Every successful rental experience starts with one key step—tenant screening. And the backbone of that process? A solid, well-structured rental application form. If you own rental property in Indiana, getting this part right can mean the difference between welcoming a reliable tenant or ending up with months of headaches.
At WILMOTH Group, we’ve been managing and leasing homes across Indiana since 1994, when founders Jennifer and Joel Wilmoth first set out to bring transparency and trust to property management. Over the decades, we’ve seen thousands of applications—and we’ve learned exactly what separates an effective form from one that leaves a landlord exposed to risk.
If you’re wondering what to include in an Indiana rental application form (and what to avoid), you’re in the right place. Let’s talk about what information to gather, how to stay compliant with Indiana rental laws, and how to make your process easy for both you and your applicants.
Why a Strong Rental Application Form Matters
Before we get into the nuts and bolts, it’s worth asking: why is a rental application such a big deal?
Simple—it protects your investment. A good application helps you:
- Verify income and employment stability
- Confirm rental history and past behavior
- Identify red flags before signing a lease
- Stay compliant with Indiana’s fair housing and privacy laws
Skipping this step or using a vague, one-size-fits-all form can open you up to costly mistakes—like leasing to someone with a history of evictions, unpaid rent, or property damage.
As professional property managers in Indiana, we’ve learned that thorough tenant screening starts with a detailed, organized application that asks the right questions—and only the right ones.
Basic Information Every Rental Application Should Include
At its core, your rental application needs to capture the applicant’s essential personal details. These are the building blocks for verifying their identity and running background checks.
Start with these:
- Full Legal Name – As shown on their ID or driver’s license.
- Date of Birth – Needed for credit and criminal background screening.
- Social Security Number (optional but recommended) – Used for background verification, handled securely.
- Current Address – Along with how long they’ve lived there and why they’re leaving.
- Phone Number and Email – Clear contact info makes follow-up easier.
- Government-Issued ID – Attach a copy of a driver’s license, passport, or state ID.
These details establish who the applicant is and provide the foundation for everything else in the screening process.
Employment and Income Verification
Next comes one of the most important sections—verifying income and employment. You need to know if the applicant can afford the rent and if their income is steady.
Ask for:
- Current Employer’s Name and Contact Info
- Position or Job Title
- Length of Employment
- Monthly or Annual Income
- Pay Frequency (weekly, biweekly, monthly)
- Additional Income Sources (part-time jobs, child support, benefits, etc.)
A best practice is to request proof of income, such as:
- Recent pay stubs (usually two or three)
- W-2 or tax returns for self-employed applicants
- Employment verification letters
As property managers, we recommend that rent not exceed 30–35% of a tenant’s gross monthly income. That keeps expectations realistic and reduces the risk of payment issues down the road.
Rental History and References
Past behavior is one of the strongest predictors of future behavior. That’s why this part of the form is so valuable.
Gather information about the applicant’s rental history for at least the past three years:
- Previous Addresses (with move-in and move-out dates)
- Landlord or Property Manager Name and Contact Info
- Reason for Leaving Each Property
- Rent Amount Paid
- Whether They Received a Full Security Deposit Refund
Then, ask for rental references—preferably from landlords, not friends or family. A quick phone call can reveal how they paid rent, maintained the property, and interacted with neighbors.
At WILMOTH Group, we always verify landlord references directly. If a tenant had past issues, the truth usually shows up here.
Authorization to Run Background and Credit Checks
You can’t legally pull a tenant’s credit or background information without written consent. That’s why every Indiana rental application must include an authorization section.
It should clearly state that by signing the form, the applicant grants permission for:
- Credit report checks
- Criminal background screening
- Eviction history verification
- Employment and income verification
Be transparent about how the information will be used and protected. This not only keeps you compliant with privacy laws but also builds trust with applicants who appreciate clear communication.
Pets, Vehicles, and Occupants
Not every landlord allows pets or extra occupants, so this section helps you establish expectations early.
For Pets:
Ask for details such as:
- Type and breed
- Weight and age
- Whether they’re house-trained
- Vaccination records
If your property has breed or size restrictions, make them clear in the application.
