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Rental Application

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Tenant Screening Application

Tenant Screening By: Windermere Property Management NW

Equal Housing Opportunity

Applicant Information — Driver’s license or photo ID must be provided. Incomplete or false information may result in denial.

Applicant Residence History — At least one year. Incomplete or false information may result in denial.

Do you…

Did you…

Applicant’s Employment — At least one year. Paycheck stubs, tax returns or letters of hire/transfer may be required.

List All Other Proposed Occupants. Landlord will require a separate screening report for each occupant 18 and older.

Additional Income / Emergency Contact / Vehicle Information

Will you have pets living in the unit?

Do you have renter’s insurance?

Do you or any proposed residents smoke?

Are you or any proposed residents a registered sex offender?

Holding Fee Disclosure and Consent

I understand I acquire no rights in the subject property until I sign this agreement and submit a non-refundable holding fee in the amount of $500.00 within one (1) business day following notification of application approval by Windermere Property Management NW. Upon signing of a rental agreement, this non-refundable fee will be credited against my first month's rent in consideration for landlord holding subject property. I hereby waive all rights to the return of said holding fee and said fee shall be retained as liquidated damage in the event I do not enter into the rental agreement applied for herein.

Applicant’s Disclosure, Release and Consent

In accordance with State and Federal laws you are hereby notified that an investigation may be made by Alliance 2020 of the information you provide on this Application, together with information as to your character, general reputation, personal characteristics and mode of living. This information is provided to the landlord based upon your written request. You have the right to dispute the accurate disclosure of the nature and scope of the investigation and/or a written summary of your rights under the Fair Credit Reporting Act. Direct all inquiries to Alliance 2020, P.O. Box 4248, Renton WA 98057.

I certify that to the best of my knowledge all statements made herein are true and correct. I authorize Alliance 2020 to obtain such credit reports, character reports, verification of rental and employment history as it deems is necessary to verify all information set forth in the above Application, and provide a investigative report to the undersigned landlord. I further understand that false, fraudulent or misleading information disclosed above may be grounds for denial of tenancy or subsequent eviction.

Residential Qualification Criteria — November 1, 2015

Please contact the leasing agent or property manager regarding availability before applying.

Rental History: Current and previous landlords or mortgage lenders will be contacted for reference. Twelve months of verifiable rental history is required.

Credit History: A credit report will be run. All active accounts should be reported as current.

Employment: Twelve months on the job or previous employment in same kind of work. Employment must be verified by telephone to employer(s).

Employment – Self Employed: Self-employment must be verified through tax returns or additional documentation that may be requested.

Income: Applicant must meet three times the rental amount in verifiable income.

Screening Fee and Applicant Acknowledgement

There is a non-refundable screening fee = $45 per person over the age of 18. Should your application be canceled prior to the ordering of the background screening, there will be a $5.00 administration fee. Your refunded amount would be $5.00 less than the original charge.

Important Notice: The screening fee is required to be paid by credit card in order to submit and process your application online. If additional fees are required for out of state criminal record search you will be contacted.

How did you hear about us?

1) That you have read and understand the above disclosure

2) That you understand that you must provide phone numbers for your current and previous landlord/mortgage company as well as your employer

3) That the screening process usually takes 2 to 4 days, as stated above, and that you must meet the qualifications listed to qualify

4) That you understand that the $45.00 screening fee, per person 18 years of age and older, must be paid at the time of application and is non-refundable after the screening has been initiated.

5) That you understand that, should the screening be canceled, the refunded amount would be $5.00 less than the original charge

6) That a $500.00 non-refundable holding fee must be paid within one (1) business day following notification of application approval by Windermere Property NW. Said holding fee is non-refundable and will be credited towards the first month's rent and shall be retained as liquidated damages in the event you do not enter into a rental agreement on the property applied for.

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What a Rental Application Is and when it’s used

A Rental Application is a standardized form a prospective tenant completes to request consideration for a rental unit. It collects identifying information, contact details, rental and employment history, income verification, references, and consent for credit and background checks. Landlords and property managers use submitted applications to screen applicants, compare qualifications, and document decision criteria. Completed applications form the basis for lease offers, hold deposits, or denials and often become part of the tenant file retained for recordkeeping and potential dispute resolution.

Why a well-prepared Rental Application matters

A clear, complete Rental Application speeds screening, reduces follow-up, and creates consistent records for fair-housing compliance and dispute resolution.

Why a well-prepared Rental Application matters

Who completes and reviews Rental Applications

Roles vary by portfolio size: small landlords usually review in-house; institutional owners use formal workflows and third-party screening.

