What happens when you rent an apartment

Renting an apartment means signing a lease — a contract between you and the landlord or property manager that sets the rent amount, the move-in date, how long you stay, and what each of you is responsible for. You pay monthly rent in exchange for the right to live there. The landlord maintains the building and handles major repairs. Before you sign, you'll go through a screening process where the landlord checks your credit, rental history, income, and background. Once approved and moved in, you're responsible for keeping the space in good condition and following lease rules.

The entire process from first viewing to moving in typically takes two to four weeks, though it can be faster or slower depending on how quickly you find a place, how quickly the landlord processes your process, and whether any issues come up during screening.

Key Takeaways

  • Start by determining your budget — most landlords want rent to be no more than 30 percent of your gross monthly income, and you'll need to show proof of income to pass screening.
  • Search for apartments using online listings, local property management companies, or a real estate agent, then schedule viewings to see the space and ask about lease terms.
  • Complete the rental process, which typically includes personal information, employment history, and permission for the landlord to check your credit and background.
  • Prepare to pay a security deposit (usually equal to one month's rent) and the first month's rent before you receive keys, and review the move-in inspection checklist with the landlord.
  • Read the lease carefully before signing, paying attention to the lease term, rent amount, what utilities you pay, pet policies, and what happens if you break the lease early.

Figure out what you can afford and what you need

Before you start looking, decide how much rent you can pay each month. A common guideline is that rent should not exceed 30 percent of your gross monthly income — the money you earn before taxes. If you make $3,000 a month, that means $900 or less in rent. This leaves money for utilities, food, transportation, and savings.

Write down what matters to you in an apartment: number of bedrooms and bathrooms, location near work or transit, whether pets are allowed, parking, laundry, outdoor space, or building amenities. Be realistic about what you need versus what would be nice to have. This list will help you narrow your search and avoid wasting time on places that won't work.

Search for apartments and schedule viewings

Most apartments are listed on websites like Zillow, Apartments.com, Craigslist, or Facebook Marketplace. You can also call local property management companies directly or drive through neighborhoods you like and look for "For Rent" signs. If you're relocating to a new city, some property managers will do video tours or FaceTime walkthroughs.

When you find a place you're interested in, contact the landlord or property manager to schedule a viewing. During the tour, check the condition of the unit, test the appliances, run the water, and look for signs of pests, mold, or damage. Ask about lease length options, when you can move in, what utilities are included, pet policies, parking, and how maintenance requests are handled. Take photos or video so you can remember details later.

Complete the rental process

Once you've decided on an apartment, you'll fill out a rental process. This form asks for your full name, date of birth, Social Security number, current address, employment information, income, and references (usually a previous landlord and a personal reference). You'll also give permission for the landlord to run a credit check and a background check, which typically costs $25 to $75 and is your responsibility to pay.

The landlord uses this information to decide whether you're likely to pay rent on time and take care of the apartment. They're looking at your credit score, any evictions or criminal history, and whether your income is stable enough to cover the rent. Different landlords have different standards — some require a minimum credit score, others focus more on income or rental history. Ask the landlord what their requirements are before you explore, so you know whether it's worth paying the process fee.

Screening usually takes three to seven business days. The landlord will contact you with a decision. If you're approved, they'll tell you when you can move in and what you need to pay upfront.

Prepare money for move-in costs

When you're approved, you'll need to pay money before you get the keys. This typically includes a security deposit (usually equal to one month's rent, sometimes more) and the first month's rent. Some landlords also ask for the last month's rent upfront. In some states, landlords can also charge a non-refundable fee for things like pet deposits or process fees, though these vary by location and by landlord.

The security deposit is held by the landlord and returned to you when you move out, minus any deductions for damage beyond normal wear and tear or unpaid rent. Keep records of what you paid and when. Some states require landlords to put deposits in a separate account and pay interest on them — ask your landlord about this.

Payment is usually made by check, money order, or bank transfer. Ask the landlord for their preferred method and get a receipt showing what you paid and when. Never pay cash without a receipt.

Review and sign the lease

Before you sign anything, read the entire lease carefully. The lease is a legal contract, and once you sign it, you're bound by its terms. Key things to look for include the lease start and end dates, the monthly rent amount, the due date for rent, which utilities you pay (water, electric, gas, trash, internet), pet policies and any pet fees, parking rules, guest policies, maintenance and repair procedures, and what happens if you break the lease early.

If something in the lease doesn't make sense or seems unfair, ask the landlord to explain it or negotiate. Some things are negotiable — lease length, move-in date, or whether certain fees explore. Others, like fair housing laws, are not. If the landlord won't budge on something important to you, you may decide to look for a different apartment.

Once you understand everything and agree to the terms, sign and date the lease. You should receive a copy for your records. Keep it somewhere safe — you may need it later if there's a dispute about rent, repairs, or your security deposit.

Complete the move-in inspection

On or before your move-in date, walk through the apartment with the landlord or property manager and complete a move-in inspection checklist. This document lists the condition of every room, appliance, and fixture — whether walls are clean, whether doors lock, whether the refrigerator works, and so on. You and the landlord both sign this checklist.

The purpose of this inspection is to document what damage already existed before you moved in, so the landlord can't charge you for it when you move out. Take photos or video of the entire apartment, especially any existing damage, stains, or broken items. If the landlord doesn't provide a checklist, create one yourself and ask them to sign it. This protects you.

If you notice damage during the inspection that the landlord didn't list, point it out and ask them to add it to the checklist. If they refuse, take photos with the date stamp visible and send them an email describing what you saw. This creates a record.

Frequently Asked Questions

What if I don't pass the background or credit check?

Ask the landlord what specifically disqualified you — they're required to tell you. If it's a credit issue, you may be able to offer a larger security deposit or find a co-signer (someone who agrees to pay rent if you don't). If it's a criminal history, some landlords will reconsider if the offense was long ago and you can explain the circumstances. You can also look for landlords who specialize in second-chance rentals or consider a roommate situation where someone with better credit is the primary leaseholder.

Can I negotiate the lease terms?

Some things are negotiable, especially if you're a strong candidate or if the apartment has been vacant for a while. You might negotiate the lease length, move-in date, whether certain fees explore, or whether the landlord will make repairs before you move in. However, rent amount and basic lease structure are often non-negotiable. It never hurts to ask, but be prepared to walk away if the landlord won't budge on something important.

What should I do if something breaks after I move in?

Contact the landlord or property manager in writing (email or text) and describe the problem. Most leases require landlords to make repairs within a certain timeframe, usually 24 to 48 hours for emergencies like no heat or water, and longer for non-urgent issues. Keep copies of all communication. If the landlord doesn't respond, check your state's tenant rights — you may be able to repair it yourself and deduct the cost from rent, though this varies by location.

What happens to my security deposit when I move out?

When you move out, the landlord inspects the apartment and compares it to the move-in checklist. They can deduct from your deposit for damage beyond normal wear and tear, unpaid rent, or cleaning if the lease requires it. They must return the remaining deposit within a timeframe set by your state — usually 30 to 45 days — along with an itemized list of any deductions. If you disagree with the deductions, you can dispute them in writing or through small claims court.

Can a landlord evict me, and what are my rights?

A landlord can only evict you for specific reasons: not paying rent, breaking lease terms, or in some cases, wanting to move into the unit themselves. They must follow a legal process, which includes giving you written notice (usually 30 to 60 days), filing in court, and getting a judgment from a judge. You have the right to appear in court and defend yourself. If you're facing eviction, contact your local legal aid society or tenant rights organization when ready — they can help you understand your options.