Rental Verification Form (Free Fillable PDF + Example)
A rental verification form is a short form a landlord sends to an applicant’s current or previous landlord to confirm their rental history: when they lived there, the rent, whether they paid on time, any balance owed or lease problems, and whether that landlord would rent to them again. Below is a free fillable rental verification form (PDF) with an applicant permission section, how to use it step by step, what you can and should not ask, and a filled in example.
Free fillable rental verification form (PDF). One page: your request, the applicant’s signed permission, the rental history questions for the other landlord, and their signature.
Fill in part 1, have the applicant sign part 2, then send it to their landlord.
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How to use a rental verification form
- Get the applicant’s permission. Have every adult applicant sign part 2 so the other landlord knows they agreed to share the information.
- Find the landlord yourself. Take the landlord name and contact from the rental application, then check that this person really owns or manages the property, for example in the county property records.
- Ask the previous landlord too, not only the current one. A current landlord who wants a tenant to leave may give a glowing answer.
- Send it with a reply date, then follow up by phone if you do not hear back.
- Compare the answers with the application and your written screening criteria, and keep the form in the applicant’s file.
What to ask (and what not to ask)
| Ask (facts about the tenancy) | Do not ask |
|---|---|
| Move in and move out dates | Race, color, national origin or religion |
| Monthly rent and lease type | Sex, pregnancy or whether they have children |
| On time payments and late payments in the last 12 months | Disability, medical conditions or medications |
| Balance owed for rent, fees or damage | Anything about a group your state or city also protects |
| Written lease violation notices | Opinions that are not based on the tenancy |
| Proper notice before moving out, damage beyond normal wear and tear |
The federal Fair Housing Act prohibits discrimination because of race, color, national origin, religion, sex, familial status or disability, and many states and cities add more protected groups. Ask the same questions for every applicant.
A landlord describing their own experience with a tenant is generally not a “consumer report” under the Fair Credit Reporting Act, because the law excludes reports about transactions or experiences between the consumer and the person making the report. Reports you buy from a tenant screening company are different, and the FTC rules for consumer reports apply to them.
Example: a completed verification
Daniel Reyes applies for a unit in a duplex. His application lists his current landlord, R. Patel, at 1420 Birch Ln, Unit B, Columbus, OH 43211. Daniel signs the permission on 05/02/2027 and the new landlord sends the form on 05/03/2027 with a reply date of 05/07/2027.
| Question | Answer from R. Patel (owner) |
|---|---|
| Tenancy | 06/01/2024 to now, fixed 12 month lease |
| Monthly rent | $1,250.00 |
| Paid on time? | Yes; 1 late payment in the last 12 months (3 days late, paid with the late fee) |
| Balance owed | $0.00 |
| Lease violation notices | No |
| Damage beyond normal wear and tear | No |
| Rent to him again? | Yes |
Names, addresses and phone numbers in this example are made up.
Applicants with a housing voucher
If the applicant has a Housing Choice Voucher, federal rules require the housing authority to give the owner the family’s current and prior address and the name and address of the landlord at each address, if it knows them (24 CFR 982.307). The owner is still responsible for screening. See our guide on how to become a Section 8 landlord.
Common mistakes
- Calling the number the applicant gives without checking it. Confirm the owner first.
- Only asking the current landlord.
- Asking different questions for different applicants.
- Writing opinions instead of facts in the comments, or sharing more than the form asks when you are the one answering.
- Losing the form. Keep it with the application. See how long to keep records.
When you are the landlord being asked, our landlord reference letter template helps you answer with facts only.
Screening and fair housing rules differ by state and city. Check your local law, or ask a local attorney.
Does a current tenant only need you to confirm their address, for example for a school, a bank or the DMV? Use our free proof of residency letter template instead.
Frequently asked questions
What is a rental verification form?
A form a landlord sends to an applicant’s current or previous landlord to confirm the dates of the tenancy, the rent, the payment history, any balance owed or lease problems, and whether they would rent to the applicant again.
Does a previous landlord have to fill out a rental verification?
Generally no. There is no general federal requirement to answer. Many will if the applicant signed permission and the questions are factual. Follow up by phone if you get no reply.
What questions can a landlord ask on a rental verification?
Facts about the tenancy: dates, rent, on time payments, late payments, balance owed, lease violation notices, notice before moving out and damage beyond normal wear and tear. Do not ask about race, color, national origin, religion, sex, familial status, disability or any group your state or city protects.
How do I know the landlord on the application is real?
Check that the person owns or manages the property, for example in the county property records, and call a phone number you found yourself rather than only the one on the application.
Is a rental verification the same as a credit or background check?
No. It is the other landlord describing their own experience with the tenant. Credit and background reports come from screening companies and follow the FTC rules for consumer reports.
Approved the tenant? Track rent from day one with our free rent ledger template.
