.

Screening Consent

Explicit written permission for credit, criminal, and background checks and disclosure of required consumer notices.

Signature & Date

Applicant signature and date; electronic signatures must meet ESIGN/UETA requirements to be legally effective.

Step-by-step: completing a Rental Application

Follow a consistent sequence to collect accurate data and authorizations before running screenings or requesting deposits.

  • 01
    Collect ID: Request government-issued ID and verify name matches application.
  • 02
    Obtain Consent: Have applicant sign screening permission and disclosures.
  • 03
    Verify Income: Request paystub or employer verification for stated income.
  • 04
    Run Screening: Order credit/background checks once consent and ID are verified.

Configure an online Rental Application workflow

Set fields, notifications, and reviewer roles so submitted applications follow a consistent approval path.

Field Configuration
Required Fields Make name, DOB, contact, and consent mandatory
Reviewer Roles Assign property manager and owner review steps
Notifications Email alerts on submission and decision
Document Retention Automate export to secure storage after completion

Digital signing and platform needs for online submission

Choose a platform that supports secure e-signatures, audit trails, and data export in common formats.

  • File formats: Accept PDF and DOCX for compatibility
  • Integrations: Connects with Google Workspace, Microsoft 365, and property systems
  • Authentication: Email, SMS, or stronger ID checks available

Where to send or store submitted Rental Applications

Decide a single routing path and storage location so applications are consistently processed and retained by the correct party.

  • Email to Manager: Send signed copy to property manager inbox
  • Upload to PMS: Store in property management software records
  • Archive Securely: Move completed files to encrypted storage
  • Share with Owner: Limit shared fields to necessary data only

Typical timelines and processing expectations

Establish clear internal deadlines for screening, deposit collection, and decision notifications to avoid delays and disputes.

Application Period:

Set a submission window (e.g., 48–72 hours) during high-demand listings

Screening Turnaround:

Allow 1–5 business days for credit and background checks

Deposit Deadline:

Specify due date for holding deposit after approval

Lease Signing Deadline:

Require signed lease within agreed timeframe after approval

Record Retention Reminder:

Schedule retention actions after tenancy ends per policy

Common mistakes that slow or invalidate applications

  • Incomplete identification or mismatched names prevent background checks and extend processing time.
  • Missing written consent for credit checks breaches screening rules and may require re-consent before ordering reports.
  • Unclear payment instructions for application fees create disputes and can delay approvals.
  • Failing to store signed copies securely risks noncompliance with record retention and data-privacy rules.

Risks and legal consequences of errors on Rental Applications

Fair housing claims: Discriminatory screening or inconsistent criteria invite federal or state complaints
Privacy breaches: Improper handling of SSNs or health data risks regulatory exposure
Incorrect screening: Relying on wrong identity data may lead to negligent tenant selection
Missing consent: No signed authorization can invalidate credit or criminal checks
Fee mishandling: Improper application fee retention may violate state consumer rules
Recordkeeping lapses: Failure to retain documents can impede defense to claims

eSignature vendor pricing snapshot for Rental Application workflows

Comparison of typical entry-level pricing and key features relevant to processing Rental Applications; signNow is listed first per site policy.

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 (Business Premium) 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 Varies Varies

Essential data elements and short-format security notes

Applicant Name: Full legal name
Contact Info: Phone and email
ID Number: SSN or last four
Date of Birth: MM/DD/YYYY
Consent: Signed screening authorization
Supporting Docs: Paystubs, ID copy

Frequently asked questions about Rental Applications

Answers to common questions about legality, signatures, corrections, and handling sensitive data when processing Rental Applications.


Need help? Contact support

Explore Templates

Massachusetts Land Deed Maryland Garnishment Quitclaim Deed Form Maryland Statutory Form
be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.