After you’ve listed your property, it’s time to start working with your Kentucky rental application. To streamline the process, many landlords use a free rental application template or small landlord software to get the job done. These solutions can help you optimize your workflow, reduce unnecessary tasks, and fill your vacancy with confidence.
Information to Collect
Use your Kentucky rental application to collect:
- Personal information: Applicant names (including co-applicants and/or co-signers), Social Security numbers, date of birth, phone number, email, and emergency contact
- Rental history: Previous and current residences
- Financial details: Credit history, employment, and income
- Household details: Number of occupants, smoking status, and vehicles
- References: Professional and rental references
- Pets: Number of pets/service animals and animal details
As you can see from this list, a Kentucky rental application asks renters to share private information. Because of this, there are several laws dictating the way landlords can use applications, the information they can collect, and the types of questions they can ask.
Before we dive into Kentucky rental application laws, let’s explore some pro tips for effective tenant screening.
Quick Guide to Screening a Tenant
Every rental application is different, but the following steps establish a process for responsible tenant screening:
1. Pre-Screen
Instead of allowing anyone to apply for your listing, use a pre-screener to qualify renters before they receive your online rental application. After a renter finds your online listing, the pre-screener asks them to submit:
- Contact details
- Move-in date(s)
- Employment, income, and credit score
- Household size
- Pets
- Smoking
- Vehicles
A pre-screener is a smart way to sort through leads. However, you’ll still need every applicant to submit your official Kentucky rental application.
2. Conduct Showings
Show the rental by planning an open house and scheduling renter tours. Highlight the property’s best features and be ready to answer questions about the lease, amenities, and neighborhood.
3. Distribute and Collect Applications
Give your Kentucky rental application to interested renters, and remind them to sign the consent and acknowledgment section of the form. After applicants fill it out, collect the form and application fee.
Kentucky Application Laws
Rental application laws and landlord-tenant rights vary between states, so what do they look like in Kentucky? The Kentucky Civil Rights Act covers these main points:
Protected characteristics in Kentucky include race, color, religion, sex, familial status, disability, and national origin. Landlords can’t discriminate against or deny renters based on them (KRS § 344.360).
On the other hand, landlords in Kentucky can consider a renter’s source of income, criminal history, and eviction history.
Portable tenant screening reports: Kentucky law doesn’t regulate portable tenant screening reports, so it’s up to the landlord to decide whether or not to use them.
Pets, ESAs, and Service Animals
Are you asking about pets, Emotional Support Animals (ESAs), and service animals in your Kentucky rental application? If not, now’s the time to start.
Regardless of your policy on pets, you can’t discriminate against renters who have an ESA or service animal. If the tenant’s animal damages your property, they’re responsible for covering the repair costs.
Pet information: Inquire about pets and service animals in your application. Request the animal’s name, type, and weight.
Fair Housing Act: Besides prohibiting landlords from discriminating against renters who have a service animal/ESA, the FHA also bans:
- Charging a pet fee, pet rent, or pet deposit for service animals/ESAs
- Denying an applicant based on the service animal/ESA’s weight, size, or breed
Federal Application Laws
These four federal laws apply to all landlords in the Bluegrass State. Take notes:
Fair Credit Reporting Act (FCRA): Under the FCRA, landlords need an applicant’s written consent before running a credit check. If landlords deny an applicant based on credit history, they must send the applicant an adverse action notice (Fair Credit Reporting Act).
Equal Credit Opportunity Act (ECOA): The ECOA protects renters who have received public assistance. It also defines reporting guidelines for applicants and regulates how landlords assess credit reports (Equal Credit Opportunity Act).
Fair Housing Act (FHA): Individuals responsible for selecting tenants can’t deny housing or discriminate based on:
- Race
- Color
- National origin
- Religion
- Sex
- Familial status
- Disability
You can’t ask questions about protected characteristics, practice discriminatory advertising, or offer unequal terms of renting (Fair Housing Act).
Americans with Disabilities Act (ADA): Landlords must accommodate renters with disabilities and can’t deny applicants due to their condition (Americans with Disabilities Act).
4. Use a Third-Party Screening Service
Always take tenant screening seriously. As a best practice, use an online screening service like TurboTenant to run credit and criminal background checks.
5. Check Application References
Remember those employer and rental references you requested? Now’s the time to follow up. Get in touch with the applicant’s past landlords and/or employers and ask these sample questions:
- What was the tenant paying for rent at the time?
- Did they ever miss rent payments?
- Was the property well-maintained and returned in clean condition?
- Did the tenant break the lease?
- Would you ever rent to this tenant again?
6. Approve or Deny Applications
After reviewing your rental application forms, make a decision based on:
- Credit score: Consider setting a minimum credit score requirement of 600–670.
- Rent-to-income ratio: Rent should be less than 30% of the applicant’s gross income.
- Rental history: Less than a year of strong rental history? This scenario is common with young, first-time, or student renters. A co-signer can help fill in the gaps.
- Fact-check rental applications: Verify the renter’s identity, employment, income, and all submitted documents.
Pro tip: We recommend accepting multiple applications on a first-come, first-served basis.
Denial Process
The law requires landlords to handle denials consistently across all applicants. Landlords in Kentucky can deny based on the following:
- Income
- Credit history
- Rental history
- Criminal background
- Incomplete/false information
Denial notice: Kentucky law doesn’t require landlords to provide denied applicants with a tenant rejection letter.
Credit/background denials: When you deny applicants based on a credit or a tenant background check, the FCRA requires you to send them an adverse action notice. The notice must specify the reporting agency’s name and contact details, as well as the individual’s right to dispute errors.
Document storage: Hold onto denied applications and screening reports for at least two years. You might need them to defend yourself against claims of discrimination.
Avoiding Fraud
Don’t be fooled by falsified documents and rental application scams. Always fact-check your applications by:
- Verifying the applicant’s identity, documents, employment, and income
- Conducting thorough credit, background, and eviction checks
- Contacting past landlords
- Watching out for red flags
