Free printable form
Rental application form
Fill in your rental's details once and download a clean application for applicants to fill in and sign. Print it, or email the PDF.
What a rental application asks
A good application collects what you need to compare applicants the same way: identity and contact details, rental history with landlord references, employment and income, other occupants, pets and vehicles, and a signed certification. Use the same form and the same criteria for every applicant.
Fair housing: what not to ask
The federal Fair Housing Act bars discrimination based on race, color, religion, sex, national origin, familial status and disability, and many states and cities add more (for example, source of income). Do not ask about these on the form or in conversation. An assistance animal for a person with a disability is not a pet, so pet rules and pet fees do not apply to it. Questions about criminal history are restricted in many cities and states, so this form leaves them out.
Application and screening fees
Fees are capped in some states. Examples, checked against the statutes in October 2026:
| State | Rule | Source |
|---|---|---|
| New York | No application fees except for background and credit checks, capped at the actual cost or $20, whichever is less. The landlord must give the applicant a copy of the check and the receipt, and waive the fee if the applicant provides a check from the past 30 days. | Real Prop. Law § 238-a(1) |
| California | The screening fee may not exceed actual out-of-pocket costs and is capped at $30 per applicant, adjusted each year for inflation. Give an itemized receipt, return any unused part, and give the applicant a copy of the credit report. No fee if no unit will be available within a reasonable time. | Civil Code § 1950.6 |
Credit and background checks
RentLedger HQ does not run tenant screening. If you order a credit or background report, use a consumer reporting agency, get the applicant's written consent, and follow the federal Fair Credit Reporting Act: if you turn an applicant down because of the report, you must send an adverse action notice.
Does each adult need their own application?
Yes. Ask every adult who will live in the unit to fill in and sign a separate application, so each person's history and income are on record.
How long should I keep applications?
Keep them, including rejected ones, in a secure place for a few years in case of a fair housing complaint, and shred them when you no longer need them.
This form is a template, not legal advice. Check your state and local rules before you use it.
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