Can an application be signed electronically?

Yes. Electronic signatures that meet the ESIGN Act (15 U.S.C. ch. 96) and applicable state UETA rules are legally valid for tenant applications, provided intent, consent, attribution, and record retention requirements are met.

Do I need a notary for an application?

Generally no; rental applications are typically not required to be notarized. Notarization is uncommon and only necessary if a specific jurisdiction or landlord policy requires it for particular certifications.

What supporting documents should be attached?

Common attachments include a government ID, recent pay stubs or proof of income, previous landlord references, and a signed consent for screening. Keep copies to substantiate verification steps taken during screening.

How should I handle a missing or incorrect SSN?

If an SSN is missing, use alternate identity data for matching or request corrected information. Do not proceed with a consumer report without proper applicant authorization; incorrect identifiers can lead to mismatches and liability.

When should adverse action notices be sent?

If a consumer report influenced a denial, send an adverse action notice in compliance with the Fair Credit Reporting Act and related state rules, including the reason for denial and consumer reporting agency contact information.

How long must I keep rejected applications?

Retain rejected applications and supporting records for a reasonable period, commonly 3 years from the decision; longer retention may be advisable for tax or litigation risk, and HIPAA rules apply if health data are involved.

Electronic Signature
Templates
Real estate
Tenant Rental Application

Tenant 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

1. Rental application must be completely filled out (both pages) and signed.

2. 2 most recent paystubs and/or an employment verification letter.

3. Legal photo identification for all parties intending to live in home.

4. Credit report within the last 90 days must be supplied by all applicants.

5. Deposit in the amount of one month’s rent made payable to “William Raveis”.

Name of Applicant Phone #

Cell Phone Email

Social Security # DOB

Drivers Licence # State Exp

Desired Move In Date

Number of People to Occupy Property Adults Children Other Family

Do you have any pets? If so how many, what kind, weights and sizes

Your Present Address

City State Zip Code

How long at present address? Reason for leaving

Landlord Phone or Contact

Current Employer

Your Position

Length of Employment at Current Company Phone #

Human Resources Contact Salary/Compensation Per

Name of Additional Applicant(s) Phone #

Cell Phone Email

Social Security # DOB

Drivers Licence # State Exp

Current Employer

Your Position

Length of Employment at Current Company Phone #

Human Resources Contact Salary/Compensation Per

Rental Application (Page 2)

Banking Information Phone

Address and Contact at Bank

Checking Acct # Savings Acct #

Please list any other assets/investments or forms of income

Please give three (3) personal/professional references:

Name Address Phone/Contact

1.

2.

3.

Automobiles

Model Year Color Tag

Have your ever filed for bankruptcy? Yes No If yes, when

State/Court Reason

Have you ever been served an eviction notice or been asked to vacate a property? Yes No

Have you willfully or intentionally refused to pay rent when due? Yes No

If yes, when and your reason

How were you referred to William Raveis Real Estate?

I/We hereby relieve William Raveis Real Estate from any liability in connection with this application and also indemnify all agents harmless from any such liability. William Raveis Real Estate’s acceptance of this application as delivered shall impose no responsibility or liability on William Raveis Real Estate. If application is not approved by the owner/landlord, any deposit check shall be promptly returned. The applicant shall have no rights or interests until a fully executed lease agreement is signed by all parties completing the transaction or closing.

I/We have read the above and declare that the foregoing information is true and correct, and I/We hereby authorize an employment and back round search based on the information provided in this application.

SIGNATURE OF APPLICANT

DATE

SIGNATURE OF APPLICANT

DATE

INTEGRITY • SERVICE • EXPERIENCE

raveis.com

What the Tenant Rental Application Is and When It’s Used

A Tenant Rental Application is a standardized form landlords or property managers use to collect prospective tenants’ identifying information, rental history, employment and income details, consent for background and credit checks, and references. The form creates a written record to evaluate eligibility, document screening decisions, and support lease preparation. A completed application often accompanies supporting documents such as pay stubs, identification, and references. While not a lease itself, the application is commonly used to authorize checks, preserve applicant disclosures, and establish the timeline and priority of rental offers.

Why a Clear Rental Application Matters

A well‑structured Tenant Rental Application reduces screening errors, speeds applicant comparisons, and preserves evidence of consent for checks. It standardizes what information is collected, helps demonstrate consistent tenant selection practices for fair housing compliance, and provides a clear paper trail if disputes arise.

Who Typically Completes or Receives This Application

Landlords, property managers, leasing agents, and third‑party screening services commonly use tenant rental applications to gather verified applicant data before offering occupancy.

Independent landlords screening individual rental units who need a consistent record of applicant qualifications and screening consent.
Property management firms handling multiple units that require standardized intake for background and credit checks.
Leasing agents and brokers collecting identities, employment verification, and references to prepare conditional offers.

Use consistent versions and retain completed applications according to record retention rules to support compliance and dispute resolution.

Step-by-Step: Completing a Tenant Rental Application

Follow these core steps to collect, verify, and process tenant applications consistently.

01

Prepare the form: Use a current template with consent language and screening authorizations.
02

Collect applicant data: Gather ID, SSN (if allowed), employment, and rental history.
03

Verify documents: Confirm ID and income with supporting documents.
04

Authorize screening: Record explicit consent for credit and background checks.

Typical Application Workflow from Submission to Decision

A consistent workflow reduces processing time and creates an audit trail for compliance and recordkeeping.

Submission: Applicant returns completed form with attachments.
Identity check: Verify name and ID to avoid misidentification.
Screening: Run credit, criminal, and eviction checks with consent.
Decision: Approve, deny, or request additional information; document reasons.

How to Configure an Online Application Workflow

Key settings for digital application intake ensure required fields, conditional steps, and secure submission.

