What landlords actually require before you move in

Getting an apartment means meeting a landlord's requirements in a specific order. Most landlords will ask for proof of income, a credit check, references from previous landlords, and a signed lease before you hand over money. The process usually takes one to three weeks from your first viewing to move-in, though it can be faster if you have all documents ready.

You will need to show that you earn enough to pay rent — typically landlords want your monthly income to be at least three times the monthly rent. If you earn $1,500 per month, most landlords will not rent you an apartment that costs more than $500. You prove income with recent pay stubs, a letter from your employer, tax returns, or bank statements showing regular deposits.

A credit check lets the landlord see whether you have paid bills on time in the past. You cannot stop them from running this check, but you can see your own credit report for free once per year at annualcreditreport.com. If your credit is poor, some landlords will still rent to you if you pay a larger deposit upfront or find a co-signer — someone who promises to pay rent if you do not.

Key Takeaways

  • Landlords typically require proof that your monthly income is at least three times the rent, shown through recent pay stubs or tax returns.
  • You will need to provide references from at least one previous landlord, and the landlord will call to verify you paid rent on time.
  • A credit check is standard, and you can see your own credit report free once per year to know what the landlord will see.
  • The lease is a legal contract that binds both you and the landlord, so read it carefully before signing and ask about anything unclear.
  • Move-in costs usually include first month's rent, last month's rent, and a security deposit — the total can be two to three months' rent.

Documents you need to gather before you start looking

Start with proof of income. If you work a regular job, get two recent pay stubs — usually the last two weeks of paychecks. If you are self-employed, bring tax returns from the last two years and recent bank statements. If you receive unemployment, Social Security, disability, or child support, bring the award letter or bank statements showing the deposits.

Next, get a reference from your current or most recent landlord. The landlord will call this person and ask whether you paid rent on time, kept the place clean, and caused problems. If you have never rented before, you can use a manager from a job, a teacher, or someone else who can speak to your reliability. Write down their name, phone number, and what they know you for.

Bring a photo ID — a driver's license or state ID card. You will also need your Social Security number for the credit check. Some landlords ask for proof of renters insurance, though this is less common. A few ask for proof that you do not have an eviction on your record — you can get this from your local courthouse or through a background check service.

How the process and screening process works

Once you find an apartment you want, the landlord or property manager will give you an process form. Fill it out completely and honestly — landlords verify information, and lying can get your process rejected or your lease cancelled later. The form asks for your name, address history, employment, income, references, and permission to run a credit and background check.

The landlord will run a credit check and a background check, which usually takes three to five business days. The credit check shows payment history. The background check shows evictions, criminal records, and sometimes rental history. Some landlords use a third-party screening company; others do it themselves. You will usually pay an process fee of $25 to $75, which covers the cost of the screening.

During this time, the landlord may call your references and your employer to verify what you wrote on the process. They want to confirm you actually work where you said and that your previous landlord will recommend you. If anything does not match — if your employer says you earn less than you claimed, or your reference says you were late with rent — the landlord can deny your process.

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 you can stay, what happens if you break the lease early, and what the landlord will and will not fix. Read the entire lease before you sign. Do not sign anything you do not understand.

Key things to look for: the lease term (usually 6 or 12 months), the rent amount and due date, what utilities you pay versus what the landlord pays, the security deposit amount and when you get it back, rules about pets, guests, and noise, and what repairs the landlord is responsible for. Ask the landlord to explain anything that is unclear. If the lease says something you disagree with, ask if it can be changed before you sign.

Once you sign, you are legally bound to pay rent for the entire lease term. If you move out early without the landlord's permission, you may owe rent for the rest of the lease or lose your security deposit. Some leases allow you to break the lease early if you pay a penalty or find a replacement tenant. Ask about this before you sign.

Move-in costs and what money you need upfront

Most landlords require payment before you get the keys. Standard move-in costs are first month's rent, last month's rent, and a security deposit. If rent is $800, you will typically need $2,400 upfront — $800 for the first month, $800 for the last month, and $800 as a deposit.

The security deposit is money held by the landlord to cover damage beyond normal wear and tear. When you move out, the landlord inspects the apartment and deducts the cost of repairs from the deposit, then returns the rest to you. This can take 30 to 45 days after you move out. Keep records of the apartment's condition when you move in — take photos or video — so you can dispute deductions if the landlord charges you for damage that was already there.

Some landlords ask for additional fees: a pet deposit if you have animals, a parking fee, or a non-refundable process or administrative fee. These are separate from the security deposit and are not returned. Ask the landlord to list all costs in writing before you commit to the apartment.

What to do if your process is denied

If a landlord denies your process, ask why. They may tell you directly, or they may be required by law to send you a written reason. Common reasons are insufficient income, poor credit, an eviction on your record, or a negative reference from a previous landlord.

If the reason is income, you can offer a larger security deposit, find a co-signer, or look for a less expensive apartment. If the reason is credit, you can ask the landlord if they will reconsider with a co-signer or a guarantor — someone who promises to pay if you do not. If the reason is an eviction or criminal record, some landlords will still rent to you if you explain the situation and show that you have been stable since then.

If you believe the landlord denied you based on your race, national origin, disability, family status, or other protected characteristic, you can file a complaint with your state's housing authority or the U.S. Department of Housing and Urban Development (HUD). Keep records of all communications with the landlord.

Moving in and what happens after you sign

Once the lease is signed and you have paid move-in costs, the landlord will give you the keys and a move-in inspection form. Walk through the apartment with the landlord or property manager and document any damage, stains, or broken items. Both of you should sign this form. This protects you because it proves the damage was there before you moved in, so the landlord cannot charge you for it when you move out.

Take photos or video of the apartment's condition on move-in day. Store these with your lease and other rental documents. When you move out, you will use these to show what was already damaged and dispute any deductions from your security deposit.

Pay rent on time every month. Late rent can result in late fees, eviction proceedings, or a mark on your rental history that makes it harder to rent in the future. If you cannot pay on time, contact the landlord when ready — some will work with you if you communicate early.

Frequently Asked Questions

Can I rent an apartment if I have bad credit?

Yes, though you may face higher barriers. Some landlords will rent to you if you pay a larger security deposit, find a co-signer with good credit, or pay several months' rent upfront. Other landlords specialize in renting to people with poor credit but may charge higher rent. Start by being honest about your credit on the process — landlords will run a check anyway, and lying will get you rejected.

What if I have never rented before and have no landlord reference?

Use a professional reference instead — a manager, supervisor, teacher, or counselor who can speak to your reliability and character. Some landlords will accept this. You may also need to show stronger proof of income or offer a larger deposit to offset the lack of rental history.

Can a landlord charge me for normal wear and tear when I move out?

No. A security deposit covers damage beyond normal wear and tear — holes in walls, broken fixtures, stains from accidents. Normal wear and tear includes faded paint, worn carpet, and minor scuffs. If the landlord deducts money for normal wear, you can dispute it. Document the apartment's condition with photos on move-in day so you have proof.

What should I do if the landlord will not make repairs?

Most states require landlords to maintain the apartment in habitable condition — heat, hot water, working plumbing, and a roof that does not leak. If the landlord refuses to fix serious problems, contact your local housing authority or tenant rights organization. Some states allow you to withhold rent or repair the problem yourself and deduct the cost from rent, but rules vary by location.

Can a landlord evict me without a court order?

No. Eviction is a legal process that requires the landlord to file in court and give you notice. You have the right to respond in court. If the landlord tries to lock you out, remove your belongings, or shut off utilities without a court order, that is illegal. Contact a tenant rights organization or legal aid office when ready if this happens.