Screen and choose ideal renters for your property using online rental application forms.
Finding the right tenants starts with the right tools—and an online rental application form is one of the most effective.
Whether you're a landlord or property manager, your goal is to secure reliable tenants who pay on time, respect your property, and contribute positively to the community.
An online rental application simplifies the tenant screening process by making it easy to collect, organize, and evaluate applicant information—all in one place. It's convenient for renters, accessible from any device, and efficient for you.
In this article, we’ll explore how online application forms can streamline your workflow and help you make more informed leasing decisions.
An online rental application is a digital form for prospective tenants to apply for a rental property. It typically includes key information such as personal details, employment and income, rental history, references, eviction records, criminal background, and consent for credit and background checks.
Landlords and property managers use these forms to screen applicants, compare submissions, and make informed decisions—all while saving time and reducing paperwork.
Skip the manual work and deploy your rental application form now with SurveyMonkey.
Online forms allow your rental application process to be totally paperless—but that’s not the only benefit. An online tenant application form provides a secure method for collecting data from prospective renters, offering significant time savings and a streamlined rental process.
It’s out with the old and in with the new. Going paperless saves time, space, and resources. With online forms, you don’t have to shuffle through dozens of paper forms to select renters. All the data you need is conveniently stored in one place.
According to Pew Research Center, 31% of US adults are almost constantly online. An online rental application form can be accessed from anywhere, on any device, at any time. An online form is compatible and easy to use on computers and mobile devices, making it simple for potential renters to provide their information.
Using a digital form that is accessible from anywhere means you can strike while the iron is hot, encouraging rental applicants to complete your tenant application form on the spot after taking a tour of your unit, and before they have a chance to look elsewhere.
When you collect applicant data online with SurveyMonkey, it’s all stored in one easily accessible place and doesn’t require additional data entry or shuffling papers. All the relevant information is at your fingertips, ready for informed decision-making.
Online rental application forms enable you to screen tenants more efficiently and access renter data at any time, from anywhere. Whether you're in the office or on the go, you’ll have the information you need to confidently screen and select the right tenants.
Online rental application forms offer a better applicant experience by making the application process more convenient. Applicants can use their mobile devices to fill out the application from anywhere instead of having to sit in a leasing office and manually write their information on paper.
Your rental application form should include fields for full contact information; however, be aware that it is illegal to ask for certain types of information. The Fair Housing Act prohibits discrimination in housing because of race, color, national origin, religion, gender identity, sex, sexual orientation, familial status, or disability.
Personal information you can ask for includes:
Asking for a Social Security number and driver’s license number is necessary if you are planning to run a background check. Since this is sensitive information, it’s a good idea to include a statement about your reason for asking and an assurance that you’ll keep the information secure.
All data collected via SurveyMonkey is safe and protected.
Learn more about gathering demographic information from surveys and forms.
While most applicants likely reached your application from a resource that outlined the property details, it’s important to also include them at the top of your rental application form. This way, prospective tenants can review the information again to ensure the property is suitable for their needs.
Clearly state all the information about the unit being rented, including the available date, monthly rent, square footage, number of bedrooms, number of bathrooms, and included amenities. Additionally, consider including helpful information such as the school district, distance to local businesses, and other neighborhood details. After all, a happy tenant is less likely to cause you any problems.
Tip: SurveyMonkey allows you to include images, so include high-quality photos of the main living spaces and any important features.
Include fields to collect necessary contact information, including the applicant's preferred method of communication.
Contact details should include:
Validating a prospective tenant’s current employer will help you ensure that they have the means to pay rent. Employment history provides insights into their work and income. In fact, this section is very similar to what would be asked on a job application form.
Related: How to ask income survey questions
Personal references are valuable character witnesses who can speak to the applicant’s responsibility and reliability. You can contact them to verify the tenant's past behavior, payment history, cleanliness, and respect for property and neighbors. Solid references provide peace of mind that the prospective tenant will be a trustworthy and respectful occupant.
An online rental application form is an excellent place to request consent for background and credit checks. With the prospective renter’s permission, you can conduct these checks to ensure that applicants are a suitable fit for the property.
Clearly state your pet, smoking, and waterbed policies for your unit on your rental application form.
If you accept pets, you may want to gather information such as:
Check your local jurisdiction to determine whether it’s legal in your area to request a pet fee to cover any damage to the property caused by pets.
If you prohibit smoking in your rental, clearly state this policy, along with the penalties for smoking and the location of designated smoking areas.
It’s within your rights as a landlord to forbid the use of waterbeds in your rental unit. If you approve waterbed use, you may ask for an additional security deposit as insurance against leaks, mold, or damage caused by the bed.
Emergency contact information is critical to have on file in case of an emergency. Ask the applicant to provide at least one or two emergency contacts. These can be family members who won’t be living in the property or trusted friends.
Ready to create your online rental application form? We have a few practical, actionable tips to help you create effective and user-friendly online rental application forms.
The first step is to choose a form-building tool like SurveyMonkey to get started. SurveyMonkey offers a variety of functional tools to help you create customized forms tailored to your specific needs.
Once you sign up for your form-building tool, create your form and add the essential application fields. SurveyMonkey templates are fully customizable, allowing you to add or adjust fields as needed. As a reminder, essential application fields include:
Provide privacy and legal statements that outline your compliance with data privacy, housing, and nondiscrimination laws. Be clear about what will be done with personal data, why you are asking for it, and how it will be protected.
You must also ensure compliance with the Fair Housing Act and local and state laws when creating and using your rental application. This means avoiding discriminatory language and questions related to race, color, religion, sex, national origin, familial status, or disability. Noncompliance can result in legal penalties and damage to your reputation as a landlord, so you must stay up to date with the regulations.
If you have chosen to charge an application fee, you can add a payment gateway to your rental application form. If you request fees associated with processing applications or background checks, you can accept them right within the rental application form with one of our payment integrations. This simplifies the process of collecting fees securely.
If collecting fees is part of your form, make it clear how you will use them and whether any part of the payment is refundable.
Specify the length of the lease you’re offering, the cost and frequency of rent payments, and the amount of the security deposit. If your leasing area has specific laws governing leasing, ensure that you follow them and clearly outline how your lease complies with these laws.
It’s wise to test the form on both desktop and mobile devices to guarantee it displays properly and retains functionality. This provides applicants with the flexibility to complete the form on their preferred device. Many individuals use mobile devices to complete online forms, making it crucial to ensure compatibility.
Distribute your form via email, post it on rental platforms, or share it on social media to find potential applicants for your rental property. This way, you can widen your reach to fill your vacancy sooner.
An online form is the best way to collect and review information from prospective tenants for your rental property. Whether you build a form from scratch or customize our Rental Application Form Template, you’ll be able to quickly and easily get the data you need to make an informed decision.
It’s easy to get started. Sign up for a SurveyMonkey account today or choose the right plan for your rental business.
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