There’s more to a Pennsylvania rental application than just the questions it asks. An application form marks the first step towards filling your vacancy, and it guides the larger process of tenant screening.
Whether you use a rental application template or property management software, your form establishes the entire process. It creates the framework for both your workflow as a landlord and the experience renters have when applying.
In this guide, we’ll walk you through best practices and must-know information regarding your Pennsylvania application form. Let’s get started!
Information to Collect
A Pennsylvania rental application form asks for:
Personal and contact information: Names (of applicants, co-applicants, and co-signers), Social Security number, date of birth, phone number, email address, and emergency contacts
Financial details: Income, employment, and employer references
Rental history: Current address, list of past residences, and rental references
Household overview: Pets, vehicles, and smoking status
Before you begin customizing your online rental application or using a free application template, make sure you’re clear on the legal guardrails dictating:
- The questions you can ask
- The information you can ask for
- The way you use applications to accept or deny renters
Our helpful tenant screening guide covers all of this and more in detail.
Quick Guide to Screening a Tenant
Ready to level up your tenant screening? We’re happy to help! Here’s how to screen responsibly, from a pre-screener all the way through to your final decision-making.
1. Pre-Screen
Get a head start on the application review process with a pre-screener. When a renter lands on your online listing, this form asks for:
- Name
- Phone number
- Email address
- Move-in timeline
- Employment
- Income
- Credit score
- Household details
The information you collect helps you determine if a renter meets your criteria before they officially apply. However, pre-screeners aren’t a replacement for your Pennsylvania rental application form.
2. Conduct Showings
Show the rental to invite interested renters in and speak with potential tenants. It’s a great chance to highlight aspects of your house or apartment that shine in person, such as unbelievable views or natural light.
3. Distribute and Collect Applications
Once you’ve passed out your rental applications, collect the forms after renters fill them out. Double-check that they’ve signed the consent and acknowledgment and paid the application fee.
Pennsylvania Application Laws
The Pennsylvania Human Relations Act outlines the state’s landlord-tenant rights and rental application laws. Landlords in the Keystone State can consider:
- The renter’s source of income (including Section 8 vouchers)
- The results of a renter’s criminal background check
- The renter’s eviction history
Portable tenant screening reports: State law doesn’t require you to accept portable tenant screening reports, so it’s your choice to decide whether you want to use them.
Pets, ESAs, and Service Animals
When it comes to animals and rental applications, federal fair housing laws come into play.
Every Pennsylvania rental application should include questions about animals, regardless of your pet policy. Why? You can’t discriminate against renters based on their Emotional Support Animal (ESA) or service animal. Here’s what you need to know:
Fair Housing Act: The FHA prohibits landlords from denying housing to a renter based on their ESA/service animal, or based on the animal’s weight, size, or breed. Landlords can’t collect a pet deposit, pet fee, or pet rent for animals with service status.
While you can’t outright deny renters with ESAs and service animals, you can hold tenants responsible for any damage their animal causes.
Federal Application Laws
Here’s more information about the Fair Housing Act, plus an overview of the Fair Credit Reporting Act, the Equal Credit Opportunity Act, and the Americans with Disabilities Act:
Fair Housing Act (FHA): The FHA prohibits unequal rental terms and discriminatory advertising. Landlords can’t discriminate against renters based on:
- Race
- Color
- National origin
- Religion
- Sex
- Familial status
- Disability (Fair Housing Act)
Fair Credit Reporting Act (FCRA): You need a renter’s written consent before pulling their credit report. If you deny renters based on their credit report, you must inform them (Fair Credit Reporting Act).
Equal Credit Opportunity Act (ECOA): Landlords can’t discriminate against renters who receive public assistance. The ECOA outlines reporting guidelines for applicants and regulates how landlords evaluate applications (Equal Credit Opportunity Act).
Americans with Disabilities Act (ADA): Landlords can’t deny renters due to their disability, and they must accommodate the renter’s condition (Americans with Disabilities Act).
4. Use a Third-Party Screening Service
Using a third-party tenant screening service, such as TurboTenant, is a great way to ensure that your credit and tenant background checks are complete, accurate, and legally compliant.
5. Check Application References
Speaking with a renter’s references can provide you with important information that you’dn’t get from the application form alone. Go the extra mile by asking these questions:
- Can you recall any missed payments?
- Did they break your lease terms? If so, what did they do?
- Did they keep the property clean and in good condition?
- Would you rent to this tenant again?
6. Approve or Deny Applications
Be proactive about filling your vacancy by accepting multiple applications. Follow a first-come, first-served basis, taking the following into account:
- Rent-to-income ratio: Verify their rent-to-income ratio to ensure the rent is below 30% of their gross income.
- Rental history: Request a cosigner if the applicant has less than a year of rental history.
- Minimum credit score requirement: 600–670 is a strong starting point.
Before approving or denying any applicants, you have to fact-check each form. If applicants provide false information or forged documents, you have the green light to deny them.
Denial Process
Speaking of denials, your rejection process must be consistent across all applicants. You can base your denials on income, credit, rental history, false answers, and criminal background.
Denial notice: If you deny applicants for any reason other than a credit or background check, the law doesn’t require you to send tenant rejection letters.
Credit/background denials: When you deny applicants based on their credit or background check, the FCRA requires you to send them an adverse action notice. Include the reporting agency’s name and contact details, and mention the renter’s right to dispute errors.
Document storage: Keep denied applications and screening reports on file for two to three years so you can defend against discrimination claims if needed.
Avoiding Fraud
Stay one step ahead of rental application fraud. Here’s how:
- Verify the applicant’s identity
- Fact-check all documents
- Conduct credit and background checks
- Confirm employment and income details
- Speak with past landlords to learn more
