STEP 5: Tackle the application and approval process.
You've determined your budget, narrowed down a neighborhood and found a place you want to call home. Your work is almost over, but now it's time for the landlord to determine if you're qualified to rent the property. Here are some things to expect during the approval process:
The background check: When you find a property you want to rent, landlords or property management companies will typically ask for an application authorizing them to run a background check on you and requesting permission to verify your employment, income and bank accounts or requesting that you supply this information in the form of pay stubs and phone numbers for references. You typically will pay for your application, often in the $25 to $45 range, and it may take a few weekdays to hear back from the landlord.
Lease: Assuming your background is acceptable to the landlord, you will then negotiate a lease for a particular property. This is essentially a contract spelling out the terms of your rental, including when it begins and ends; the amount of deposit and how it is to be treated; who (if more than one resident will live in the unit) is responsible for payments; rules on the use of space (smoking or no smoking, pets or no pets); under what terms the landlord can enter (typically with a day's notice); what is and isn't included (utilities, for instance), etc.
Negotiation: Keep in mind that many aspects of a lease are negotiable -- ranging from the lease term (or length of time you'll live there) to a laundry list of concessions or perks a landlord might throw in -- like one month free on a 12-month lease, free cable TV or reduced-price parking. You could even possibly negotiate that the landlord tackle a little light remodeling or let you paint the walls for a fee. Landlords may also place conditions on a lease before accepting you as a renter: Perhaps they want a guarantor or co-signor because of your youth or low credit score, or an extra deposit because your pet is heavier than the building's pet weight limit. Maybe a landlord would prefer to rent for a particular set of months due to seasonality of the unit or is interested in finding a month-to-month renter because of a pending change to the building (such as a sale or remodeling effort best accomplished when units are empty.)
Deposit: Typically, when you move in you provide a landlord with a security deposit equivalent to one month of rent, as well as the first month of rent. The security deposit must be returned to you at move-out within the number of days or weeks set forth in your lease or as required in your local municipality or state. Knowing that paying two months of rent at once is tough for some renters, occasionally a landlord will let you pay your security deposit over several months. Keep in mind that if you damage the home beyond "normal wear and tear," the landlord may retain part of the deposit. What's "normal wear and tear"? That varies by landlord. But generally, normal wear and tear might mean the place could use a light carpet cleaning or some paint touchups at move-out, while excessive wear and tear might mean the carpet is so stained it needs to be replaced or that walls have holes in them where you installed a heavy piece of art or furniture.
Other fees: In some markets, if you use a broker or real estate agent to locate an apartment, you will need to pay these professionals a fee for their services. Depending on the market, brokerage or agent you choose, your fees can vary from a flat, set amount to a proportion of your first year's rent. (In New York some agents are paid 15 percent of the first year's rent -- often more than two months' rent.) If you are hunting for a rental in a market where rentals are brokered, the longer you stay the less these fees hurt.