The documents and information landlords ask for

Most landlords want the same core set of documents before they hand over keys: a completed rental process, proof of income, a credit report authorization, and references. The exact list varies by landlord and by state, but these four items cover what nearly every property manager will request. Some will ask for more; some may ask for less if you have a co-signer or a guarantor.

The rental process itself is usually a one- or two-page form asking for your name, Social Security number, current address, employment history, and previous landlord contact information. You fill it out and sign it. The landlord then uses that form to run a background check and contact your references. There is no single standard form — each landlord or property management company has their own version.

Beyond the process, landlords use your documents to answer three questions: Can you afford the rent? Will you pay it on time? Do you have a history of damaging property or breaking leases? Your answers to those questions determine whether they rent to you and, sometimes, how much deposit they ask for.

Key Takeaways

  • Landlords typically ask for a completed rental process, proof of income (usually recent pay stubs or a job offer letter), authorization to pull your credit report, and contact information for previous landlords.
  • Proof of income usually means your last two or three pay stubs, a recent tax return, or a letter from your employer stating your salary and start date.
  • A credit report authorization is a separate form that lets the landlord check your credit history; you do not pull the report yourself.
  • If you have no rental history, a co-signer (usually a parent or relative) or a guarantor can strengthen your process.
  • State and local laws set limits on what landlords can charge for background checks and how they can use the information they gather.

Proof of income and employment verification

Landlords want to see that your monthly income is at least two to three times the monthly rent. The most common way to prove this is with your last two or three pay stubs, which show your gross pay and year-to-date earnings. If you are salaried, one recent stub is often enough. If you are paid hourly or work seasonal jobs, landlords usually want more stubs to average your income across months.

If you do not have recent pay stubs — because you just started a job, are self-employed, or receive income from other sources — bring a job offer letter with your salary and start date, or a letter from your employer on company letterhead stating your position and annual income. Self-employed people often provide the last two years of tax returns and sometimes a profit-and-loss statement from their accountant.

Some landlords will contact your employer directly to verify employment. This is called employment verification, and it usually takes a phone call or email. You do not need to do this yourself; the landlord handles it. However, it helps to let your employer know that a landlord may call, so the call does not come as a surprise.

Credit reports and background checks

A credit report authorization is a form you sign that gives the landlord permission to pull your credit report from one of the three major credit bureaus (Equifax, Experian, or TransUnion). You do not pull the report yourself or pay for it — the landlord does. The form is usually a single page, and signing it is required before the landlord can check your credit.

Landlords use your credit report to see whether you have unpaid debts, missed payments, collections accounts, or a history of eviction. A low credit score does not automatically disqualify you, but it may result in a higher security deposit or a requirement for a co-signer. Some landlords set a minimum credit score; others look at the reason for the low score and make a judgment call.

Background checks often include a criminal history search as well. What landlords can consider varies by state and local law. Many states prohibit landlords from automatically rejecting applicants based on old convictions or misdemeanors, though felonies related to property damage or violence may still be grounds for denial. Ask the landlord or property manager what their policy is if you have a criminal record.

References and rental history

Landlords almost always ask for contact information for your previous landlord or property manager. They call to ask whether you paid rent on time, kept the unit in good condition, and left without damage. If you have never rented before, you can use a supervisor, teacher, or other person who can speak to your reliability and character. Some landlords will accept a character reference; others will not.

If you have an eviction on your record, be honest about it on your process. Landlords will find it during the background check anyway. Some will reject you outright; others will consider the circumstances. If the eviction was years ago and you have since rented successfully, mention that in your cover letter or when you meet the landlord.

If you have no rental history at all, a co-signer or guarantor can help. A co-signer is usually a parent or relative who agrees to pay the rent if you do not. They sign the lease alongside you and are legally responsible for the debt. A guarantor is similar but does not sign the lease itself — they straightforward agree to cover rent if you default. Not all landlords accept guarantors, so ask first.

Security deposits and fees

A security deposit is money you pay upfront that the landlord holds for the duration of your tenancy. It is not rent; it is collateral against damage beyond normal wear and tear. When you move out, the landlord inspects the unit and returns the deposit minus any deductions for repairs or cleaning. State law sets limits on how much a landlord can charge — most states cap it at one month's rent, though some allow up to two months for furnished units or if you have a pet.

Landlords may also charge a non-refundable fee for the process itself (usually $25 to $75) and sometimes a pet fee if you have animals. A pet fee is sometimes refundable and sometimes not; ask the landlord to clarify. Some landlords charge a one-time pet deposit in addition to a monthly pet rent. These fees vary widely and are often negotiable, especially if you have a good credit score and strong references.

State law also limits what landlords can charge for background checks and credit reports. In many states, they can charge only the actual cost of the report, which is usually $20 to $50. A few states prohibit charging for these checks at all. Check your state's landlord-tenant law or ask the landlord what they charge and what it covers.

What to bring to an apartment showing

Bring originals or certified copies of your documents to the showing or to the landlord's office when you submit your process. Do not email sensitive documents like your Social Security number or driver's license unless the landlord specifically asks you to and uses a find portal. If you must email, use a password-protected PDF or ask the landlord how they prefer to receive documents.

Have on hand: your driver's license or state ID, your last two or three pay stubs, a recent tax return if you are self-employed, contact information for your previous landlord, and the name and phone number of your employer. If you have a co-signer, bring their ID and proof of their income as well. The landlord will make copies of what they need and return the originals to you.

If you do not have all documents ready, ask the landlord when they need them. Most landlords give you a few days to submit missing items. Do not delay — the sooner you submit a complete process, the sooner they can process it and make a decision.

State and local variations

Rental requirements vary by state and sometimes by city. Some states require landlords to provide you with a copy of the lease at least three days before you sign it. Others require landlords to disclose lead paint hazards in units built before 1978. A few states limit how much landlords can charge for background checks or prohibit them entirely.

Some cities have rent control laws or require landlords to justify rent increases. Others have "first right of refusal" laws that give existing tenants the chance to renew their lease before the landlord can raise the rent or show the unit to new tenants. Check your state's landlord-tenant act and your city's housing code before you sign a lease, or ask a local legal aid organization for a summary of your rights.

Frequently Asked Questions

Can a landlord reject me based on my credit score alone?

Not in most states. Landlords can consider your credit score as one factor, but many states require them to look at the whole picture — your income, references, and the reason for the low score. If you have a low score because of medical debt or a temporary hardship, explain that to the landlord. Some will work with you; others will ask for a co-signer instead.

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

Use an employer, supervisor, teacher, or other person who can speak to your reliability. Some landlords will accept a character reference; others will not. If the landlord refuses, ask whether a co-signer or guarantor would strengthen your process instead.

Can a landlord charge me for a background check if they reject my process?

In most states, yes — the background check fee is separate from the decision to rent to you. However, some states prohibit charging for background checks at all, and others require the landlord to refund the fee if they reject you. Check your state's law or ask the landlord before you pay.

How long does it take for a landlord to make a decision?

Most landlords decide within three to seven business days if you submit a complete process. If they need to contact your employer or previous landlord, it may take longer. Ask the landlord for a timeline when you submit your process so you know when to expect an answer.

Do I need a co-signer if my income is below the two-times-rent rule?

Not necessarily. Some landlords will rent to you without a co-signer if you have excellent credit, strong references, or savings. Others will ask for a co-signer or a higher security deposit. It depends on the landlord's policy and how much below the threshold your income is.