Required Documents for Renting an Apartment

Landing a good apartment can be stressful, often requiring research, planning, legwork, and money to make it all come together without a hitch. Of course, it’s always worth it when you can finally step into your new rental.

But finding your dream apartment is just the beginning. Before you start packing your bags, you’ll most likely have to prove yourself a good tenant to your prospective new landlord. Annoying as this may be, it does serve a purpose. It allows the property owner to verify your identity, do a criminal and/or background check, and check your credit history. Additionally, you may need to provide info on your past rental history (if any), and in some cases, personal references, too. Think of this as a vetting process; a necessary step to protect both the landlord and their current tenants.

While the required documents may vary by state, city, and even landlord, it’s best to be prepared and have a few key ones at the ready upon request. This will only speed up the process and get you into your new home that much faster. 

Below is a list of documents prospective tenants are often required to produce when renting an apartment:

Driver’s License

This may seem like a no brainer to some, but it’s actually one of the most standard pieces of identification property owners, landlords, and real estate companies ask for before renting. The reason? A driver’s license allows the lessor to do a number of important things, like conduct background and credit checks, verify your identity, and see if you have a criminal history. Believe it or not, that small piece of plastic can give a landlord a decent snapshot of your identity, making it an extremely useful resource.

But what should you do if you don’t have a driver’s license? In this case, lessors will most likely ask for another form of photo ID such as a passport, military ID, green card, or state identification card. These other documents will usually suffice, though you may need to present additional information to run the required checks.

Tip: Non-U.S. citizens can still rent apartments but will most likely have to provide additional forms of ID, such as a 1040-NR or a nonresident alien income tax return.

Paystubs, W2s, Or Other Income Statements

Proving your income is also a necessary part of renting an apartment, as most landlords will want to make sure you earn enough to cover your monthly rental costs. While many lessors will be satisfied with a bank statement or employment history (see below), it’s always best to be prepared and have copies of these documents on hand to present to your potential landlord.

Tip: Gig workers and independent contractors can present 1099s, tax returns, or even client contracts in lieu of W2s — just be sure to black out sensitive info like your social security number.

Bank Statements

Some landlords require bank statements in addition to proof of income. This is just another way for them to ensure that you have enough money to pay your rent. Again, copies are sufficient here, just be sure to black out sensitive info to protect your privacy.

Tip: Some landlords may also ask for an employment history as well as W2s and bank statements. Think of this as yet another way to establish your character and whether or not you can pay rent — an apartment résumé, if you will.

Rental History

Are you a good tenant? Do you pay your rent on time and respect both the rental property and the other tenants that live there? Believe it or not, your rental history can have an impact on future landlords, so be sure to have all of the necessary information on hand including dates, place(s) rented, and landlord statements/references, if necessary.

Tip: Think of this as another type of résumé, and be sure to make it as detailed as possible including addresses, phone numbers, how long you lived in each place, and the reason you left.

Additional Documentation

The above documents are some of the most common items landlords may require from potential tenants. As mentioned above, necessary documentation may vary by state, city, or property manager. However, when finding an apartment it’s always wise to be prepared, so it may be a good idea to have these documents at the ready, too:

Personal References

Many rental applications will have a space for personal references as well as past landlords references, so be prepared. Keep a list of personal and/or professional references at the ready, and try your best to pick responsible people you’ve known for awhile who you can trust to give you praise.

Tip: Always be sure to ask permission ahead of time before using someone as a reference. This way, they won’t be taken by surprise if and when they get a call from your potential landlord.

Pet Information

If you’re renting an apartment that allows pets, your landlord may ask you to provide info about your furry or feathered friend to make sure they fit the rules of the building or complex.

Tip: Proof of vaccinations is often required, so be sure to get that info from your vet ahead of meeting with the landlord. Additionally, you may also have to provide pet references to show your pet is a good animal citizen.

Your Checkbook

This may sound antiquated, but if you have a bank account, chances are you will also have a checkbook — even if you hardly ever use it. Having this on hand will ensure that you’re ready to cover any necessary financial demands such as fee(s) for running credit/background checks, security deposits, and your first and last month’s rent.

Tip: Some landlords/property managers may accept e-checks or other forms of payment, but it’s always best to ask them ahead of time.

Finding an apartment that’s right for you is only the first step in the rental process. Chances are your potential lessor will also require you to provide a number of important documents in addition to the rental application. As long as you have everything organized and are ready to present to your landlord upon request, you’re sure to get into your new digs as quickly as possible.