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Rental application form

For private landlords and small letting agents comparing applicants for a vacancy. Applications land side by side in your sheet. ID and credit checks happen elsewhere, with a screening service or by sighting documents in person, so your sheet holds no copies of anyone's ID.

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Copies the form into your account after you sign in with Google. You can change anything before publishing.

Rental application form· preview, nothing is sent

Columns in your Google Sheet

Each response becomes one row with these columns.

_submission_id_submitted_at_form_versionFull nameEmailPhoneAddress of the property you're applying forPreferred move-in dateHow many people will live there in total?Current address and how long you've lived thereCurrent landlord or agent (name and phone)Employer and role, or other source of incomeYour income per month, before taxWill any pets live at the property?Pets, a guarantor, or anything else we should knowI agree that you may contact my references and employer about this application.

What this form asks, and why

  • Full namerequired Matches the name on the lease if the application succeeds.
  • Emailrequired For the outcome, either way.
  • Phonerequired Good applicants are often lost to a slow reply.
  • Address of the property you're applying forrequired One form can serve several vacancies; filter by address.
  • Preferred move-in daterequired Written as YYYY-MM-DD; sort to match applicants to the vacancy date.
  • How many people will live there in total?required Set the maximum to the property's occupancy limit and higher numbers are rejected, without asking who the people are.
  • Current address and how long you've lived thererequired The length of stay says more than the address.
  • Current landlord or agent (name and phone) The reference most landlords call first.
  • Employer and role, or other source of incomerequired Lets you confirm income with the employer if you need to.
  • Your income per month, before tax A number, so you can compare it with the rent on a second tab.
  • Will any pets live at the property?required Pet policies are a common deal-breaker; better known early.
  • Pets, a guarantor, or anything else we should know For context such as a recent move or a guarantor.
  • I agree that you may contact my references and employer about this application.required Records permission to contact references before you call them.

Fields people often add

  • Guarantor details
  • Vehicle and parking needs
  • Previous address (if less than a year at the current one)

Common mistakes

  • Asking for Social Security, licence or passport numbers in the form: they'd sit in a shared spreadsheet. Let applicants enter them directly with your screening service.
  • Questions about protected characteristics: in the US, the Fair Housing Act bars discrimination based on race, colour, religion, sex, disability, familial status or national origin. Leave out questions about children, religion or nationality.
  • Using a generic form in Victoria, Australia: private rental applications there must use the form prescribed by Consumer Affairs Victoria, so don't use this template for Victorian properties.
  • Asking for more than you'll use: NSW Fair Trading, for example, tells landlords to collect only the minimum needed to assess an application.

Share it or put it on your site

Publish to get a link on freelyforms.link, or embed it on your website. Responses go to your Google Sheet.

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