What happens when you rent an apartment

Renting an apartment means signing a lease with a landlord or property manager, paying a deposit upfront, and then paying monthly rent in exchange for the right to live there. The process usually takes two to four weeks from the time you find a place to the day you move in, though it can be faster or slower depending on how quickly you find something, how quickly the landlord processes your information, and whether any issues come up during the screening stage.

The landlord's job during this time is to check whether you are likely to pay rent on time and take care of the property. You will need to provide proof of income, permission for a background check, and usually references from previous landlords. Once the landlord approves you, you sign the lease, pay the deposit and first month's rent, and receive the keys.

Key Takeaways

  • You will need proof of income (usually a recent pay stub or tax return), a government-issued ID, and permission to run a background check before a landlord will approve you.
  • Most landlords require a security deposit equal to one month's rent, plus first month's rent upfront, before you can move in.
  • The lease is a binding contract that spells out what you and the landlord owe each other — read it carefully before signing, because you are responsible for following its terms.
  • If a landlord denies you, they must tell you why; if it is based on a background report, you have the right to see that report and dispute errors in it.
  • Fair housing laws protect you from discrimination based on race, color, national origin, religion, sex, family status, or disability — and these protections explore even if a landlord claims a different reason for denial.

Finding an apartment and contacting the landlord

You can search for apartments on websites like Craigslist, Zillow, Apartments.com, or Facebook Marketplace, or by driving through neighborhoods and looking for "For Rent" signs. Many landlords and property management companies also have their own websites. When you find a place you are interested in, contact the landlord or property manager by phone or email to ask about the lease terms, move-in costs, and whether they are still showing the unit.

At this stage, ask questions about things that matter to you: whether pets are allowed, what utilities you pay for, whether there is parking, what the lease term is (usually one year), and what happens if you need to break the lease early. A landlord who will not answer these questions clearly before you explore is a warning sign.

If you are interested, the landlord will usually ask you to fill out a rental process. This is a form that asks for your name, contact information, employment history, income, and permission to run a background check and contact previous landlords. Some landlords charge a small fee to process the process — this is legal in most states, though a few states cap how much they can charge.

What landlords check and how they decide

Once you submit an process, the landlord typically runs a background check (which shows criminal history and sometimes eviction history), a credit check (which shows whether you have unpaid debts), and contacts your previous landlords or employer. They are looking for signs that you will pay rent on time and not damage the property.

Different landlords weight these factors differently. Some care most about income — many require that your monthly income be at least three times the monthly rent. Others focus on credit score or rental history. A few will overlook a lower credit score if you have a co-signer (usually a parent or spouse) who agrees to pay rent if you do not.

The landlord does not have to rent to you, but they cannot refuse you based on a protected characteristic. If they deny you, they must tell you the reason. If the reason is based on information from a background or credit report, you have the right to see that report and to dispute any errors in it before the landlord makes a final decision.

Understanding the lease and what you are signing

A lease is a legal contract between you and the landlord. It states how much rent you pay, when it is due, how long the lease lasts, what utilities you are responsible for, what the landlord will maintain, what you can and cannot do in the apartment, and what happens if either of you breaks the agreement. Before you sign, read the entire lease carefully — do not assume it is standard or that you can negotiate it later.

Some leases are more landlord-friendly than others. Look for terms that concern you: whether the landlord can raise rent during the lease term, whether you can sublet, what counts as "normal wear and tear" versus damage you have to pay for, and what happens to your security deposit. If something seems unfair or unclear, ask the landlord to explain it or change it before you sign. Some landlords will negotiate; others will not.

Once you sign, you are legally bound to the terms. If you break the lease early without a valid reason, the landlord can pursue you for the remaining rent owed. If you do not pay rent, the landlord can file for eviction. If you damage the apartment beyond normal wear and tear, the landlord can deduct the cost from your security deposit or sue you for the difference.

