Guide To Rental Applications in Pennsylvania [+Free Template]

Rental applications are used by landlords in Pennsylvania to gather essential information about an applicant’s personal, residential, and financial background, allowing landlords to assess whether they meet the minimum required tenant criteria.

However, landlords must be aware of the laws governing tenant screening and applications in Pennsylvania. These regulations are designed to ensure fairness and transparency throughout the rental process, addressing important aspects such as application fees, tenant rights, and the use of screening reports.

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

What is a Pennsylvania Rental Application?

A Pennsylvania rental application is a document prospective renters complete when applying for a rental property. This form typically requests essential information from the applicant, including personal details, rental history, financial statements, and references from employers or previous landlords.

While there are general compliance requirements for any rental application in Pennsylvania, for example, you cannot ask any questions that might be deemed discriminatory and you can’t use certain criteria when making your final decision, landlords must also be mindful of specific Pennslyvania landlord-tenant laws that govern these applications.  

What To Include in a Pennsylvania Rental Application

Under state law, landlords are allowed to collect key information from each applicant during the application process as part of the requirements to rent an apartment in Pennsylvania. 

To create an effective rental application form in Pennsylvania, landlords should c collect the following tenant details:

• Applicant’s Personal Information: Collect the applicant's first and last name, phone number, email address, residential address, proof of identification, and inquire about pet ownership or smoking habits.
• Proof of Income: Acceptable forms of proof of income include pay stubs, W-2 forms, bank statements, 1099 forms, letters from employers, and workers’ compensation letters.
• Employment History: Request details about the applicant's employment history, whether they are full-time, part-time, or self-employed.
• References: To gain further insight into applicants—especially those who cannot authorize screening reports due to a lack of a Social Security Number or Individual Taxpayer Identification Number—ask for personal references, credit references, or landlord references.
• Tenant Screening Reports: In Pennsylvania, landlords can request tenant screening reports such as credit reports, background checks, and eviction histories, provided the applicant has given written consent.
• Co-signer or Lease Guarantor Application: If an applicant needs a co-signer or lease guarantor for their application to be approved, it is advisable to request an additional rental application. This helps ensure that the co-signer meets your income requirements in case the original applicant cannot afford the rent.

Collect Rental Applications and Screen Tenants with Landlord Studio

The easiest way to collect a rental application and tenant screening report is to use purpose-built software like Landlord Studio.

With Landlord Studio you can request your tenants fill out a streamlined online rental application form collecting all of the above details. At the same time, you can enable tenant screening and, at no cost to yourself, generate a comprehensive TransUnion tenant screening report with a full background check, credit report, and eviction history report. 

Landlord Studio also handles sensitive information like SSNs for you, reducing your liability, and even runs an ID verification on applicants to help weed out time-wasters and fraudsters.

Pennsylvania Rental Application Laws And Requirements 

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

Maximum Rental Application Fee Pennsylvania

There's no cap on the maximum rental application fee in Pennsylvania. This means landlords can charge whatever they want for rental applications in Pennsylvania. It's also important to keep in mind that these application fees are non-refundable.

Security Deposit Limits Pennsylvania

According to Pennsylvania law, landlords cannot charge more than two months' rent as a security deposit. This deposit must be held in a separate escrow account, distinct from the landlord's personal funds.

When a tenant moves out, landlords are required to return the security deposit within 30 days. They are allowed to deduct amounts for unpaid rent, damages that exceed normal wear and tear, and other specified expenses. Additionally, landlords must provide written notice detailing any deductions made from the security deposit, if applicable.

Fair Housing Compliance

The Federal Fair Housing Act prohibits discrimination in housing rentals based on several factors, including race, color, religion, national origin, sex, disability, and familial status. 

Additionally, the Pennsylvania Human Relations Act (PHRA) builds on the federal law by prohibiting discrimination in housing not only based on the use of guide or support animals due to a user's disability but also based on age for individuals aged 40 and older.

Required Disclosures in Rental Applications Pennsylvania

When drafting rental agreements in Pennsylvania, landlords must be aware of several important disclosures mandated by landlord-tenant laws. 

Here’s an overview of these required disclosures:

• Nonrefundable Fees: In Pennsylvania, while nonrefundable fees are classified as optional disclosures, most landlords choose to include all non-refundable charges in their lease agreements. This practice is highly recommended; failing to do so may grant tenants the right to a refund under Pennsylvania law.
• Rights of Domestic Violence Survivors: Pennsylvania law provides protections for residents who are survivors of domestic violence, including the legal right to terminate a lease early. Although there is no specific statute requiring landlords to outline these rights in the lease agreement, it is advisable to include this information. Doing so ensures that tenants are informed about their rights and can take appropriate action if necessary.
• Move-In Checklist: A move-in checklist is an optional but beneficial disclosure that helps landlords assess any damages to the property beyond normal wear and tear. This checklist also assists tenants in understanding their responsibilities for repairs and cleaning at the end of the lease term, ensuring a smoother move-out process.
• Owner or Agent Identity: While disclosing the identities of landlords and authorized agents is considered optional under Pennsylvania law, including this information in rental agreements is strongly recommended. Providing the names, addresses, and contact details of landlords and their representatives fosters effective communication between landlords and tenants.

