The first step in filling any rental vacancy is having a well-written rental application template that not only keeps you compliant with state and federal laws but also helps collect consistent, accurate information from the beginning.
A complete Rhode Island rental application, paired with trusted landlord management software, is the baseline for successful leasing in today’s fast-paced rental market. In this guide, we’ll explore what information to collect from potential renters, offer tips for screening, and help you streamline your application process.
Information to Collect
A Rhode Island rental application typically includes basic personal details, contact information, employment, and income verification. It should also include:
- Personal and professional references
- Current and previous addresses
- Pet or animal information
- Smoking status
- Vehicle information
State and federal laws limit the questions landlords may ask and how they use that information during the screening process.
Quick Guide to Screening a Tenant
Tenant screening helps Rhode Island landlords make informed decisions and find reliable renters. Here’s a step-by-step:
1. Pre-Screen
Start with a short pre-screening form to confirm that prospective tenants meet your basic criteria. Common questions cover:
- Contact information
- Current job or income source
- Monthly income range
- Estimated credit score
- Preferred move-in date
- Number of occupants
- Pets or service animals
- Smoking habits
While pre-screening helps narrow the pool, it doesn’t replace a full Rhode Island rental application, which provides a complete picture of a tenant’s background and eligibility.
2. Conduct Showings
Show the rental to qualified applicants and meet them in person. In Rhode Island’s diverse rental market, meeting tenants face-to-face helps landlords gauge reliability, answer questions, and highlight the property’s features.
3. Distribute and Collect Applications
Then, provide your Rhode Island rental application to interested tenants and clearly explain any non-refundable fees before submission.
A free rental application from TurboTenant helps landlords collect, organize, and review applications efficiently online while keeping tenant information secure.
Rhode Island Application Laws
Rhode Island landlord-tenant law shapes how property owners collect and use information from rental forms. Understanding these rules helps landlords stay compliant and maintain fair, consistent screening practices.
Source of income: Rhode Island’s Fair Housing Practices Act prohibits discrimination based on lawful sources of income, including housing vouchers and public assistance (R.I. Gen. Laws § 34-37-2).
Criminal history: Landlords may run criminal background checks, but must apply them consistently to all applicants and avoid policies that result in unlawful discrimination.
Eviction history: Landlords may review prior eviction records to understand an applicant’s rental history and risk level.
Sexual orientation & gender identity: Rhode Island law explicitly protects tenants and applicants from discrimination based on sexual orientation, gender identity, or gender expression (R.I. Gen. Laws § 34-37-2).
Portable tenant screening reports: Rhode Island law does not currently require landlords to accept portable tenant screening reports.
Pets, ESAs, and Service Animals
Rhode Island landlords can create their own pet policies. Still, they must follow federal and state fair housing laws that protect applicants who rely on service animals or Emotional Support Animals (ESAs).
Pet information: Ask tenants to indicate whether they have pets, ESAs, or service animals when completing the Rhode Island rental application.
Fair Housing Act: Landlords cannot deny housing or charge pet fees, deposits, or higher rent for verified service animals or ESAs, regardless of breed or size.
Federal Application Laws
Rhode Island landlords follow these key federal regulations that govern how they collect, review, and use rental application information.
Fair Housing Act (FHA): Requires landlords to treat all applicants equally, regardless of race, color, national origin, religion, sex, familial status, or disability (42 U.S.C. § 3601).
Fair Credit Reporting Act (FCRA): When denying an applicant based on credit or background information, landlords must issue an adverse action notice explaining the reason and identifying the reporting agency (15 U.S.C. §§ 1681-1681x).
Equal Credit Opportunity Act (ECOA): Prohibits discrimination against applicants receiving public assistance and outlines proper use of credit data when determining eligibility (15 U.S.C. § 1691).
Americans with Disabilities Act (ADA): Requires landlords to provide reasonable accommodations to applicants and tenants with disabilities (42 U.S.C. § 1210).
4. Use a Third-Party Screening Service
Rhode Island landlords can save time and stay organized by using a trusted tenant screening service to handle the heavy lifting, such as running credit and background checks, reviewing eviction records, and keeping sensitive information secure. It’s an easy way to simplify screening while protecting both landlord and tenant.
5. Check Application References
Calling references is one of the best ways for Rhode Island landlords to get a real sense of who an applicant is. A quick phone call can reveal far more than what’s written on paper — especially about payment habits, communication, and how a tenant treats a property.
Try asking questions like:
- Would you rent to this tenant again?
- Were rent payments made on time?
- What was the monthly rent amount?
- How well did the tenant take care of the unit?
- Did any issues come up during the lease?
6. Approve or Deny Applications
If you’re accepting multiple applications from potential Rhode Island renters, establish clear, consistent standards to make fair decisions and maintain a strong paper trail.
- Rental history: Review past tenancies to confirm on-time payments and responsible property care. If an applicant has a limited history, request additional references or consider a co-signer.
- Rent-to-income ratio: This easy-to-calculate statistic remains one of the simplest ways to gauge financial readiness.
- Credit score: A solid credit score (typically 600 or higher) can indicate financial stability and reliability.
- Fact-check the rental application: Always double-check the details listed on the application to confirm accuracy before approving or denying a prospective tenant.
Denial Process
In Rhode Island, clear communication and good documentation help property owners handle rental denials fairly and professionally.
Denial notice: Rhode Island law doesn’t require a formal tenant rejection letter, but providing one helps maintain transparency and avoid disputes.
Credit/Background denials: Should you deny any prospective renter based on information from a credit or background report, the Fair Credit Reporting Act (FCRA) requires you to send an adverse action notice explaining the reason and listing the reporting agency.
Document storage: When it comes to recordkeeping, landlords in Rhode Island should hold onto copies of denied rental applications and screening materials for at least 3 years.
Avoiding Fraud
In Rhode Island’s competitive rental market, careful screening helps landlords avoid scams.
Begin by verifying each applicant’s identification and confirming that the documents they provide appear legitimate. Verify that their income and employment match the information on the application, and, when possible, speak with a former landlord to confirm payment habits and property care.
Stay cautious if details don’t line up, paperwork seems incomplete, or an applicant tries to rush the process.
Rhode Island Rental Application FAQs
What is required to rent an apartment in Rhode Island?
To rent an apartment in Rhode Island, tenants must complete a rental application and provide valid identification. Landlords often ask for proof of income, rental history, and references to confirm reliability. Many also request consent to run credit, eviction, and tenant background checks before offering a lease.
Do you have to pay to submit a rental application?
Yes. Rhode Island landlords can charge a reasonable, non-refundable application fee to cover screening costs such as credit or background reports.
What are the reasons a rental application can be denied?
Landlords in Rhode Island may deny applications based on legitimate screening criteria, such as poor credit, insufficient income, false information, or a negative rental history.
How long does a landlord have to decide on a rental application?
Rhode Island law doesn’t set a specific deadline for reviewing rental applications. In practice, most landlords decide within a few days after receiving the completed application form and screening results.
