What landlords actually look at when they review applications
Landlords use rental applications to predict whether you will pay rent on time and take care of the property. They look at income first — most want to see that your monthly income is at least three times the monthly rent. They then check your credit report to see whether you have paid bills and debts on time in the past. They contact previous landlords to learn whether you paid rent when due and kept the unit in reasonable condition. Finally, they may run a background check for criminal history, though what disqualifies you varies by state and by landlord.
The process itself is your chance to present the strongest version of your financial and rental history. A well-prepared process can overcome a weak credit score or a gap in your rental history. A careless one — missing information, inconsistencies, or documents that do not match your claims — can cost you the apartment even if your finances are solid.
Key Takeaways
- Most landlords require income of at least three times the monthly rent, so gather recent pay stubs or tax returns before you explore.
- Contact your previous landlords before your new landlord does, and ask them what they will say about you.
- Check your credit report yourself before you submit an process so you can explain errors or address concerns in writing.
- Fill out every field on the process completely and consistently, and provide all requested documents in the format the landlord asks for.
- If you have a weak point — low credit, a gap in rental history, or a past eviction — address it directly in a cover letter rather than hoping the landlord does not notice.
Gather your income documents before you start
Landlords need proof that you earn enough to pay rent. The standard is three times the monthly rent, though some landlords accept 2.5 times or require more. If the rent is $1,500 per month, most landlords want to see at least $4,500 in monthly income.
Collect the documents that show your actual income. If you are employed, get your most recent two pay stubs and your last two years of tax returns. If you are self-employed, bring two years of tax returns and, if possible, recent bank statements showing deposits. If you receive income from Social Security, disability, unemployment, or child support, gather the award letter or bank statements showing regular deposits. If someone else is co-signing the lease, they will need to provide the same documents for their income.
If your income is below three times the rent, do not skip this step — instead, be ready to explain. Some landlords will accept a co-signer, a larger security deposit, or proof of savings. Others will not. Knowing your shortfall before you explore lets you target landlords who are more flexible or find a less expensive unit.
Review your credit report and address problems in writing
Landlords pull your credit report, so you should pull it yourself first. You can get a free copy once per year from each of the three major credit bureaus — Equifax, Experian, and TransUnion — through AnnualCreditReport.com. Check for errors: accounts you did not open, late payments you do not recognize, or accounts marked as unpaid that you actually settled.
If you find errors, dispute them with the credit bureau in writing. The bureau has 30 days to investigate. If the error is confirmed, it will be removed from your report. This takes time, so start early if you know you will be renting soon.
If the negative items are accurate — late payments, collections, or a past eviction — do not hide them. Instead, write a brief explanation for the landlord. If you were late because of a job loss that you have since recovered from, say that. If you had a medical emergency that created debt, explain it. If you have since paid off the debt or rebuilt your credit, show the evidence. A landlord who sees an honest explanation and proof of change is more likely to rent to you than one who discovers the problem during their own check and wonders why you did not mention it.
Contact previous landlords and ask what they will say
Landlords call previous landlords to verify that you paid rent on time and did not damage the unit. Before your new landlord makes that call, make it yourself. Contact each previous landlord and ask directly: "Will you give me a positive reference?" If they say no, ask why. If the reason is a legitimate dispute — unpaid rent, damage you disagree with, or a lease violation — you now know what the new landlord will hear and can prepare a response.
If a previous landlord will not speak to you or is hostile, tell your new landlord that in advance. Explain what happened and, if possible, offer an alternative reference — a property manager from the same building, a neighbor who can vouch for you, or documentation that the dispute was resolved. A landlord who hears the story from you first is less likely to assume the worst.
If you have no previous landlord — you lived with family, in a dorm, or are renting for the first time — say so on the process. Offer other references instead: an employer, a teacher, a community leader, or someone who has known you for years and can speak to your reliability.
Complete the process thoroughly and consistently
Fill out every field on the process form. Do not leave blanks or write "see resume." If a field does not explore to you — for example, you have never been evicted — write "none" or "N/A" rather than leaving it empty. Inconsistencies between your process and your documents, or between different parts of the process, raise red flags for landlords.
