Texas Rental Application Form

Last Updated: March 3, 2022 by Elizabeth Souza

The Texas rental application form is a document that landlords send out to a prospective tenant to determine whether they are a viable tenant or not. The information requested relates to rental history, eviction history, and financial information and is used for background screening purposes.

Texas Laws on Rental Application Fees

In Texas there is no limit or maximum rental application fee a landlord can charge a prospective tenant. It’s advised to not charge more than the average out-of-pocket expense, but ultimately the determination of the fee is at the sole discretion of the landlord.

If an applicant is approved, landlords may charge a security deposit. According to Texas state law, there is no limit on the amount a landlord can charge for a security deposit. Additionally, there is no specified holding or receipt requirements for the security deposit, but the landlord must keep accurate records of the security deposits they receive.

Texas Notice of Eligibility or Selection Criteria Requirements

Along with an application form, Texas landlords or agents must provide a notice that outlines the potential reasons for denial as well as the criteria used for screening. The applicant must acknowledge this notice with a signature, or it is presumed that the landlord did not make the notice available. The notice may be included in the application if the section is in bold or underlined print or should accompany it separately. The notice should similar verbiage to the following:

“Signing this acknowledgment indicates that you have had the opportunity to review the landlord’s tenant selection criteria. The tenant selection criteria may include factors such as criminal history, credit history, current income, and rental history. If you do not meet the selection criteria, or if you provide inaccurate or incomplete information, your application may be rejected and your application fee will not be refunded.” TX Prop § 92.3515 (2019)

If the landlord does not disclose this notice to the prospective tenant, the landlord shall return the application fee and if the prospective tenant requests that the landlord mails the refund, the landlord must return the funds by check.

What Texas Rental Applicaiton Forms Can’t Ask About

Federal laws are in effect in Texas to protect potential renters from unfair discrimination during the application process. The Federal Fair Housing Act makes it illegal to discriminate against the following protected classes:

  • Race
  • Color
  • National Origin (Nationality)
  • Religion
  • Sex
  • Familial Status (Having or not having children)
  • Disability (Physical or Mental)

As a result, asking about any of these items on a rental application form (and/or using them to base an application decision on) is illegal.

Exemptions from Fair Housing laws do exist. In Texas, the following exemptions are allowed:

  • Familial Status – it is acceptable to ask about and base an application decision on if children will occupy the rented premises in any of the two-family owner-occupied buildings.
  •  Age– landlords may ask for an applicant’s age in the case of age-restricted communities such as senior housing. This federal exemption, known as the “Housing for Older Persons” exemption, can apply to 55+ or even 62+ communities that meet the requirements.
  • Owner Occupied Properties – if an owner lives in one of the units of a single-family property, it has 4 dwellings or less and the owner represents themselves during the leasing process, then they are exempt from abiding by FHA laws under the “Mrs. Murphy” exemption. However, race can never be a deciding factor (per the Civil Rights Act of 1866) and there cannot be any discriminatory advertisements to discourage applicants of a certain group.
  • Religious Organizations – religion can be used as a basis for giving preference to certain applicants for property that is owned, operated, supervised, or controlled by a religious organization that does not rent for commercial purposes. However, other protected classes may not be the basis for making a decision as a result of this exemption. 42 U.S. Code § 3607
  • Private Clubs – private clubs that operate without public access or commercial intent may provide preferential treatment of applications for lodgings owned or operated by the club. 42 U.S. Code § 3607

Before a landlord can run a credit check based on the prospective tenant’s information on the submitted rental application, the Federal Credit Reporting Act requires that written consent must be given by the applicant. This written consent can be given via a statement of such and signature on the rental application form itself, or via a separate consent form (such as this one).

Processing a Rental Application

The next step in the tenant screening process is to use the information on the rental application form to conduct a background check:

  • Credit Check – subject to the tenant’s written consent, a credit check will either provide a simpler “pass/fail” report, or a full credit report including the tenant’s credit score and information about their income, employment, past addresses, credit inquiries and more.
  • Eviction Check – an eviction check aims to show the tenant’s history of eviction filings or judgments against them at any point in the last 7 years.
  • Criminal History Check – a criminal history check aims to show any records involving the tenant in state court criminal records or in databases such as the national sex offender public registry.

Evictions in Texas are public record, which means they can be accessed by anyone. However, there is no centralized database that holds all the records – they are sorted by county in many cases.

Below are some of the various county record search systems. Some require an account, but most only require a name to complete a case search for records.

Adverse Action Notices

If you acquire a consumer report for an applicant (i.e., credit, eviction or criminal history) and take an “adverse action” against them such as any of the following:

  • Rejecting the applicant
  • Requiring a co-signer (when they didn’t include one before)
  • Requiring a larger security deposit
  • Requiring higher rent

Then you are legally required to provide the tenant with a notice letter that includes certain details, known as an “adverse action notice”. This is required even if the consumer report’s information wasn’t the primary reason for the action.

The notice must include details about the consumer reporting agency, an explanation that they didn’t take the adverse action themselves (and can’t explain why it was made) and a statement on the applicant’s right to a copy of the report and to dispute its contents within 60 days. Additionally, when rejecting an applicant, it’s recommended to specify the reason (but not legally required).

For an example, see this tenant rejection letter template.