What landlords and property managers ask for before you move in

Most landlords will ask for three things before they sign a lease with you: proof of income, a background check, and references from previous landlords or employers. The exact documents vary by property and location, but these three categories cover what nearly every landlord wants to verify — that you can pay rent, that you have not damaged previous homes or broken leases, and that someone who knows you will vouch for your reliability.

Beyond those three, you will need a valid photo ID, proof of your current address, and sometimes proof of renters insurance or a co-signer if your income or credit history raises concerns. A few landlords also ask for a security deposit upfront, which is separate from the first month's rent. The amount varies widely by state and by property — some cap it at one month's rent, others allow more, and a handful of states have banned it entirely.

Key Takeaways

  • Bring a valid photo ID and proof of current address to every apartment viewing and process.
  • Landlords typically ask for recent pay stubs or tax returns to show you earn at least 2.5 to 3 times the monthly rent.
  • A background check and reference from a previous landlord are standard; if you have neither, a co-signer or larger deposit may be required instead.
  • Security deposit rules vary by state — some cap it at one month's rent, others allow more, and some states prohibit it.
  • Proof of renters insurance is sometimes requested but rarely required; it protects your belongings and costs $10 to $30 per month.

Proof of income and employment

Landlords use income verification to confirm you can afford the rent. Most want to see that your gross monthly income is at least 2.5 to 3 times the monthly rent — so if rent is $1,200, they want proof you earn at least $3,000 to $3,600 per month. The most common documents are recent pay stubs (usually the last two or three months), a letter from your employer on company letterhead stating your position and salary, or tax returns from the past year or two.

If you are self-employed, freelance, or have variable income, bring tax returns for the past two years and bank statements showing regular deposits. Some landlords will accept a profit-and-loss statement or a letter from your accountant. If your income is below the threshold, you may still rent by offering a larger security deposit, paying several months' rent upfront, or bringing a co-signer — usually a parent or spouse with higher income who agrees to cover rent if you cannot.

Background checks and rental history

A background check typically includes a credit report, criminal history search, and eviction history. Landlords order these through a third-party screening company, and you usually pay a fee of $20 to $50 for the check — though some landlords cover it. You do not need to bring anything for this step; the landlord's screening company will pull the report after you submit an process.

What landlords look for varies. A low credit score does not automatically disqualify you, but unpaid collections, recent late payments, or an eviction on record will. Criminal history rules differ by state and by property type — some landlords will not rent to anyone with a felony, others only care about crimes related to property or violence, and some states limit how far back landlords can look. If you have an eviction or criminal record, tell the landlord upfront and explain the circumstances; many will still consider you if the incident was years ago or if you can show you have paid debts since then.

References from previous landlords are equally important. Landlords call or email your former landlord to ask whether you paid on time, kept the place clean, and left without damage. If you have never rented before, a reference from an employer, school, or someone who has known you for years can substitute. If you have no references at all, a co-signer or larger deposit often makes up for it.

Valid identification and proof of address

Bring a government-issued photo ID — a driver's license, passport, or state ID card. Landlords use this to verify your legal name and date of birth and to confirm you are who you say you are. Some also run it against sex offender registries or other databases as part of their screening.

You will also need proof of your current address. A utility bill, lease, or bank statement with your name and address on it works. The document usually needs to be dated within the past 30 to 60 days. If you are moving from out of state or have just moved, a lease from your previous address or a letter from your current landlord stating your move-out date can fill this gap.

Security deposits and upfront costs

A security deposit is money you give the landlord upfront to cover damage beyond normal wear and tear. In most states, the landlord must return it within 30 to 45 days after you move out, minus any deductions for repairs or unpaid rent. Some states cap the deposit at one month's rent; others allow up to two or three months' rent; and a few states — including California and New York — have banned security deposits entirely in favor of other protections.

The security deposit is separate from the first month's rent and any last month's rent the landlord asks for upfront. Together, these can add up to two or three months' rent before you move in. Ask the landlord in writing what the total upfront cost is, what each payment covers, and what your move-out inspection process will be. Get the landlord's policy on deductions in writing so you know what to expect when you leave.

Renters insurance and co-signers

Some landlords ask for proof of renters insurance before you move in. Renters insurance covers your belongings if there is a fire, theft, or other loss, and it also covers liability if someone is injured in your apartment. It typically costs $10 to $30 per month and is purchased from an insurance company, not the landlord. If the landlord requires it, you will need to show a copy of your policy before signing the lease.

A co-signer is a person — usually a parent or spouse — who signs the lease alongside you and agrees to pay rent if you cannot. Landlords ask for a co-signer when your income is too low, your credit is poor, or you have no rental history. The co-signer must meet the same income and background check requirements you do. If you need a co-signer, ask them upfront whether they are willing and able to do it, because they are taking on a legal obligation.

What to bring to a showing and process

Before you visit an apartment, gather copies of your ID, proof of address, recent pay stubs, and references. Bring these in a folder or on your phone so you can hand them over or show them if the landlord or property manager asks. Some landlords will ask you to fill out an process on the spot; others will email one to you later. Either way, having documents ready speeds up the process.

When you fill out the process, answer every question honestly and completely. Landlords verify information, and lying about income, employment, or criminal history can result in denial or eviction later. If you have a gap in employment, an eviction, or a criminal record, explain it briefly in writing or ask to speak with the landlord directly. Many will work with you if you are honest and can show you have moved forward since then.

Frequently Asked Questions

What if I do not have a previous landlord to use as a reference?

An employer, teacher, coach, or anyone who has known you for at least a year can serve as a reference. Some landlords will also accept a letter from a family member who is not living with you. If you have no references at all, offer a larger security deposit or ask a parent or trusted adult to co-sign the lease.

Can a landlord reject me because of my credit score?

Yes, but most landlords care more about recent payment history than your overall score. A low score from years ago matters less than a recent late payment or unpaid collection. If your credit is poor, explain why — job loss, medical emergency, identity theft — and show that you have paid bills on time since then.

Do I have to pay a security deposit?

In most states, yes, but the amount is limited by law. Check your state's rental laws to see the cap. A few states, including California and New York, have banned security deposits. If your state allows them, the landlord must return the deposit within 30 to 45 days after you move out, minus any deductions for damage.

What happens if I cannot afford the upfront costs?

Some landlords offer payment plans for the security deposit or first month's rent, though this is not common. Others may reduce the deposit if you pay a higher rent or agree to a longer lease. Ask the landlord directly whether they have flexibility. If not, you may need to save longer or find a less expensive apartment.

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

It depends on your state. Some states cap it at one month's rent, others allow up to two or three months, and some have no limit. Check your state's rental laws or contact your local housing authority to find out what is allowed where you are renting.