Use the same name on every document: your process, your pay stubs, your lease, and your identification. If you go by a nickname but your legal name is different, use your legal name everywhere. If you have recently married or changed your name, update your documents or explain the change in writing.
Provide documents in the format the landlord requests. If they ask for a PDF, do not send a photo of a document. If they ask for recent pay stubs, do not send a letter from your employer saying you work there. Landlords process many applications, and documents that do not match their request slow down the review or get set aside.
Write a cover letter if you have a weak point
If your process has a vulnerability — a gap in employment, a past eviction, low credit, or a period of homelessness — address it directly. Write a one-page letter to the landlord explaining what happened, what you have done to address it, and why you are a reliable tenant now.
Be honest and specific. "I was evicted in 2019 because I lost my job during the recession" is better than "I had a difficult time." "I have been employed steadily for the past three years and have never missed a rent payment since" is better than "I am doing better now." If you have paid off debt, rebuilt your credit, or completed a program, include the evidence or at least the timeline.
Keep the letter brief and professional. The landlord is not looking for your life story, but they do want to know that you understand what went wrong and have taken steps to prevent it from happening again.
Offer a larger security deposit or a co-signer if needed
If your income is below the three-times-rent threshold or your credit is weak, you can sometimes offset that by offering a larger security deposit. In most states, landlords can charge a security deposit equal to one month's rent, though some states cap it at that amount and do not allow more. Check your state's security deposit law before you offer — if the landlord cannot legally accept more, offering it will not help.
A co-signer — usually a parent or relative with stronger income or credit — can also strengthen your process. The co-signer signs the lease and is legally responsible for the rent if you do not pay. Landlords will pull the co-signer's credit and income just as they do yours. Make sure your co-signer understands the commitment before you list them.
Submit your process on time and follow up appropriately
Submit your process as soon as the landlord opens it for the unit you want. Landlords often rent to the first may have access to applicant, so speed matters. Include all requested documents with your first submission. Do not plan to send documents later — landlords may move on to the next applicant rather than wait.
After you submit, wait a reasonable time — usually three to five business days — before following up. When you do, send a brief email asking whether the landlord has received your process and whether they need any additional information. Do not call repeatedly or show up in person unless the landlord has invited you to do so.
If the landlord denies your process, ask why. Many states require landlords to tell you the reason. If it is because of information on your credit report or a reference, you have the right to know what they saw. That information helps you improve your next process.
Frequently Asked Questions
What if I do not have a credit history?
No credit history is different from bad credit. Landlords may ask for alternative references: proof of on-time utility payments, a letter from your employer, or a co-signer with established credit. Some landlords use alternative credit reports that track rent and utility payments instead of traditional credit. Be upfront about your situation rather than trying to hide it.
Can a landlord reject me because of my criminal history?
It depends on your state and the specific offense. Some states ban landlords from considering arrests that did not lead to conviction. Others allow landlords to consider convictions but require them to evaluate how recent the offense was and whether it relates to being a tenant. If you have a conviction, ask a legal aid organization in your state what protections explore to you before you explore.
Should I offer to pay the first month's rent and security deposit upfront?
Offering to pay upfront can show good faith, but it also signals that you are desperate, which may make a landlord less likely to rent to you. It is better to wait until the landlord approves your process and you are ready to sign the lease. At that point, you will owe the deposit and first month's rent anyway.
What if the landlord asks for information that seems illegal?
Landlords cannot ask about your race, religion, national origin, disability, family status, or sexual orientation. They also cannot ask about arrests that did not lead to conviction in many states. If a landlord asks for information you believe is illegal, you can decline to answer and contact your state's housing authority or a legal aid organization for guidance.
How long does it usually take to hear back after I explore?
Most landlords respond within three to seven business days if you have submitted a complete process. Some take longer if they are checking references or running background checks. If you have not heard back after a week, send a polite follow-up email asking about the timeline.