• Lead-Based Paint Disclosure: Landlords in Pennsylvania are legally required to complete and attach a lead-based paint disclosure form to the rental agreement. Additionally, they must provide tenants with relevant records regarding the presence or hazards of lead-based paint in the property. This disclosure is crucial for tenant safety and compliance with health regulations.

Credit and Background Check Laws Pennsylvania

In Pennsylvania, landlords have the right to conduct credit checks on potential tenants, but they must first obtain written consent from the tenant. If requested, landlords are required to provide a copy of the credit report to the tenant, per the Fair Credit Reporting Act.

Criminal Background Checks in Pennsylvania

Landlords in Pennsylvania are also permitted to perform criminal background checks on prospective tenants. However, they must adhere to specific restrictions regarding the information they can consider. 

For example, landlords cannot take into account arrests that did not result in a conviction or any criminal records that have been expunged or sealed, as outlined in the Pennsylvania Criminal History Record Information Act. 

Rental Application Resources 

• Renters' Access Act: Tenant screening guidelines
• The Application Process - Tenants' Rights

Verifying Employment and Income

Landlords typically require prospective tenants to provide proof of income as part of the rental application process in Pennsylvania. This requirement helps landlords assess whether an applicant can reliably afford to pay rent. 

Here’s an overview of how to verify income during the rental application process:

• Request Recent Pay Stubs: Ask for two to three recent pay stubs from the applicant. These should clearly display the applicant’s name, their employer’s name, and year-to-date earnings. This documentation helps ensure consistency in income.
• Employment Documentation: If an applicant is starting a new job and cannot provide pay stubs, request an offer letter or employment confirmation that includes the applicant’s salary, the company’s letterhead, and its address.
• Review Bank Statements: Request two recent bank statements to gain insight into the applicant’s monthly deposits. This can be particularly useful for those who may not have pay stubs.
• Tax Documents: Tax documents, such as W-2 forms for employees or 1099 forms for self-employed individuals, can provide a clear picture of an applicant's earned income for the year.
• Invoices for Self-Employed Applicants: For self-employed individuals, ask for two to three recent invoices to gauge their earnings over the past couple of months.
• Proof of Additional Income: Consider other sources of income, such as housing vouchers, child support, alimony, Social Security, Supplemental Security Income (SSI), or investment income. Request documentation that verifies these amounts.

It’s important to note that Pennsylvania has laws against income discrimination, so you cannot deny a rental application based solely on how an applicant earns their income.

How To Collect Rental Applications in Pennsylvania

There are mainly two methods landlords collect rental applications, either through paper or online rental application form in Pennsylvania.

Paper Forms vs Online Forms

Paper forms provide an accessible option for applicants who may lack internet access or have limited technical skills. They also offer a familiar format for many landlords, especially those who prefer traditional methods. These forms can be easily downloaded online as rental application templates, allowing landlords to print them for prospective tenants.

On the other hand, landlords can utilize online rental application platforms to streamline the application process in Pennsylvania. This approach is often more effective than paper forms, ensuring faster turnaround times, better organization, and improved legibility of applications.

A great example of property management software is Landlord Studio, which enables landlords to effortlessly create and distribute online applications while collecting application fees. This all-in-one platform also assists with tenant screening reports, rent collection, and tax reporting—all at an affordable price.

Create your free Landlord Studio account today to streamline the rental application and tenant screening process. Make sure you have all the information you need to have complete confidence in your final tenant decision.

Final Words: Rental Applications Pennsylvania

The most important takeaway from this article is for landlords to ensure that their rental applications comply with both state and federal laws. It's also important for property owners to stay informed about any changes to these regulations as they can be updated over time.

Fortunately, the Pennsylvania rental application process can be streamlined with property management tools like Landlord Studio. This software simplifies the collection of applications and fees and tenant screening while ensuring adherence to relevant laws. It also allows landlords to efficiently manage tenant screenings, including background checks and credit reports.

Pennsylvania Landlord Tenant Laws

• Pennsylvania Landlord Tenant Laws: Overview
• Pennsylvania Tenant Screening Laws
• A Guide To Pennsylvania Lease Agreements [+ Free template]
• Pennsylvania Security Deposit Laws‍
• Pennsylvania Rent Increase Laws
• Pennsylvania Eviction Laws

Pennsylvania Rental Application FAQs

How Long Does It Take to Process a Rental Application in Pennsylvania?

The processing time for a rental application in Pennsylvania can be as quick as the same day. However, this speed largely depends on how promptly the applicant completes the necessary steps.

Are Tenant Screening Reports Allowed in Pennsylvania?

Yes, landlords in Pennsylvania are allowed to use tenant screening reports, including credit and background checks, as part of their rental application process. It is essential that these checks comply with fair housing laws to ensure fairness and transparency. 

What Are Pennsylvania Rental Application Fee Laws?

In Pennsylvania, landlords can charge a rental application fee to prospective tenants. However, it’s important that this fee remains reasonable. The maximum rental application fee in Pennsylvania is typically capped at a level that reflects the costs associated with processing the application.

Related Articles

• A Guide To Rental Applications For Landlords [+Free Template]
• 10 Methods for Tenants to Show Proof of Income
• Free Residential Rental Application Form Template
• Rental Application Fee Laws By State
• How to Legally Decline a Tenant: Setting Tenant Criteria
• What Is Rental Verification? How to Verify Tenant Rental History
• Rental Application Fees: Do’s and Don’ts