Guide to Rental Applications in Ohio [+Free Template]

Rental applications are an important tool that landlords use when screening prospective renters in Ohio. 

The main purpose of these applications is to collect essential information about an applicant’s personal, residential, and financial background. With this information, landlords can then determine whether an applicant meets their screening criteria. 

Ohio has several laws that regulate what landlords can or cannot do during the rental application process. These laws were enacted to promote transparency and prevent discrimination during tenant screening.

This article will provide comprehensive information that landlords need to know before creating an Ohio residential rental application. Additionally, we will offer useful resources and templates to assist you in navigating the application process effectively.

What is an Ohio Rental Application?

An Ohio rental application is a crucial document that landlords and property managers use to evaluate prospective tenants. The rental application form is a crucial part of the requirements to rent an apartment in Ohio. It forms the basis of the screening process and helps landlords prove whether an applicant is trustworthy and financially responsible. 

Typically, the rental application involves the landlord reviewing the applicant’s rental history, credit score, and employment background. This information will help them identify potential red flags, such as with criminal records, through background checks. 

However, there are several laws that govern Ohio rental applications, which dictate what can or cannot be included in a rental application. It’s important for landlords to understand these laws and follow them religiously to avoid legal repercussions and ensure a smooth rental application process. 

What To Include in a Rental Application

Both federal and Ohio laws have guidelines on what landlords are permitted to request in rental applications. These requirements are to ensure tenant’s rights are protected, ensuring a fair screening process. 

To create an effective rental application form Ohio, consider including the following key elements:

• Applicant’s Personal Information: Begin by collecting the applicant's full name, phone number, email address, current residential address, and proof of identification. Additionally, inquire about any pet ownership or smoking habits.
• Proof of Income: Acceptable documentation for proof of income includes pay stubs, W-2 forms, bank statements, 1099 forms, letters from employers, and workers’ compensation letters. This information helps verify the applicant's financial stability.
• Employment History: Request comprehensive details regarding the applicant's employment history, specifying whether they are employed full-time, part-time, or are self-employed. This will provide insight into their job stability.
• References: To gain a deeper understanding of applicants rental history—especially those who may not have a Social Security Number or Individual Taxpayer Identification Number—ask for personal references, credit references, or previous landlord references. These can offer valuable perspectives on the applicant's reliability.
• Tenant Screening Reports: In Ohio, landlords can request tenant screening reports such as credit checks, background checks, and eviction histories, as long as the applicant has provided written consent. These reports can help assess the applicant's suitability as a tenant.
• Co-signer or Lease Guarantor Application: If an applicant requires a co-signer or lease guarantor for their application to be considered, it is wise to request an additional rental application for the co-signer. This ensures that the co-signer meets your income requirements in case the primary applicant is unable to afford the rent.

Related: A Guide To Rental Applications For Landlords [+Free Template]

Ohio Rental Application Laws And Requirements 

Below is an overview of some key Ohio rental application laws property owners should know while creating rental applications.

Maximum Rental Application Fee Ohio

Unlike some states, Ohio doesn’t regulate how much a landlord charges as a rental application fee. This gives landlords the liberty to charge whichever amount they deem appropriate for processing applications. 

While there isn’t a statewide cap on rental application fees, this fee is expected to only cover costs associated with tenant screening—generally ranging from $25 to $100. Also, it’s important to note that these fees are considered non-refundable.

As good practice, we recommend that landlords maintain transparency with fees associated with rental applications. While not mandated, you can provide applicants with a notice that explains the purpose of the fee and provides a breakdown of how it will be used.

Security Deposit Limits Ohio

Currently, Ohio doesn’t have any statute that limits the maximum security deposit amount in the state. This means landlords can charge as much as they see fit. However, Ohio has several laws that govern security deposits, including collection and interest paid. 

Per Ohio Revised Code 5321.16, the landlord is required to pay five percent interest each year if they charge $50 or one month's rent as the security deposit (whichever is greater). This law only applies to tenancy longer than six months. 

Additionally, it's important for landlords to note that there are no holding or receipt requirements.

Fair Housing Compliance

The Federal Fair Housing Act (FHA) prohibits discrimination in housing rentals based on various factors, including race, color, religion, national origin, sex, disability, and familial status. Additionally, Ohio's fair housing laws expand the protected class to include military status, gender identity, and sexual orientation.

Both federal and state fair housing laws work hand in hand to ensure all individuals have the right to access housing without facing discrimination. Under these regulations, landlords must treat all applicants fairly and cannot deny housing based on any of the protected characteristics.

