As a landlord, a Washington rental application is one of your most essential tools. This form sets you up for confident decision-making and positive tenant experiences. With a free rental application template, the application process is easy, quick, and clutter-free.
Whether you’re listing in Seattle or Spokane, here’s everything you need to know about a Washington rental application.
Information to Collect
First, you’ll use your Washington rental application to gather renter information. This form asks for:
- Name(s) of applicants, co-applicants, and co-signers
- Social Security numbers
- Date of birth
- Phone/email
- Employment and income
- Rental history
- Pets
- Smoking status
- Vehicle information
- Emergency contacts
- References
Since an application for rental deals with sensitive information, laws dictate:
- The information landlords can collect
- The questions landlords can ask
- How landlords use applications to make decisions
We’ll cover all federal and Washington rental application laws as we review a quick guide to tenant screening.
Quick Guide to Screening a Tenant
Rental applications are unique, and so are the situations surrounding them, but these six steps set the foundation for smart tenant screening.
1. Pre-Screen
Pre-screeners can help you determine if a renter is a good fit before they fill out your Washington rental application.
When a renter finds your listing, the pre-screener asks for:
- Contact information
- Employment
- Income
- Self-declared credit score
- Move-in date
- Household size
- Pets
- Smoking
- Vehicles
Pre-screeners can help you sort through leads and save space in your inbox, but they can’t replace your complete online rental application.
2. Conduct Showings
Welcome interested renters into the home or apartment to generate interest around your listing. Show the rental by hosting an open house and scheduling appointments for one-on-one tours.
3. Distribute and Collect Applications
The next step is to send out your Washington rental application. Collect completed application forms and fees, making sure all applicants have signed the consent and acknowledgement portion.
Washington Application Laws
Landlord-tenant rights and rental application regulations vary from state to state. The Washington Law Against Discrimination covers the Evergreen State’s rental application laws.
In Washington, landlords can’t discriminate against or deny based on these legally protected characteristics:
- Race
- Creed
- Color
- National origin
- Citizenship/immigration status
- Sex
- Honorably discharged veteran/military status
- Sexual orientation
- Sensory, mental, physical disability, or the use of a trained guide dog/service animal
- Source of income
You can’t consider the above traits when making a decision (RCW 49.60.030, RCW 59.18.255).
However, you can consider a renter’s criminal history and eviction history in Washington, excluding cases not resulting in eviction or conviction (RCW 59.18.255).
Portable tenant screening reports: Washington law requires landlords to communicate their portable tenant screening report policy in writing before screening, and post the policy on their listing’s website. If landlords do accept them, they can’t charge tenants an additional screening fee (RCW 59.18.257).
Pets, ESAs, and Service Animals
Pets are the heart of the home for many renters, so don’t leave them out of your Washington rental application.
You can’t legally discriminate against applicants because they have an Emotional Support Animal (ESA) or service animal, but you can hold tenants responsible for damages caused by their animals.
Pet information: Ensure your application inquires about the renter’s pets, ESAs, or service animals and collects their basic details (name, breed, size).
Fair Housing Act: Under this law, you can’t:
- Discriminate against applicants based on their animal’s service status
- 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 are four laws all U.S. landlords must follow:
Fair Credit Reporting Act (FCRA): Landlords need applicant consent to run credit checks, and they must inform the renters they deny based on credit history (Fair Credit Reporting Act).
Equal Credit Opportunity Act (ECOA): This law protects renters who have received public assistance, regulates how landlords assess credit reports, and states reporting guidelines for applicants (Equal Credit Opportunity Act).
Fair Housing Act (FHA): Landlords can’t discriminate against applicants (or ask questions) based on:
- Race
- Color
- National origin
- Religion
- Sex
- Familial status
- Disability
This law prohibits discriminatory advertising and unequal rental terms, and applies to landlords, property managers, and employees who select renters (Fair Housing Act).
Americans with Disabilities Act (ADA): This law prohibits landlords from denying an applicant solely based on a disability, and requires them to accommodate the renter’s condition (Americans with Disabilities Act).
4. Use a Third-Party Screening Service
The secret to smart tenant screening? Use an online service to conduct credit checks and criminal background checks.
5. Check Application References
Follow up with an applicant’s past landlords and employers by asking these sample questions:
- Would you rent to this tenant again?
- Did the tenant violate the lease or receive an official warning?
- Did they ever miss rent payments?
- How well did the tenant care for the property? Was it well-maintained, clean, and undamaged?
6. Approve or Deny Applications
Accept multiple applications on a first-come, first-served basis based on:
- Rental history: A co-signer may be needed if the applicant has less than a year of solid rental history.
- Rent-to-income ratio: The rent should be 30% or less of the renter’s gross income.
- Credit score: Consider setting a minimum credit score requirement between 600 and 670.
- Fact-check the rental application: False information merits immediate rejection.
Denial Process
Your denial process must be legally compliant and handled consistently across applicants. Reasons for denial include false information, insufficient income, criminal background, and credit history.
Denial notice: Landlords must send tenant rejection letters to applicants they deny, stating and explaining their decision through an adverse action notice (RCW 59.18.257).
Credit/Background denials: If you deny based on a credit or tenant background check, the FCRA requires you to include the following in the adverse action notice:
- Reporting agency’s name and contact details
- Explanation of the renter’s right to dispute errors
Document storage: Always hold onto applications you deny and screening reports for at least three years to help defend against claims of discrimination.
Avoiding Fraud
Fraudulent rental applications can range from renters applying with false identities to forged bank statements. Safeguard your investment by:
- Confirming the renter’s identity, documents, income, and employment
- Conducting credit, background, and eviction checks
- Keeping an eye out for red flags
- Reaching out to past landlords
