Maine Rental Application

What type of information should landlords collect?

Whether you’re leasing a studio in Portland or a house in Augusta, your rental application form is the first step in getting to know your next tenant. The more complete and organized your application, the easier it will be to screen confidently.

Some landlords use traditional paper applications, but if you want to save time and keep things simple, opt for an online rental application. Try this free rental application form from TurboTenant to send, receive, and manage all of your applications online.

Here’s what your Maine rental application form should ask for:

• Personal info: Applicant names (including co-applicants and/or co-signers), date of birth, Social Security numbers, email address, phone number, vehicle information, smoking status, and emergency contact.
• Financial info: The applicant’s employment status and income history will help you determine their ability to afford rent collection.
• Rental history: Understanding their past can give you an idea of what to expect from an applicant if they were to become your tenant.
• Professional and rental references: Employer information can verify employment details. You can also request rental references, including past landlords.
• Pets: Will you allow pets in your rental? Inquire about the number of pets along with type(s) and size(s).

Because these forms collect sensitive information, both federal and Maine state laws regulate what you can ask—and how you can use it.

We’ll discuss all of these points as we review pre-screeners, Maine rental application laws, pets, and the denial process.

Pre-Screener

Why sort through a sea of applicants when you can cut straight to the good ones? Consider using a quick pre-screener to qualify renters before they apply.

Pre-screeners have renters answer a few questions so you can see who meets your criteria. This process helps you identify strong candidates at a glance, but it can’t substitute for a Maine rental application.

Here’s a sample checklist of key points to include in your pre-screener:

• General contact information
• Number of occupants
• Employment status
• Income details
• Self-reported credit score
• Smoking status
• Desired move-in date
• Pet details

If you like what you see, that’s your cue to pass along the complete rental application form. It’s a faster, more efficient way to stay organized and fill vacancies with confidence.

Federal Application Laws

Landlords typically call the shots, but there are rental application laws that you need to follow. These federal laws apply to every application in Maine, whether it’s for a charming house on the Coast or your condo overlooking the city.

Fair Housing Act (FHA): The Fair Housing Act prohibits landlords from discriminating against applicants based on these protected characteristics:

• Race
• Color
• National origin
• Religion
• Sex
• Familial status
• Disability

Landlords, property managers, and employees cannot ask questions about these protected characteristics in rental applications. Discriminatory advertising and unequal rental terms are also prohibited (Fair Housing Act).

Equal Credit Opportunity Act (ECOA): The ECOA protects individuals who have received public assistance or have lived in public housing. This law regulates how landlords can assess credit reports and outlines reporting guidelines for rental applicants (Equal Credit Opportunity Act).

Americans with Disabilities Act (ADA): This outlaws the denial of an applicant solely based on a disability. Landlords must provide accommodations for renters with disabilities (Americans with Disabilities Act).

Fair Credit Reporting Act (FCRA): Landlords are required to obtain written consent from an applicant before running a credit check. If a landlord denies an application based on credit history, they are required to inform the applicant (Fair Credit Reporting Act).

Civil Rights Act of 1866: Discrimination against race and color is illegal, and landlords must treat all applicants equally (Civil Rights Act of 1866).

Maine Application Laws

In addition to federal laws, landlords must also comply with Maine landlord-tenant laws. These are outlined in the Maine Human Rights Act and the Landlord-Tenant laws for rental properties.

Source of income: It is unlawful for landlords to discriminate or refuse to rent to applicants receiving public assistance, like Section 8 vouchers (5 M.R.S. § 4581‑A).

Criminal history: Landlords may consider a tenant’s criminal history when making their decision, and Maine does not have look-back laws. However, landlords must maintain consistent screening practices across all applicants.

Eviction history: It is legal for landlords to consider eviction history when selecting a future tenant.

Sexual orientation & gender identity: It is unlawful to deny an applicant based on sexual orientation and gender identity, which are protected characteristics in The Maine Human Rights Act (5 M.R.S. § 4581‑A).

Portable tenant screening reports: Maine permits landlords to utilize portable tenant screening reports (PTSRs).

Pets, ESAs, and Service Animals

Will you allow pets? Here’s how to factor them into a Maine rental application.

Pet information: Inquire if the tenant has a pet, ESA (Emotional Support Animal), or service animal in the application.

Fair Housing Act: According to the FHA, landlords cannot:

• Discriminate against an applicant based on their pet’s status as an ESA/service animal
• Charge a pet deposit, pet fee, or monthly pet rent for ESAs/service animals
• Deny an application based on the weight, size, or breed of an ESA/service animal

Denial Process

Landlords must ensure denials are legal and consistent across all applicants. Legally, you can deny based on insufficient income, a poor credit history, an adverse rental history, a criminal background (where allowed), and incomplete or false information.

Denial notice: Maine does not have a denial process outlined by law.

Credit/Background denials: If a landlord denies an applicant based on the findings of a credit or background check, the Fair Credit Reporting Act requires landlords to send an adverse action notice to tenants, including:

• Name of reporting agency and contact details
• Explanation of the applicant’s right to dispute errors

Document storage: There are no Maine laws that address the storage of denied applications and screening reports. It’s best practice to retain your records to defend against possible discrimination disputes.