Field	Configuration
Required Fields	Make name, DOB, address, and consent mandatory
Conditional Fields	Show co‑applicant fields only when applicable
Attachments	Allow PDF, JPG, PNG uploads for IDs and paystubs
Authentication	Use email or SMS OTP for applicant verification

Distribution and eSubmission Options

Tenant applications can be shared and signed in multiple ways depending on operational needs and compliance requirements.

Email Links: Send unique signing links to applicants for one‑time access
In-Person Kiosk: Collect signatures at your office or leasing desk using a kiosk mode
Embedded Web Form: Host the application on your site for direct submissions

Choose methods that balance signer convenience with proper authentication and retention of an auditable signing certificate.

Essential Components of a Professional Application

A thorough Tenant Rental Application balances completeness with lawful data minimization and clear consent language.

Identification

Fields for full legal name, DOB, and government ID number to support accurate verification and screening matches.

Contact Details

Current and prior addresses, phone, and email so references and prior landlords can be contacted reliably.

Employment

Employer name, job title, income amount, and HR or supervisor contact for income verification and tenancy affordability checks.

Authorization

Explicit consent checkbox and signature authorizing background, credit, and eviction history checks, with date of consent recorded.

Rental History

Previous landlord contacts, rent amounts, and eviction disclosures to evaluate prior behavior and payment reliability.

Disclosure

Optional fields for pets, occupants, and special accommodations, plus notices about tenant screening criteria and applicant rights.

Supporting Documents Commonly Requested

Collecting standard supporting documents expedites verification and reduces follow-up requests.

Proof of Identity

A government‑issued photo ID such as a driver’s license or passport. Confirm name matches the application to avoid verification delays.

Income Verification

Most landlords accept recent pay stubs, W-2s, or an employment verification letter. Self‑employed applicants should provide bank statements or 1099s.

Previous Landlord Reference

A contact or written reference from a prior landlord verifying tenancy dates, rent payment history, and any lease violations.

Credit/Background Consent

Signed authorization form for consumer reports. Include the disclosure required by the Consumer Reporting Agencies when applicable.

Common Mistakes to Avoid

Collecting excess personal data beyond what is necessary increases privacy risk and may conflict with state consumer protection laws.
Using inconsistent versions of the application across listings can create unfair selection claims or administrative errors.
Failing to obtain explicit, dated consent for credit and background checks can invalidate screening or lead to regulatory complaints.
Not recording the source and date of supporting documents creates gaps when defending a screening decision or defending against a dispute.

Consequences of Incorrect or Improper Applications

Fair Housing Violations: Civil fines and damages

Consumer Reporting Errors: Dispute claims and potential liability

Improper Data Handling: State privacy penalties

Unauthorized Background Checks: Statutory penalties or injunctions

Recordkeeping Failures: Unable to support denial decisions

Identity Errors: Wrong applicant matched to file

Timing Considerations and Typical Deadlines

Track deadlines for disclosures, response windows, and document retention to meet legal and operational requirements.

Application Holding Period:

Hold decision dates clearly to determine priority among applicants

Adverse Action Notices:

Send adverse action within required timeframe after using a consumer report

Record Retention Start:

Retention typically begins on decision date or lease start

Deposit Deadlines:

Follow state rules on holding and returning deposits after denial

Background Check Timing:

Complete checks promptly to avoid stale information

Who Signs and Approves the Application

Applicant — Primary

The individual applying for tenancy signs to attest to the accuracy of information and to authorize screening. Their signature establishes consent and attribution for credit and background checks; electronic signatures that meet ESIGN/UETA standards are acceptable.

Property Representative

A landlord, property manager, or authorized agent signs to confirm receipt and to record the decision. The representative’s signature documents the screening outcome and supports lease offer or denial notices.

Real-World Examples of Application Use

These short examples show practical ways organizations use tenant rental applications in daily operations.

Optica Ventures

A small property manager standardized a digital application to reduce processing time and paper storage

They used online attachments for pay stubs and ID
The result was fewer missing fields and clearer screening records for audit purposes, improving landlord response consistency and documentation.

Martin Properties

A mid‑sized landlord moved to eSubmission and mobile signing to handle remote applicants

They recorded a full audit trail for each screening
This allowed remote approvals while preserving compliance with consent requirements and reduced in‑person visits for applicants.

Frequently Asked Questions About Tenant Rental Applications

Answers to common questions about form content, eSignature validity, supporting evidence, and retention practices.

Need help? Contact support

Can an application be signed electronically?
Yes. Electronic signatures that meet the ESIGN Act (15 U.S.C. ch. 96) and applicable state UETA rules are legally valid for tenant applications, provided intent, consent, attribution, and record retention requirements are met.
Do I need a notary for an application?
Generally no; rental applications are typically not required to be notarized. Notarization is uncommon and only necessary if a specific jurisdiction or landlord policy requires it for particular certifications.
What supporting documents should be attached?
Common attachments include a government ID, recent pay stubs or proof of income, previous landlord references, and a signed consent for screening. Keep copies to substantiate verification steps taken during screening.
How should I handle a missing or incorrect SSN?
If an SSN is missing, use alternate identity data for matching or request corrected information. Do not proceed with a consumer report without proper applicant authorization; incorrect identifiers can lead to mismatches and liability.
When should adverse action notices be sent?
If a consumer report influenced a denial, send an adverse action notice in compliance with the Fair Credit Reporting Act and related state rules, including the reason for denial and consumer reporting agency contact information.
How long must I keep rejected applications?
Retain rejected applications and supporting records for a reasonable period, commonly 3 years from the decision; longer retention may be advisable for tax or litigation risk, and HIPAA rules apply if health data are involved.

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