For Vehicles:
Request:
- Make, model, and year
- License plate number
- Whether the car is owned or leased
This ensures parking arrangements are understood and avoids overcrowding.
For Other Occupants:
List all adults and minors who will live on the property—even if they aren’t signing the lease. It’s important for safety, compliance, and accountability.
Emergency Contacts
Always include a section for an emergency contact. It doesn’t need to be a relative, but it should be someone who can be reached if something happens to the tenant or if you need to communicate about the property.
This contact should include:
- Full name
- Relationship to the tenant
- Phone number
- Address
Application Fees and Deposit Policies
In Indiana, landlords are allowed to charge application fees to cover the cost of screening. However, these fees must be reasonable and non-refundable unless stated otherwise.
Make sure your form includes:
- The exact application fee amount
- A clear statement that it’s non-refundable
- How payments should be made (cash, online, etc.)
You can also note that the security deposit amount will be due upon lease signing—not at application time.
At WILMOTH Group, we encourage transparency with fees from day one. It’s one of the many ways we keep tenants and owners on the same page.
Legal Disclosures and Fair Housing Compliance
Indiana landlords must comply with Fair Housing laws, which prohibit discrimination based on race, color, religion, sex, disability, familial status, or national origin.
That means your rental application should only ask for information that’s legally relevant to screening—income, rental history, credit, and background—not personal details like marital status or ethnicity.
Also, add a short statement reminding applicants that you comply with all federal, state, and local Fair Housing laws. It reinforces professionalism and helps prevent misunderstandings.
Acknowledgment and Signature
This part might seem small, but it’s crucial. The applicant should sign and date the form, confirming that:
- All information provided is accurate and complete.
- They understand the screening process and give permission for background checks.
- Providing false information may result in rejection or lease termination.
Digital signatures are acceptable in Indiana, as long as both parties agree. Many property management systems, including those used by WILMOTH Group, support secure online applications and e-signatures for convenience.
Making Your Rental Application Digital
Paper applications work, but digital ones work better. They speed up processing, reduce errors, and make document storage a breeze.
Online applications through a property management portal allow you to:
- Receive instant notifications when someone applies
- Automatically screen applicants
- Keep digital copies for recordkeeping
- Communicate updates faster
Plus, tenants appreciate the convenience—especially younger renters who expect modern, mobile-friendly processes.
Common Mistakes to Avoid on Indiana Rental Applications
Even experienced landlords can slip up here and there. Watch out for these common errors:
- Asking for unnecessary personal details that could violate Fair Housing rules.
- Failing to verify employment or income. Always double-check.
- Skipping the signature section. Without written consent, screening is risky.
- Not disclosing fees clearly. Transparency builds trust.
- Leaving out co-tenant sections. Every adult occupant should complete their own application.
Avoiding these mistakes helps you stay compliant and maintain professionalism—both key to protecting your rental investment.
Why Partnering with a Property Manager Makes This Easier
Let’s face it: managing rental applications, background checks, and compliance paperwork takes time. A property management team can handle all of that—accurately, legally, and efficiently.
When you work with WILMOTH Group Property Management, here’s what you can expect:
- Custom application forms tailored to Indiana’s laws
- Secure online submissions and digital storage
- Automated background and credit checks
- Consistent screening standards for every applicant
- Legal compliance and recordkeeping for peace of mind
Founded by Jennifer and Joel Wilmoth, our company has been serving Indianapolis and surrounding Indiana communities for over 30 years. We’ve helped thousands of property owners find and retain trustworthy tenants while staying fully compliant with state and federal laws.
Whether you’re a hands-on landlord or prefer a full-service approach, we can streamline your leasing process from application to move-in.
Creating a Rental Application That Protects You
A clear, compliant, and well-structured application form doesn’t just make screening easier—it protects your property, your finances, and your reputation.
When done right, it sets the tone for a professional landlord-tenant relationship built on trust and transparency.
If you’re ready to simplify your rental process and reduce the stress of screening tenants, let WILMOTH Group help. From crafting detailed application forms to managing background checks and lease agreements, we’ll ensure every detail is handled correctly—so you can focus on what matters most: your investment.
