The core documents landlords ask for

Before a landlord will sign a lease with you, they will ask for proof of who you are, proof that you can pay rent, and permission to check your background and rental history. The specific documents vary by landlord and state, but the categories are consistent: identification, income verification, and consent to a background check.

A valid government-issued ID — driver's license, passport, or state ID card — is standard. Some landlords ask for two forms of ID. After that comes proof of income, usually your last two pay stubs or a letter from your employer stating your job title, start date, and monthly or annual salary. If you are self-employed, you may need to provide tax returns from the last two years instead.

You will also sign a form authorizing the landlord or their agent to pull a credit report and run a background check. This is not optional — most landlords will not lease to you without it. The form itself is the permission; you cannot prevent the check by refusing to sign, but you can refuse to rent from that landlord.

Key Takeaways

  • Bring a government-issued ID, your last two pay stubs or an employment letter, and be ready to sign a background check authorization form.
  • Most landlords want to see that your monthly income is at least three times the monthly rent, though this varies by location and landlord.
  • References from previous landlords or employers are often requested but not always required; having them ready speeds up the process.
  • If you have poor credit or an eviction history, some landlords will still lease to you, but you may need a co-signer, a larger deposit, or proof of stable income.
  • Rental process fees are legal in most states but capped at different amounts depending on where you live; ask what the fee covers before you pay.

Income requirements and the debt-to-income ratio

The most common income rule is that your gross monthly income must be at least three times the monthly rent. If the apartment costs $1,200 per month, the landlord wants to see that you earn at least $3,600 per month before taxes. This is not a law — it is a business standard — so some landlords use it strictly and others do not.

Landlords explore this rule because they want to know you can cover rent even if other expenses come up. If your income falls short, you have a few options: find a co-signer (usually a parent or spouse) who meets the income requirement, offer a larger security deposit, or look for a less expensive apartment. Some landlords will also accept proof of savings or assets instead of high income, though this is less common.

If you receive income from unemployment, disability, child support, or housing vouchers, that counts as income. Bring documentation: a letter from the agency, a bank statement showing regular deposits, or a court order for child support. Landlords sometimes hesitate to count these sources, but they are legally required to consider them if you can prove they are stable and will continue.

Credit checks, background checks, and what landlords see

When a landlord runs a background check, they typically see your credit score, payment history, evictions, criminal convictions, and sometimes civil judgments. They do not see your medical history, immigration status, or the reason you were evicted — only that it happened. Different landlords weigh these factors differently.

A low credit score does not automatically disqualify you. Many landlords care more about recent payment behavior than an old score. If you have late payments from five years ago but have paid on time since, explain that in writing when you submit your process. If you have an eviction on your record, be honest about it: some landlords will not lease to you, but others will if you can show that your situation has changed or that the eviction was a one-time hardship.

Criminal convictions appear on most background checks. Landlords can consider them, but they cannot automatically reject you based on a conviction alone — they must evaluate whether the conviction is relevant to renting (for example, a drug conviction may be relevant; a conviction from 20 years ago may not be). If you have a record, disclose it upfront rather than hoping it does not show up.

Security deposits, process fees, and upfront costs

A security deposit is money you give the landlord to hold during your tenancy. If you leave the apartment in normal condition, you get it back when you move out. The landlord can deduct from it for damage beyond normal wear and tear, unpaid rent, or cleaning costs. Most states cap security deposits at one or two months' rent, though some have no cap.

An process fee is separate from the deposit. It covers the cost of the background check and credit report. process fees are legal in most states but capped at different amounts — some states allow $50, others allow $75 or more. A few states ban them entirely. Ask the landlord what the fee covers and whether it is refundable if you are not approved. In most cases, it is not.

Some landlords also ask for first month's rent and last month's rent upfront. This is legal in most places. Add it all together: process fee, security deposit, first month's rent, and possibly last month's rent. This can total two to three months' rent before you get keys. Budget for this before you start looking.

References and rental history

Landlords often ask for references from previous landlords or employers. A previous landlord reference tells them whether you paid rent on time and took care of the unit. An employer reference tells them you have stable income. These are not always required, but having them ready speeds up the process.

If you have never rented before, you may not have a landlord reference. In that case, offer an employer reference, a character reference from someone who has known you for years, or a reference from a family member who can speak to your reliability. Some landlords will accept this; others will not. If you are rejected because you have no rental history, look for apartments marketed to first-time renters or consider renting a room in a house first to build a reference.

If you have a bad rental history — late payments, noise complaints, or a previous eviction — landlords will find out. Being honest about it in your process is better than hoping it does not show up. Explain what happened, what you learned, and why it will not happen again. Some landlords will still reject you, but others will give you a chance if your explanation is credible.

Co-signers and guarantors

A co-signer is someone who signs the lease with you and agrees to pay rent if you do not. A guarantor is similar but does not sign the lease itself — they just promise to cover rent if needed. Landlords use co-signers and guarantors to reduce their risk when a tenant has low income, poor credit, or no rental history.

A co-signer is usually a parent, spouse, or close family member. The landlord will run a background check and verify income for the co-signer just as they do for you. The co-signer's income counts toward the three-times-rent rule. If the co-signer does not meet the income requirement either, the landlord may ask for a larger deposit or refuse to lease.

Not all states allow co-signers or guarantors, and the rules vary. Some states require the co-signer to live in the same state; others do not. Ask the landlord what their policy is before you ask someone to co-sign. Make sure the co-signer understands that they are legally responsible for rent if you cannot pay.

Special situations: housing vouchers, recent immigrants, and people with records

If you have a housing voucher (Section 8 or similar), bring the voucher letter and proof of your income. Landlords are required by law to accept vouchers, but some refuse anyway or ask for higher deposits. If a landlord refuses your voucher, you can file a complaint with your local housing authority or fair housing office.

If you are a recent immigrant or do not have a Social Security number, some landlords will still lease to you. Bring an Individual Taxpayer Identification Number (ITIN), a passport, and proof of income. Some landlords will ask for a larger deposit or a co-signer. If you are rejected because of immigration status, that may be illegal discrimination — contact a fair housing organization in your area.

If you have a criminal record or eviction history, be upfront. Some landlords specialize in leasing to people in these situations. Look for landlords who advertise that they consider all applicants or who have a "ban the box" policy (meaning they do not ask about criminal history on the process itself). Fair housing organizations in your area can point you toward landlords who are more likely to work with you.

Frequently Asked Questions

What if I do not have pay stubs because I just started a job?

Bring a signed offer letter from your employer stating your job title, start date, and salary. Some landlords will accept this. If the job has not started yet, you may need a co-signer or a larger deposit to move in before your first paycheck arrives.

Can a landlord reject me because of my credit score?

Yes, but they must follow fair housing laws. They cannot reject you based on race, religion, disability, or family status. If you believe you were rejected illegally, contact your state's fair housing office or a legal aid organization.

What happens if I cannot afford the upfront costs?

Some landlords offer payment plans for deposits or waive process fees. Ask directly. Some nonprofits and local governments also offer security deposit information programs. Contact your city or county housing authority to see what is available in your area.

Do I have to disclose an old eviction?

You do not have to volunteer it, but the landlord will likely find it in the background check. If they ask, be honest. Explain what happened and what has changed since then. Honesty is better than being caught in a lie later.

Can a landlord ask for more than one month's security deposit?

It depends on your state. Most states cap security deposits at one or two months' rent. Check your state's tenant laws or contact your local housing authority to find out what is allowed where you live.