  • Prospective tenants completing personal, employment, and rental-history fields for screening.
  • Property managers and leasing agents collecting documents, verifying data, and making acceptance decisions.
  • Screening vendors or owners running background, credit, and eviction checks on applicant-provided consent.

Essential sections every professional Rental Application should include

A complete Rental Application groups identity, residence history, income verification, references, authorizations, and signature fields so reviewers can evaluate eligibility quickly.

Applicant Details

Full legal name, date of birth, phone, email, government ID details and current mailing address for identity verification and contact.

Residential History

Previous addresses, landlord contact, lease dates, reason for leaving, and any eviction or lease violation disclosures.

Income & Employment

Employer name, job title, pay frequency, gross income, and evidence to support income (pay stubs, offer letters, bank statements).

References & Contacts

Personal and professional references plus emergency contact names and phone numbers to support tenant screening and move-in logistics.

Authorizations

Consent checkboxes for credit, background, eviction searches, and data-processing disclosures required to run tenant screening reports.

Signature & Date

Signature area for applicant acknowledgment and date; include name printed, signature method, and signature timestamp for records.

Step-by-step: complete and submit a Rental Application

Follow these four actions to prepare a complete application and avoid processing delays.

  • 01
    Gather documents: Collect ID, pay stubs, references, and rental history.
  • 02
    Fill fields: Enter each form field accurately and in the required format.
  • 03
    Attach evidence: Upload supporting docs and proof of income when prompted.
  • 04
    Submit and pay: Send the application, consent to checks, and pay any allowed fees.

Typical online workflow settings for digital Rental Applications

Configure these fields when creating a digital application form to automate routing and verification.

Field Configuration
Signature Field Required; date stamp enabled
Identity Check Email + SMS code or KBA optional
Document Upload Accept PDF, JPG, PNG
Routing Send to manager after applicant signs

Options for sharing and signing Rental Applications

Ensure chosen platform supports an audit trail, secure storage, and the authentication strength your screening policy requires while meeting applicable state rules.

  • Email Link: Simple and common
  • In-Person Kiosk: Useful at leasing office
  • Remote Notary RON: Higher identity assurance

Where applications are sent and how they flow

A typical submission route moves an applicant from form completion to screening, review, and final decision.

  • Applicant submits: Sends form and attachments to landlord or portal.
  • Screening vendor: Runs credit, eviction, and background checks.
  • Property reviewer: Evaluates results and approves or declines.
  • Decision notice: Applicant receives acceptance, conditional offer, or denial.

Typical processing timelines and timing expectations

Processing times and deadlines vary; communicate explicit timelines to applicants to avoid disputes.

Application review window:

Most decisions issued within 2–5 business days

Hold deposit timing:

Deposit deadlines typically 24–72 hours after approval

Screening report turnaround:

Credit/background checks usually 24–72 hours

Lease start date:

Set clearly in the conditional offer or lease

Fee disclosure timing:

Disclose permitted application fees before collection

Common mistakes that slow or invalidate applications

  • Incomplete fields or mismatched names that prevent identity or credit matching and require rework.
  • Missing or poor-quality supporting documents such as unreadable pay stubs, which delay income verification.
  • Unsigned authorizations for tenant screening, preventing vendors from running required checks.
  • Collecting prohibited information or using inconsistent screening criteria that risk fair-housing or privacy challenges.

Sensitive data typically collected on a Rental Application

Social Security: Collect only if authorized
Date of birth: Used for identity matching
Current address: For contact and checks
Employment details: Employer and pay info
Income proof: Pay stubs or bank docs
Consent checkbox: Screening authorization

Consequences of incorrect or incomplete Rental Applications

Application rejection: Missing or false data
Lost deposit: Failure to meet hold conditions
Legal exposure: Discrimination or privacy lawsuits
Regulatory fines: Noncompliance with fee rules
Screening delays: Incorrect identifiers
Data breach risk: Improperly stored sensitive data

Real-world examples of digital Rental Application use

Organizations across property sizes use digital forms and eSignature workflows to speed approvals and keep compliant records.

Martin Properties — Leasing

Martin Properties shifted to online applications to avoid in-person signing delays

  • Mobile and offline signing supported for field agents
  • I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently.

Optica Ventures LLC — Small portfolio

Smaller landlords standardized their application to reduce questions and turnaround

  • Easier for tenants to complete on phones
  • The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Typical eSignature pricing and capability comparison for Rental Applications

Basic pricing and feature availability for common eSignature vendors. Use plan details and enterprise options to match volume and compliance needs.

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 plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes (Business Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA) Yes Yes No No

FAQs and troubleshooting for Rental Applications

Answers to the most common questions about completing, signing, and managing Rental Applications.


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