Approval typically takes three to seven business days, but can stretch to two weeks
Most landlords and property managers give you an answer within three to seven business days of submitting your process. The clock starts when they receive your completed form, not when you drop it off. If you explore on a Friday afternoon, that Monday is usually day one.
The actual timeline depends on how quickly the landlord processes applications, whether they run a background check themselves or use a third party, and how fast they can reach your references. A small landlord who handles everything personally might decide in two days. A large property management company with a formal review process might take the full week or longer.
Weekends and holidays don't count toward the timeline. If you explore Wednesday and the office is closed Thursday and Friday for a holiday, your seven-day window effectively becomes nine calendar days.
Key Takeaways
- Most landlords respond within three to seven business days, but some take up to two weeks depending on their process and how many applications they're reviewing.
- The timeline starts when the landlord receives your complete process, not when you submit it, so confirm receipt the same day you explore.
- Background checks and reference calls are the main reasons for delays, and you can speed this up by providing direct contact numbers for your references.
- Weekends, holidays, and office closures add calendar days but don't count toward the business-day clock.
- If you haven't heard back after ten business days, contact the landlord directly to ask where your process stands.
What happens during those three to seven days
The landlord first verifies that your process is complete. They're looking for your name, current address, employment information, income, and references. If anything is missing, they'll contact you to fill it in — and that delay is on you, not them. This step usually takes one business day.
Next comes the background check, which is where most of the time goes. The landlord either runs it themselves through a service like Experian or TransUnion, or they hire a third-party screening company to do it. A third-party screener adds two to three days because the report has to be generated and sent back to the landlord. If the landlord does it in-house, it's usually done within one business day.
While the background check is running, the landlord calls your references — usually your current or previous landlord and your employer. This can happen quickly if people answer their phones, or it can drag out if your references are slow to respond. Some landlords leave this step for last and only call if your background check comes back clean.
Why some applications take longer than two weeks
If you're waiting longer than ten business days, one of these things is usually happening: your references aren't answering their phones, the background check found something that needs clarification, or the landlord is processing a large stack of applications and yours is further back in the queue.
A common slowdown is a discrepancy between what you wrote on the process and what the background check shows. If your name appears slightly differently on your credit report, or if there's an address mismatch, the landlord might contact you to confirm details before moving forward. This can add three to five business days.
If you have a previous eviction, unpaid rent, or criminal history, the landlord may take longer to decide because they're weighing risk. They might contact you for an explanation, or they might contact the previous landlord or court for more information. This deliberation period can extend the timeline to two weeks or beyond.
During busy seasons — typically the first of the month and the beginning of summer — landlords receive more applications and move slower. A property that normally decides in five days might take ten during peak leasing season.
How to speed up the approval process
Submit a complete process the first time. Missing information sends the landlord back to you, which adds days. Before you hit submit, check that you've filled in every field, included your full legal name as it appears on your ID, and provided current contact numbers.
Give your references a heads-up that a landlord will be calling. Tell them what to expect and make sure they have your permission to discuss your rental history or employment. If your references know a call is coming, they're more likely to answer or call back quickly.
Provide direct phone numbers for your references, not just their company's main line. A landlord who can reach your previous landlord's personal cell phone will get an answer faster than one who has to navigate a company switchboard.
If you're explore in person, ask the landlord or property manager when you can expect to hear back and confirm they received your process. Get a name and direct phone number so you can follow up if needed. This also signals that you're serious and organized.
What to do if you haven't heard back after ten business days
Call the landlord or property manager directly. Don't assume your process got lost — it might have, but it's also possible they're still reviewing it and a polite follow-up won't hurt. Ask where your process stands and whether they need any additional information from you.
If the landlord says they're still waiting on a background check or reference call, ask how much longer they expect it to take. If they say they've already made a decision and you're denied, ask for the reason in writing. Federal law requires landlords to tell you why they rejected you if you ask.
If the landlord is unresponsive after multiple attempts to reach them, that's a red flag about how they manage the property. You may want to move on to another apartment rather than wait for someone who doesn't communicate.
Different timelines for different situations
If you're explore to a large apartment complex with an online portal, approval might come faster because everything is automated. The background check runs when ready, and you get a decision within two to three business days. The tradeoff is that there's no human to appeal to if something goes wrong.
If you're renting from an individual landlord, the timeline depends entirely on that person's schedule. Some owner-operators decide in 24 hours. Others take two weeks because they're juggling the rental with a full-time job.
If you're explore for subsidized housing or a program-based apartment, approval takes much longer — often four to eight weeks. These programs have additional layers of review and verification that private landlords don't require.
What approval means and what comes next
When a landlord approves your process, they're saying yes to renting you the apartment. This is not the same as signing a lease. The next step is usually a lease signing, which happens within a few days of approval. At that point, you'll pay the security deposit and first month's rent, and you'll get keys.
Some landlords make approval conditional — they approve you pending a final walkthrough of the unit, or pending a reference check coming back. If you get conditional approval, ask what condition needs to be met and when you'll hear the final yes.
If you're denied, you have the right to know why. Common reasons are a negative background check, poor rental history, income that doesn't meet the landlord's requirement, or a bad reference. You can dispute inaccurate information on your background report by contacting the screening company directly.
Frequently Asked Questions
Can I explore to multiple apartments at the same time?
Yes, and most people do. Each process is separate, and landlords don't know you've applied elsewhere. Just be prepared to move quickly if you get approved for your first choice — you'll usually need to sign the lease and pay deposits within a few days of approval.
Does a landlord have to tell me if I'm denied?
Not unless you ask. But if you request the reason in writing, federal law requires them to provide it. The reason must be specific — "poor credit" or "negative reference" — not vague. If you believe the denial was based on inaccurate information, you can dispute it with the screening company.
What if my background check has an error on it?
Contact the screening company that ran the report and file a dispute. You have the right to correct inaccurate information. Get the dispute in writing and ask the company to send an updated report to the landlord. This can add a week to your timeline, but it's worth doing if the error is costing you the apartment.
Can I ask the landlord to decide faster?
You can ask, but don't expect them to rush. Landlords follow their own process for a reason — they're protecting themselves. A polite request to expedite might work if they're on the fence, but pushing too hard can backfire and make you seem difficult.
What happens if I'm approved but then change my mind?
If you haven't signed a lease yet, you can usually back out without penalty. Once you sign the lease and pay deposits, you're committed. If you break the lease early, you'll owe rent through the end of the lease term or until the landlord finds a new tenant, whichever comes first.