A Washington rental application form helps a landlord choose a prospective tenant who is well suited to rent a particular property. The form requests personal and employment information plus consent for a credit check (sometimes called a consumer report). Applications often collect a non-refundable fee, commonly equal to the cost of getting the relevant screening reports.
Washington Rental Application Laws
Washington law limits rental application fees to the landlord’s actual cost of screening.
The state also requires that every application be accompanied by a notice that discloses the informational resources used for screening, the criteria used for screening, the cost, and grounds for denial of an application.
Quick Guide To Process a Washington Rental Application
After receiving a Washington rental application, most landlords use the following process to evaluate the potential tenant:
- Verify Credit – Order a credit report for the potential tenant; a score of 600-650 is a common minimum requirement. A credit report can be as simple as a “pass/fail” result or can have comprehensive details, including criminal history. (NOTE: a credit report requires the tenant’s written and signed consent, on the application or separately)
- Verify Income – Check the potential tenant’s employment status and pay scale. This can be done through recent pay stubs and/or contacting the potential tenant’s employer.
- Check Rental History – Contact previous landlord(s) to confirm a potential tenant has in the past been a good renter and neighbor.
- Check Eviction History – Verify the potential tenant has honestly disclosed the details of any past evictions. An eviction check usually covers a longer period (previous 7 years) than a rental history check (previous 3 years).
- Check Criminal History – Confirm the potential tenant’s reporting of any criminal history, especially including a check of criminal databases like sex offender registries.
- Provide a Response – Approve the application if it’s a good fit, or, if rejecting the application, draft an appropriate adverse action notice to limit liability.
Checking Eviction History in Washington
Washington eviction cases are matters of public record which anyone can access. While third-party services often automatically check eviction history as part of a screening report, this can also be checked with the Washington Courts Odyssey Portal manually, for free, with the following process:
- Visit the Washington Courts Odyssey Portal
- Search for the applicant’s last county and search for the email of the County Clerk
- Landlords may email the County Clerk directly to access and request records
- Additional information can be found on the relevant County Clerk’s website
Restrictions on Washington Rental Application Questions
The sample rental application provided on this page complies with federal law restricting the information a landlord can request. In general, it’s illegal under the Federal Fair Housing Act to screen tenants by asking for information about the following, or using these as a basis for approving or denying an application:
- Race
- Color
- National origin (nationality)
- Religion
- Sex (including sexual orientation and gender identity)
- Familial status (i.e., having or not having children)
- Disability (whether physical or mental)
There are narrow exemptions from the Fair Housing Act for things like senior housing or certain very-small scale landlords, but local regulations may still apply. Always consult an attorney before attempting to ignore federal requirements.
Rejecting an Application: Adverse Action Notice
When taking an action which may disadvantage a potential tenant, a Washington landlord must provide an adverse action notice informing the tenant about the decision (sometimes called a “conditional approval,” if the application is approved subject to meeting additional conditions). Federal and state regulations require an adverse action notice whenever a landlord collects a credit report and takes one of the following actions:
- Rejecting the potential tenant’s application
- Adding a requirement for someone to co-sign the potential tenant’s lease
- Demanding a larger security deposit than before, as a condition for renting
- Asking for higher rent after receiving the report
Important Features of a Washington Adverse Action Notice or Conditional Approval
Unlike most states, Washington has a specific template for explaining an adverse action to a potential tenant:
ADVERSE ACTION NOTICE
Name
Address
City/State/Zip Code
This notice is to inform you that your application has been:
….. Rejected
….. Approved with conditions:
….. Residency requires an increased deposit
….. Residency requires a qualified guarantor
….. Residency requires last month’s rent
….. Residency requires an increased monthly rent of $……..
….. Other:
Adverse action on your application was based on the following:
….. Information contained in a consumer report (The prospective landlord must include the name, address, and phone number of the consumer reporting agency that furnished the consumer report that contributed to the adverse action.)
….. The consumer credit report did not contain sufficient information
….. Information received from previous rental history or reference
….. Information received in a criminal record
….. Information received in a civil record
….. Information received from an employment verification
Dated this ….. day of …….., ….(year)
Agent/Owner Signature
Conditionally approved applications also require the landlord to outline terms under which the prospective tenant may enter a lease agreement.
Fees in Washington
Washington has the following regulations on fees relating to a new rental:
- Rental Application Limit: Actual cost of screening
- Security Deposit Limit: No cap
- Pet Fee Limit: No cap
Local jurisdictions may impose stricter regulations than the statewide standard. For example, Seattle caps security deposits at one month’s rent, and pet deposits at one-quarter of that amount.