Required Disclosures in Rental Applications Ohio

According to Ohio laws, landlords are obligated to provide tenants with specific disclosures during the rental application process. Some of these disclosures include:

• Lead-Based Paint Information: For rental units constructed before 1978, landlords must disclose the presence of lead-based paint to tenants and any associated hazards. This requirement aims to safeguard tenants from potential health risks linked to lead exposure.
• Authorized Agent Disclosure: Landlords are also required to disclose the names and addresses of all individuals involved in the ownership and management of the property. This transparency helps tenants understand who is responsible for their living conditions. 
• Security Deposit Information: The amount required for the security deposit must be clearly stated.
• Utilities Responsibility: Landlords should specify which utilities tenants are responsible for covering, including electricity, water, gas, and trash services.
• Smoking Policies: It is essential for landlords to clarify whether smoking is permitted on the premises.
• Additional Fees: Any fees related to applications, move-in or move-out processes, or late payments should be disclosed upfront.

Credit and Background Check Laws Ohio

In Ohio, landlords are required to obtain written consent from an applicant before conducting any background or credit check, per the Federal Credit Reporting Act. A standard practice to ensure compliance with this regulation is to include a consent form in the rental application. 

According to Ohio Revised Code (ORC) 5321.051, landlords are also required to screen not only the primary applicant but also their spouses, adult children, cohabitating partners, and any other adults who will reside at the rental property.  

Related: Rental Application Fee Laws By State

Verifying Employment and Income

One of the best ways to assess a prospective tenant's ability to pay rent is to ask them for proof of income as part of the rental application process. 

Below are some of the proofs of income landlords typically ask for in Ohio. 

• Recent Pay Stubs: Ask applicants to submit two to three recent pay stubs. These documents should clearly display the applicant’s name, their employer’s name, and year-to-date earnings. This information helps ensure that their income is stable and reliable.
• Employment Documentation: If an applicant is starting a new job and lacks pay stubs, request an offer letter or employment confirmation. This should include details about the applicant’s salary, printed on the company’s letterhead, along with its address.
• Bank Statements: Request two recent bank statements to examine the applicant’s monthly deposits. This can be particularly helpful for individuals who do not have traditional pay stubs.
• Tax Documents: Tax forms, such as W-2s for employees or 1099s for self-employed individuals, can provide a comprehensive view of an applicant's annual income.
• Invoices for Self-Employed Applicants: For self-employed individuals, ask for two to three recent invoices to assess their earnings over the last few months.
• Proof of Additional Income: Consider other sources of income, such as housing vouchers, child support, alimony, Social Security benefits, Supplemental Security Income (SSI), or investment income. Request documentation that verifies these amounts.

Legal Considerations

While landlords can request proof of income during rental applications, it's against Ohio law to discriminate against applicants based on income. Landlords cannot deny a rental application solely based on how an applicant earns their income as long as they prove they can afford to pay rent. 

How To Collect Rental Applications in Ohio

When it comes to collecting rental applications, landlords in Ohio typically have two main options: paper forms or online rental application systems.

Paper Forms vs Online Forms

Paper forms can be a practical choice for applicants who may not have reliable internet access or who are less comfortable with technology. They provide a familiar format that many landlords appreciate, especially those who prefer traditional methods. Landlords can easily download rental application templates from the internet and print them out for prospective tenants.

Related: Free Residential Rental Application Form Template

On the other hand, using online rental application platforms to create and collect rental applications can significantly streamline the application process in Ohio. Online systems tend to be more efficient than paper forms, offering quicker turnaround times, better organization, and improved legibility of submissions.

One option is Landlord Studio, a comprehensive property management software that simplifies the entire rental application process. Create and share your rental listings across top channels including Zillow and Zumper, collect rental applications online, and run comprehensive tenant screening reports to ensure you have all the information you need to make an informed decision. 

With Landlord Studio you can not only streamline rental applications and tenant screening but also collect rent online, manage property maintenance and track your rental property finances for tax time.

Create your free Landlord Studio account today to streamline the entire tenant selection process, from listings to move-in day. 

Ohio Rental Applications: Conclusion

For a successful rental application, it’s important for landlords to understand and comply with both federal and state laws that govern the process. Staying updated on any changes to these laws is equally important, as they can evolve over time.

However, creating and managing rental applications doesn’t have to be a hassle. You can rely on property management tools like Landlord Studio to make the process easier. 

Streamline the collection of applications and fees, ensuring compliance with relevant laws. Additionally, it enables landlords to efficiently conduct tenant screenings, which include background checks and credit reports. By leveraging these tools, landlords can enhance their ability to find reliable tenants while adhering to legal requirements.

Create a free account today to simplify your rental application process.

Rental Application Resources 

• Free Ohio Rental Application Template - PDF
• Rental Requirements | Ohio Department of Commerce

Ohio Landlord Tenant Laws

• Ohio Landlord Tenant Laws: Overview
• Ohio Tenant Screening Laws
• A Guide to Ohio Lease Agreement [+Free Template]
• Ohio Security Deposit Laws
• How Much Can You Raise The Rent in Ohio?
• Ohio Eviction Laws