What Does the Apartment Application Process Look Like?

Applying for an apartment can feel opaque — especially if it’s your first time, or if you’ve been denied before without a clear explanation. While every community has its own screening criteria, most apartment applications follow the same general structure.

This guide is meant to help you understand what you’ll be asked to submit, how decisions are typically made, and what to prepare before applying. It’s not a perfect rulebook, but it should help reduce surprises.

The Three Most Common Application Outcomes

After you apply, you’ll usually receive one of three results:

• Approved with a standard deposit
• Approved with conditions (higher deposit, guarantor required, etc.)
• Denied

The decision is based on a screening process designed to be consistent across all applicants — not subjective or negotiable.

Standard Components of an Apartment Application

Most applications evaluate the same three areas:

1. Income
2. Credit
3. Background

In addition, most apartment communities charge:

• An application fee per adult applicant
• An administrative fee per household

Application fees are typically non-refundable.
Admin fees and deposits are usually refundable if you’re denied — but always confirm before applying.

1. Income Requirements

Most apartment communities require combined gross monthly income equal to 3× the base rent. This calculation is based on the market (base) rent only and does not include add-ons such as utilities, parking, pet rent, or other monthly fees. It also does not factor in temporary concessions like rent specials.

How that income is verified depends on how you earn it:

Regular Employment

a. Current Job

• Typically requires recent pay stubs
• Some communities may also request bank statements

b. New Job With a Future Start Date

• A signed offer letter is required
• Move-in usually must be within 30 days of the lease start date

c. Just Started a Job

• You may be asked for:
  • Offer letter and
  • Initial pay stubs or bank statements
• This helps confirm that employment actually began

While pay stubs are often used to calculate gross income, some communities now require bank verification tools (such as Payscore) to confirm average deposits for all applicants — even for W-2 employees.

Self-Employment

If you’re self-employed:

• Bank statements are required at most communities
• Income verification services like Payscore are increasingly common
• Be prepared to show deposits, rather than invoices or self-generated statements

If you have other income sources (part time or freelance work, dividends, retirement, etc), make sure all sources are accurately reported on your application and verifiable through bank statements.

Guarantors

If your household does not meet the income requirement on its own, most communities allow you to add a guarantor (co-signer) to the application.

A guarantor is typically required to:

• Meet a higher income threshold, often 5× the monthly rent
• Accept financial responsibility if the lease obligations aren’t met

Guarantor policies vary by community, so it’s always best to confirm requirements before applying.

2. Credit Check

Most communities have a minimum credit score, often around 550, though some may require higher.

A few important things to know:

• No one is expecting perfect credit
• Lower scores may result in:
  • Higher deposits (½ month, 1 month, or more)
• Denials commonly occur due to:
  • Unpaid collections
  • Outstanding balances with previous apartment communities
  • Prior evictions on record

Credit issues don’t automatically disqualify you — but certain red flags can.

3. Background Check

Background screening typically focuses on:

• Recent felony charges
• Violent offenses
• Fraud

Policies may vary by management group and jurisdiction, so this is another area where asking before applying can save time and money.

A Note on Leasing Consultants & Screening Results

If you’re unsure about any part of the process, talk to the leasing office before applying.

That said, it’s important to understand:

• Leasing teams do not control approvals
• They cannot override screening results
• Screening standards exist to ensure consistent, fair decision-making

Even with strong credit and a solid rental history, every applicant goes through the same screening process. The goal isn’t rigidity for its own sake — it’s to maintain consistent, fair, and compliant risk assessment using uniform criteria.

If You’re Afraid of Getting Denied

If you’ve never applied for an apartment before — or had a denial in the past — it’s normal to feel hesitant.

But here’s the reality:

• Not applying leaves you guessing
• A denial gives you clarity
• You learn exactly what needs to be improved

Just remember:

• Application fees are usually non-refundable
• Admin fees and deposits are often refundable if denied

If you are denied, request the full screening report. You paid for it, and it can be a valuable tool for getting back on track.

What To Do If You Are Denied

If your application is denied due to income, credit, background, or other screening factors, the resources below may help you understand your options and plan next steps.

General Housing & Affordability

• Urban Housing Solutions
  📞 615-726-2696
  A nonprofit that assists low-income individuals and families with housing solutions.
• Metro Housing and Urban Development
  📞 615-252-8400
  Assists with Section 8 and other income-based housing programs.
• Affordable Housing Online
  A nationwide search tool that lists income-restricted and Section 8 housing, including over 65 communities in Nashville with direct links to property websites.

Criminal Background / Felony History

• Project Return
  For individuals with a felony within the past year, offering employment and housing support.
• The Help Center
  Provides additional resources for individuals with older criminal backgrounds.

Guarantor & Approval Assistance

• Liberty Rent
  Applicants must apply to a community first. If denied, Liberty Rent may be able to assist depending on the situation.

Private Rentals

• Private landlords may have more flexible screening criteria than large apartment communities.
• Local Facebook housing groups can be useful in some cases.

Veteran Services

• Operation Stand Down Tennessee
  A nonprofit assisting veterans with housing and a wide range of support services.

Note: This guide is intended to give you a clear picture of how apartment applications typically work and what you may be asked to provide. Requirements vary by community, but understanding the process ahead of time can help you apply with more confidence.