Washington, D.C. Rental Application

What information should landlords collect?

Whether you’re renting out a Victorian house in Logan Circle or a classic bungalow in Takoma, the application influences the entire tenant selection process.

First, consider using an online template to streamline the process. A free rental application form with sample questions can help landlords build a compliant, repeatable tenant screening process.

Use a fillable rental application form to collect:

• Personal information: Names of applicants, co-applicants, and co-signers; Social Security numbers; dates of birth; email addresses; phone numbers; and emergency contacts
• Professional information: Employment history, current employer details, income, and professional references
• Rental history: Current and previous addresses, landlord contact information, and rental references
• Financial details: Bank statements, additional income sources, and authorization for credit checks
• Household details: Smoking status, pets, vehicles, and total number of occupants
• Background screening consent: Written permission to run credit, criminal, and eviction history reports
• Co-signer or guarantor information: If applicable, details for anyone financially backing the lease
• Move-in details: Desired move-in date, lease term preferences, and reason for moving

Since applications collect sensitive information, legal guardrails regulate what data landlords can collect and how they can use it. We’ll review these federal and local laws as we cover pre-screeners, pets, denial processes, and more.

Pre-Screener 

Pre-screeners can make tenant selection far more efficient, whether you’re a seasoned landlord or new to the rental property business.

A proper pre-screener helps confirm that applicants meet screening criteria. It shows whether the move-in date works, the rental history checks out, and the applicant presents a low risk of missed payments that can create time-consuming rent collection issues.

A pre-screener typically asks for:

• Name,
• Phone number,
• Email,
• Employment status,
• Income,
• Self-declared credit score,
• Desired move-in date,
• Household size,
• Pet information, and
• Smoking status.

Importantly, pre-screeners should not replace the standard Washington, D.C. residential rental application form. This brief questionnaire helps landlords filter renter leads, save time, and choose who moves forward with your process.

Federal Application Laws

As landlords initiate the tenant screening process, they must follow federal application laws. Here’s what you need to know to stay compliant:

Fair Housing Act (FHA): This law prohibits landlords, property managers, and employees responsible for selecting renters from denying housing or discriminating against applicants based on:

• Race,
• Color,
• National origin,
• Religion,
• Sex,
• Familial status, or
• Disability.

Landlords can’t ask questions about protected characteristics, use discriminatory advertising, or offer unequal rental terms. Your Washington, D.C. rental application must always comply with FHA guidelines and rely on objective screening criteria (42 U.S.C. §§ 3601–3619).

Equal Credit Opportunity Act (ECOA): This law prohibits discrimination against applicants who receive public assistance and sets forth requirements for landlords’ handling of credit and rental applications (15 U.S.C. §§ 1691–1691f).

Americans with Disabilities Act (ADA): Landlords must accommodate applicants with disabilities and can’t deny housing solely based on a disability (42 U.S.C. §§ 12101–12213).

Fair Credit Reporting Act (FCRA): Landlords must obtain an applicant’s written consent before conducting a credit check and must send an adverse action notice if they deny an applicant based on a credit check (15 U.S.C. § 1681 et seq.).

Civil Rights Act of 1866: Landlords must treat all applicants equally and can’t discriminate based on race or color (42 U.S.C. § 1981).

Washington, D.C. Application Laws

Tenant screening laws extend beyond the federal level. Landlords must also comply with Washington, D.C.’s landlord-tenant laws and the D.C. Human Rights Act.

Source of income: Washington, D.C. lists “source of income” as a protected characteristic, meaning landlords can’t deny applicants for using Section 8 vouchers, child support, or government assistance (D.C. Code § 2-1402.11).

Criminal history: Per the Fair Criminal Record Screening for Housing Act of 2016, landlords can’t review an applicant’s criminal history until they make a conditional housing offer. After a conditional offer, the lookback period is 7 years (D.C. Law 21-259).

Eviction history: Landlords can’t consider eviction history if:

• The court sealed the eviction record,
• The case ended in the applicant’s favor, and
• The case was filed more than 3 years ago.

The D.C. Human Rights Act treats sealed eviction records as a protected characteristic, so landlords can’t discriminate against applicants with sealed records (D.C. Law 24-115).

Sexual orientation & gender identity: “Sexual orientation” and “gender identity” are protected characteristics, so landlords can’t discriminate against applicants based on either (D.C. Code § 2-1402.11).

Portable tenant screening reports: Landlords in Washington, D.C., can use reusable tenant screening reports if they clearly state their policy in writing and don’t charge applicants a fee to review them (D.C. Code § 42–3505.10).

Pets, ESAs, and Service Animals

No landlord wants unregistered pets on their property. Address pets and service animals early in the rental application to avoid surprises and to set clear expectations from the get-go.

Pet information: Ask whether the applicant has a pet, an ESA, or a service animal, and collect details, including the number of animals, each animal’s name, type, breed, size, and vaccination status.

Service status: Landlords cannot discriminate against applicants with ESAs or service animals or charge a pet deposit, pet fee, or pet rent for them. Landlords also can’t deny housing based on the breed, size, or weight of an ESA or service animal.

Even if landlords don’t allow pets, they can’t deny applicants because they have emotional support animals (ESAs) or service animals. Also, if animal-related property damage occurs, landlords can hold tenants responsible.

Denial Process 

Whether your property is in Friendship Heights, Georgetown, or Penn Quarter, you must apply denials lawfully and consistently across all applicants.

In Washington, D.C., landlords may deny applicants for:

• Insufficient income,
• Poor rental history,
• Incomplete or false information, or
• Negative credit history.

Landlords can consider criminal history only for up to 7 years after making a conditional housing offer.

Denial notice: If landlords deny an applicant or issue a conditional approval, they must send an adverse action notice that includes:

• The reason for the decision,
• A copy of any third-party information used to make the decision, including credit or background reports and the reporting agency’s name and contact information,
• An explanation of the applicant’s right to dispute inaccuracies, and
• An explanation of the applicant’s right to file a complaint with the Office of Human Rights.

Lastly, landlords must send the adverse action notice to the applicant by the decision deadline (D.C. Code § 42–3505.10).

Document storage: Washington, D.C. law does not require landlords to store application records, but keeping them is important for defending against discrimination claims. Store documents with TurboTenant (for free).