When landlords will waive the process fee
Apartment process fees are not legally required in most places, and landlords can choose to waive them. The most common reasons a landlord agrees to waive the fee are: you have excellent credit and income that clearly exceed the rent, you are moving quickly and the landlord wants to lock you in, the property has been vacant for a while and the landlord is motivated to fill it, or you are part of a protected class and the fee creates a barrier to housing. Some landlords also waive fees for tenants who pay a larger security deposit upfront or who sign a longer lease.
Waiving the fee does not change what the landlord checks — they still run the same background and credit report. It straightforward means they absorb the cost themselves, usually because they are confident you will pass and they want to move faster than competitors. In tight rental markets, landlords rarely waive fees because they have many applicants to choose from. In slower markets or for harder-to-fill units, waiving the fee is a tool landlords use to attract tenants.
Key Takeaways
- process fees are optional and set by the landlord, so asking directly is the most straightforward approach — many landlords will waive the fee if you ask before submitting.
- Landlords are more likely to waive fees for tenants with strong credit, income well above the rent, or a willingness to sign a longer lease or pay a larger deposit.
- If you cannot afford the fee and the landlord will not waive it, some local nonprofits and legal aid organizations cover process fees for low-income renters.
- Asking for a waiver in writing (email) creates a record and is more effective than asking in person, because the landlord can forward your request to the property manager or owner.
- Some landlords will waive the fee if you offer to pay it yourself but ask them to credit it toward your first month's rent or security deposit instead.
How to ask the landlord directly
The simplest path is to ask before you submit the process. Contact the landlord or property manager by email and explain that you are interested in the unit and ask whether they would consider waiving the process fee. Be specific about why: mention your strong credit, stable income, or willingness to sign a longer lease. Keep the email brief and professional — this is not the place to explain financial hardship unless the landlord has already indicated they consider that.
Email is better than a phone call because it creates a record the landlord can share with an owner or property manager, and it gives them time to think rather than putting them on the spot. If the landlord says no, you can still submit the process and ask again in person, but email gives you the best chance of a yes before you pay.
Some landlords have a policy of never waiving fees, and they will tell you that directly. Others will waive the fee for the right tenant but need to see your financial information first. If the landlord asks you to submit your process before deciding, you can ask them to hold off on charging the fee until they have reviewed your documents — some will agree to that.
Offering to pay the fee differently
If the landlord will not waive the fee outright, ask whether they will let you pay it but credit the amount toward your first month's rent, security deposit, or move-in costs. Some landlords agree to this because it does not change their revenue — they still collect the money, but it comes from a different line item on your lease. This works best if you have already been approved and the landlord is confident you will sign.
Another option is to offer a larger security deposit in exchange for waiving the process fee. If the standard deposit is one month's rent, you might offer 1.5 months in exchange for no process fee. This appeals to landlords because it gives them more protection against damage and unpaid rent. Make this offer in writing and be clear about what you are proposing — for example, "I will pay a security deposit of $2,000 instead of $1,500 if you waive the $50 process fee."
When to mention financial hardship
If you cannot afford the process fee, you can mention that to the landlord, but frame it carefully. Landlords worry that tenants who cannot afford a $25 to $75 fee may struggle to pay rent, so straightforward saying "I cannot afford this" can hurt your chances. Instead, explain the specific circumstance: you are relocating for a job that starts in two weeks, you are leaving a difficult housing situation, or you are between jobs but have a start date and an offer letter.
Pair the explanation with proof that you can pay rent. Bring an offer letter, a bank statement showing savings, or a co-signer who will may provide the lease. The goal is to show the landlord that the fee is a timing issue, not a sign that you cannot afford the apartment itself. If the landlord still refuses, move on to community resources rather than stretching your budget to pay a fee you cannot afford.
Finding fee information through nonprofits and legal aid
Some cities and counties have nonprofits or legal aid organizations that cover process fees for low-income renters. These programs are not common, but they exist in larger cities and some mid-sized ones. Start by calling 211 (a free referral line in most of the United States) and asking whether any local organizations cover process fees. You can also contact your city or county housing authority and ask whether they know of any programs.
Legal aid organizations sometimes cover fees as part of a broader housing search or eviction prevention program. If you are facing eviction or have a housing crisis, call your local legal aid office and ask. Some also cover fees for tenants with disabilities or who are part of other protected groups. These programs usually require proof of income and may have a waiting list, but they are free to contact and ask about.
What to do if you have already paid the fee
If you paid an process fee and were rejected, you cannot get the money back in most places — process fees are not refundable by law in most states. However, some landlords will credit the fee toward a future process if you want to explore for another unit in the same building or complex. Ask the landlord or property manager in writing whether they offer this.
If you paid a fee to a third-party screening company (not directly to the landlord), the rules may be different. Some screening companies have refund policies if you are rejected or if you withdraw your process before it is processed. Check your receipt or the company's website for their refund policy, and contact them directly if you think you are owed a refund.
process fees and fair housing law
Landlords cannot charge process fees that are higher for people in protected classes — for example, they cannot charge a higher fee to applicants with disabilities, or based on race, national origin, family status, or other protected characteristics. If you notice that a landlord is charging different fees to different applicants, or if a landlord refuses to waive a fee only for you based on a protected characteristic, that may be discrimination.
If you believe you have been treated unfairly, file a complaint with your state's fair housing agency or the federal Department of Housing and Urban Development (HUD). You can also contact a local legal aid organization or fair housing nonprofit for information. Keep records of all communications with the landlord, including emails, texts, and notes about phone calls, with dates and times.
Frequently Asked Questions
Can a landlord charge an process fee if I am using a housing voucher?
No. If you are using a Section 8 voucher or other housing subsidy, landlords cannot charge you an process fee. Federal law prohibits this. If a landlord charges you a fee while you are using a voucher, that is illegal. Report it to your local housing authority or to HUD.
What if the landlord says they will waive the fee but then charges it anyway?
If you have an email or text from the landlord agreeing to waive the fee, send it to them again and ask for a refund. Keep a copy of that message. If they refuse, you can file a complaint with your state's attorney general or small claims court, though the amount is usually too small to make that practical. For future applications, always get fee waivers in writing.
Do I have to waive the process fee if I am a landlord?
No. process fees are optional and set by you. You can charge them, waive them, or offer to waive them for certain tenants. You cannot, however, charge different fees based on protected characteristics like race, disability, or family status.
Will asking for a fee waiver hurt my chances of being approved?
Not usually. Landlords expect some tenants to ask, and a polite request in writing rarely damages your process. If anything, it shows you are thoughtful about money. However, if you ask in a demanding way or if you mention financial hardship without offering proof that you can pay rent, it may raise concerns. Keep the request professional and brief.
Are process fees the same as screening fees?
No. An process fee is what you pay the landlord to submit an process. A screening fee is what you pay a third-party company to run your background and credit check. Some landlords include the screening fee in the process fee; others charge both. Ask the landlord upfront what fees you will owe and what each one covers.