Paying deposits and first month's rent

Before you receive the keys, you will need to pay the security deposit and first month's rent. The security deposit is money held by the landlord to cover any damage to the apartment or unpaid rent when you move out. In most states, the security deposit cannot be more than one or two months' rent, though the exact limit varies by state. Some states require the landlord to put your deposit in a separate account and pay you interest on it; others do not.

First month's rent is the rent for the month you move in. Some landlords also ask for "last month's rent" upfront — money held to cover your final month when you move out. This is legal in most places, though some states restrict it or require the landlord to treat it like a security deposit.

Ask the landlord for a receipt showing what you paid and what it covers. When you move in, take photos or video of the apartment's condition and send them to the landlord — this protects you later if the landlord tries to deduct damage from your deposit that was already there when you arrived.

What to do if the landlord denies you

If a landlord denies your process, they must provide a reason in writing. Common reasons include insufficient income, negative credit history, criminal history, or a bad reference from a previous landlord. If the reason is based on a background or credit report, the landlord must give you the name and contact information of the company that prepared the report, and you have the right to request a free copy of that report and dispute any errors.

If you believe the landlord denied you based on discrimination — because of your race, color, national origin, religion, sex, family status (having children), or disability — you can file a complaint with the U.S. Department of Housing and Urban Development (HUD) or your state's fair housing agency. You have one year from the date of the denial to file. Discrimination is illegal even if the landlord claims a different reason for the denial.

If you were denied because of income, a co-signer can help. If you were denied because of credit or criminal history, you may need to look for a landlord who is willing to work with people in your situation, or you may need to save money for a larger deposit to show good faith.

Moving in and protecting your rights

On move-in day, do a thorough walk-through of the apartment with the landlord or property manager. Check that all appliances work, that there are no holes in the walls, that the plumbing and electricity work, and that the place is clean. Write down or photograph any damage or issues you find, and give a copy to the landlord. This is called a move-in inspection report, and it protects you because it proves the damage was already there when you arrived.

Keep copies of all documents: your lease, your move-in inspection report, receipts for deposits and rent, and any written communication with your landlord. If you pay rent by check or money order, keep the cancelled check or receipt. If you pay electronically, keep screenshots or bank statements showing the payment. These documents protect you if a dispute arises later.

Know your rights as a tenant in your state. Most states require landlords to maintain the property in habitable condition, to give notice before entering (usually 24 to 48 hours), and to return your security deposit within a certain timeframe (usually 30 to 45 days) with an itemized list of any deductions. Your state's housing authority or attorney general's office publishes a tenant rights guide — read it.

Frequently Asked Questions

What if I do not have proof of income?

Some landlords will accept bank statements showing regular deposits, a letter from your employer, or tax returns if you are self-employed. If you receive benefits, a benefits statement counts as proof of income. If you have no income, a co-signer with income can sometimes substitute, though the landlord is not required to accept this.

Can a landlord charge me for a background check?

Yes, in most states. The fee is usually between $20 and $75. Some states cap the amount or require the landlord to disclose the fee upfront. A few states do not allow the fee at all. Check your state's rules before you pay.

What is the difference between a lease and a rental agreement?

A lease is usually a fixed-term contract (often one year) that locks in the rent amount for that period. A rental agreement is often month-to-month and can be changed with notice (usually 30 days). Both are binding contracts. Ask your landlord which one you will be signing.

Can I get out of a lease if I need to move?

Breaking a lease early usually means you owe the landlord the remaining rent for the lease term, though some landlords will release you if you find a replacement tenant. A few states allow you to break a lease without penalty in specific situations, such as domestic violence or military deployment. Check your lease and your state's laws.

What should I do if the landlord keeps my security deposit unfairly?

Send the landlord a written request for the deposit within the timeframe required by your state (usually 30 to 45 days after move-out). If they do not respond or refuse, you can sue in small claims court. Bring your move-in inspection report, photos, and any written communication with the landlord as evidence.