The documents and money landlords ask for before move-in

Before you can move into an apartment, a landlord will ask for proof of who you are, proof that you can pay rent, and usually a cash deposit. The exact list varies by landlord and state, but the core items are the same everywhere: a government ID, recent pay stubs or a letter from your employer, a signed lease, and money upfront. Some landlords also ask for references from previous landlords or employers, and some run a background check or credit report — you will need to give permission for those.

The money part comes in layers. Most landlords ask for a security deposit (usually one month's rent) held in an account and returned when you move out, assuming no damage. Many also ask for first month's rent and last month's rent at signing. Some ask for an additional fee to cover the cost of the background check or credit report. Add these up before you sign anything, because you need all of it on the day you get keys.

Key Takeaways

  • You will need a government-issued ID, recent pay stubs or an employment letter, and a signed lease before a landlord will hand over keys.
  • Landlords typically ask for a security deposit (usually one month's rent), first month's rent, and sometimes last month's rent all at once before move-in.
  • If you do not have a rental history, offering a co-signer (usually a parent or relative with good credit) can make a landlord more willing to rent to you.
  • Some landlords run background checks or credit reports and charge a fee for this; ask what the fee is before you authorize it.
  • If you cannot afford the upfront costs, some nonprofits and local housing programs offer move-in information or security deposit loans.

Documents you need to bring or provide

Start with a government-issued photo ID. A driver's license, passport, or state ID card all work. The landlord is checking that you are who you say you are and that you are old enough to sign a lease (usually 18 or older).

Next, proof of income. A landlord wants to know you can pay rent every month. Bring recent pay stubs — usually the last two or three months — or a letter from your employer on company letterhead stating your job title, how long you have worked there, and your gross monthly income. If you are self-employed, you may need to provide tax returns from the past year or two. If you receive income from unemployment, disability, Social Security, or a pension, bring documentation of that payment (a bank statement showing the deposit, or a letter from the agency sending it).

You will also need a signed lease before you move in. The landlord provides this; you read it, sign it, and the landlord signs it. Do not sign until you understand what you are agreeing to — the lease says how much rent is due, when it is due, what happens if you are late, what repairs the landlord will make, and what you are not allowed to do in the apartment.

The money you need upfront

The largest cost is usually the security deposit, which is typically equal to one month's rent. This money stays in an account (often held by the landlord or a third party) and is returned to you when you move out, minus any deductions for damage beyond normal wear and tear. The landlord cannot keep it for unpaid rent or cleaning in most states — that is a separate issue. Know your state's rules before you move in; some states require the landlord to pay you interest on the deposit, and some require the landlord to return it within a set number of days after you move out.

On top of the security deposit, most landlords ask for first month's rent at signing. Some also ask for last month's rent at the same time. If the rent is $1,200 a month, that means you need $1,200 (first) + $1,200 (last) + $1,200 (security deposit) = $3,600 before you get keys. A few landlords ask for only first month's rent and the security deposit, so ask before you assume.

Some landlords also charge a background check fee or credit report fee, usually $25 to $75. They will ask your permission before running the check; ask what the fee is first. A few landlords also charge a non-refundable process fee just to consider your process, though this is becoming less common and is illegal in some states.

What to do if you have no rental history

If this is your first apartment and you have never rented before, you have no previous landlord to use as a reference. Many landlords will still rent to you, but some will ask for a co-signer — usually a parent, relative, or trusted adult with good credit and stable income. The co-signer does not live in the apartment; they are signing the lease alongside you and agreeing that if you do not pay rent, they will. This reassures the landlord that rent will be paid even if you lose your job.

If a co-signer is not an option, you can offer to pay a larger security deposit (two months' rent instead of one) or offer to pay first, last, and security deposit all upfront instead of spreading it out. Some landlords will also accept a letter from a previous employer, school, or community organization vouching for your reliability. The goal is to show the landlord that you are trustworthy even though you have not rented before.

Background checks and credit reports

Many landlords run a background check to look for criminal history and a credit report to see if you have unpaid debts or a history of late payments. You have to give written permission before they can do this. The background check usually costs $25 to $50 and takes a few days to come back. The credit report is often free to the landlord (they pay a subscription) but may cost you $10 to $25.

A criminal record does not automatically disqualify you in most places, but landlords can consider it. A bad credit score or unpaid debts can be a bigger barrier. If your credit is poor, be honest about it when you explore. Some landlords specialize in renting to people with credit issues, and some nonprofits offer credit counseling or can help you dispute errors on your report.

Help paying upfront costs

If you cannot afford the security deposit, first month's rent, and last month's rent all at once, some options exist. Local nonprofits, community action agencies, and housing authorities sometimes offer move-in information — a one-time grant or loan to help you cover these costs. Search your city or county name plus "move-in information" or call 211 (a free referral line) to find programs near you.

Some nonprofits offer security deposit loans, which you repay over a few months. A few landlords will also negotiate a payment plan, letting you pay the security deposit in installments instead of all at once. Ask the landlord directly if this is an option before you assume it is not.

What happens after you sign

Once you sign the lease and hand over the money, the landlord will give you keys and a move-in date. Before you move in, ask the landlord for a move-in inspection form — a document where you and the landlord walk through the apartment together and note any damage that already exists. Take photos or video of the condition of the apartment. This protects you when you move out, because the landlord cannot charge you for damage that was already there.

Keep a copy of your signed lease, the move-in inspection form, and receipts for any money you paid. If the landlord does not provide a move-in inspection form, create your own list and email it to the landlord with photos attached. This is your proof that you did not cause the damage.

Frequently Asked Questions

Can a landlord keep my security deposit for any reason?

No. A security deposit can only be used for damage beyond normal wear and tear, unpaid utilities that are your responsibility, or cleaning costs if you leave the apartment filthy. It cannot be kept for unpaid rent (that is a separate legal action) or normal cleaning. Your state's laws say how long the landlord has to return it and whether they must pay interest. Ask your local housing authority or tenant rights organization what the rules are in your state.

What if I fail the background check or credit report?

The landlord will usually tell you why they denied your process. If it is a credit issue, you can ask to see your credit report and dispute any errors. If it is a criminal record, some landlords will reconsider if the offense was long ago and unrelated to being a tenant. If you are denied, try landlords who specialize in renting to people with credit or criminal history, or look for a co-signer.

Do I have to pay last month's rent upfront?

No. Some landlords ask for it, but it is not required by law in most states. You can negotiate this when you explore. If the landlord insists, ask whether it will be held like a security deposit or applied to your final month of tenancy. Get the answer in writing on the lease.

What if the landlord asks for more than one month's security deposit?

Some states cap the security deposit at one month's rent; others allow up to two months. Check your state's tenant laws. If the landlord is asking for more than the legal limit, you can refuse or report it to your local housing authority or tenant rights organization.

Can I get my security deposit back if I break the lease early?

Breaking a lease early usually means you owe the landlord money for the remaining months, not that you lose your security deposit. The security deposit is separate and is still returned when you move out, minus any damage charges. If you owe rent, the landlord can deduct it from the security deposit or pursue you for the balance. Read your lease to understand the penalty for early termination.