An Ohio rental application is one of the most reliable tools for landlords. Not only does it initiate the process of filling your vacancy, but it also gathers the information you need to select tenants with confidence.
Level up your rental application process with a free rental application template, which helps you cut out clutter and manage your applications online.
Let’s walk through everything you need to know about an Ohio rental application with this helpful iPropertyManagement guide.
Information to Collect
A well-designed Ohio rental application form collects:
- Personal and contact information: Names of applicants, co-applicants, and co-signers, date of birth, Social Security number, email/phone number, and emergency contact
- Financial information: Employment, income, and credit history
- Rental history: Current, previous, and past residences
- Household details: Household size, vehicle details, pets/service animals, and smoking status
- References: Professional and rental references
From Social Security numbers to annual income, a rental application form asks for sensitive information. Laws regulate the questions landlords can ask, the information they can collect, and how they use the application form to select tenants.
We’ll discuss these Ohio rental application laws in this quick guide to tenant screening.
Quick Guide to Screening a Tenant
Although rental applications and renter circumstances vary, these six steps cover most aspects of responsible tenant screening:
1. Pre-Screen
Top landlords use pre-screeners to see if a renter meets their baseline criteria before they apply. When a renter finds your online listing, a pre-screener asks them for:
- Basic contact information
- Employment, income, and credit details
- Move-in timeline
- Household size, pets, and smoking
This form is a helpful tool for sorting through renter leads. You can use a pre-screener to stay organized and save time, but not as a replacement for your full Ohio rental application.
2. Conduct Showings
Showing the rental is a great way to generate excitement for your listing, and it allows you to meet with potential tenants in person — making it a win-win!
3. Distribute and Collect Applications
Share your online rental application with interested, qualified renters. When you collect the completed form and application fee, check that the applicant has signed the consent and acknowledgement.
Ohio Application Laws
Landlord-tenant rights and rental application laws are defined by the Ohio Revised Code Section 4112.02.
Source of income: In Ohio, no laws prevent landlords from considering a renter’s source of income.
Criminal & eviction history: Landlords can consider a renter’s eviction and criminal records, but they must apply a consistent screening process across all applicants.
Ancestry: In Ohio, a renter’s ancestry is a legally protected trait, so you can’t discriminate against applicants based on it (O.R.C. 4112.02).
Portable tenant screening reports: Ohio allows landlords to accept portable tenant screening reports, but doesn’t require them to do so.
Pets, ESAs, and Service Animals
When listing a home or apartment in Ohio, don’t leave animals out of the conversation. Include a section for pets, service animals, and Emotional Support Animals (ESAs) in your Ohio rental application form.
As a landlord, you can’t discriminate against renters who have a service animal/ESA, but you can have tenants pay for damages their animals cause.
Pet information: Ask if the renter has a pet/ESA/service animal in the application form.
Fair Housing Act: The FHA prohibits discrimination against applicants based on their ESA/service animal. Landlords can’t:
- Charge a pet deposit, pet rent, or pet fee for service animals/ESAs
- Deny housing based on the service animal/ESA’s breed, size, or weight
Federal Application Laws
These four federal laws apply to all U.S. landlords — in Ohio and beyond.
Fair Credit Reporting Act (FCRA): The FCRA requires landlords to get a renter’s written consent before pulling their credit report. If you deny renters based on credit history, you must send them an adverse action notice (Fair Credit Reporting Act).
Equal Credit Opportunity Act (ECOA): The ECOA prohibits landlords from discriminating against individuals who receive public assistance, outlines how landlords address credit reports, and provides guidelines for reporting credit information to applicants (Equal Credit Opportunity Act).
Fair Housing Act (FHA): Landlords (or property managers/employees who select tenants) can’t deny housing or discriminate based on:
- Race
- Color
- National origin
- Religion
- Sex
- Familial status
- Disability
You can’t ask questions about these protected characteristics, use discriminatory advertising, or offer unequal rental terms (Fair Housing Act).
Americans with Disabilities Act (ADA): Landlords must accommodate renters with disabilities and can’t deny the applicant solely because of their condition (Americans with Disabilities Act).
4. Use a Third-Party Screening Service
Say goodbye to post-move-in surprises and hello to confident tenant screening with a free, online tool for credit and criminal background checks.
5. Check Application References
Speak with the renter’s past landlords (or employers) listed in their application for rental, asking sample questions such as:
- Would you rent to this tenant again?
- What was the tenant paying for monthly rent?
- Did you ever have issues with damaged property, missed rent payments, or lease violations?
6. Approve or Deny Applications
Time to make a decision? Accept multiple applications on a first-come, first-served basis, considering:
- Credit score: Most landlords require a score between 600 and 670.
- Rent-to-income ratio: Check their rent-to-income ratio. If the rent is more than 30% of the applicant’s gross income, the applicant is more likely to default on rent.
- Rental history: If the renter has less than one year of rental history, consider asking for a co-signer.
- Fact check on rental application: Protect your investment by verifying an applicant’s employment, income, identity, and documents.
Denial Process
Your denial process must be legal and consistent for all applicants, and based on valid reasons for rejection, including:
- Insufficient income
- Poor credit history
- Adverse rental history
- Tenant background check
- Incomplete/false information
Denial notice: Ohio landlords are not required to send out tenant rejection letters.
Credit/Background denials: If you deny applicants based on their credit or background check, the FCRA requires you to send them an adverse action notice stating:
- The reporting agency’s name and contact info
- An explanation of the tenant’s right to dispute inaccuracies
Document storage: Since denied rental applications and screening reports help you defend against claims of discrimination, you should store them for at least two years.
Avoiding Fraud
No landlord wants to deal with rental application fraud. Avoid application scams by taking these five precautions:
- Verify the identity and documents of every applicant
- Run credit, background, and eviction checks
- Confirm employment and income details
- Interview past landlords
- Watch out for red flags
