Renter Support Part 3: Apply & Understand the Costs
Submit an application, prepare for screening, and understand move-in costs before you commit to a rental.
In just a few minutes, you will learn what to expect during the application process, how rental timelines may vary, and which costs to confirm before moving forward.
The Housing Helpdesk → Renter Support → Part 3 of 5
Introduction
Finding a rental that appears to fit your housing plan is an important step, but it does not mean you have secured or reserved that particular home. You may still need to complete an application, provide documents, go through a tenant screening process, receive final approval, sign a lease, and pay required move-in costs.
The process can move quickly, especially when availability is limited and multiple applicants are interested. Learning the steps and costs in advance can help you respond more carefully rather than feeling pressured into a decision.
Requirements vary by landlord, property manager, and rental. It helps to ask questions when something is unclear and to confirm important terms in writing before paying money or signing an agreement.
Understand the Application Process
A rental application may ask for information about your identity, household, income, employment, rental history, and references. A landlord or property manager may use this information to review your application.
A typical process may look something like this:
Reviewing the listing and asking initial questions.
Viewing the rental, when possible.
Completing an application.
Providing requested documents.
Paying an application or screening fee, when applicable.
Completing tenant screening.
Waiting for a decision.
Reviewing and signing the lease, if approved.
Paying required move-in costs.
The order and timing can vary for each rental. It is worth asking what steps are involved before you submit an application or pay a fee.
Step-by-Step: Apply for a Rental
Use the steps below to ask questions, complete applications carefully, confirm costs, and keep records before paying money or signing an agreement.
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Before completing an application, confirm that the rental is still available and that the listing information is current.
Some helpful questions to ask:
Who is accepting applications?
Is the listing information current?
When may the rental be available?
Is there an application deadline?
Are there other applicants or a waiting list?
Is a viewing available before you apply?
What are the next steps?
Listings can sometimes remain online or in print after a rental has been filled, so a quick confirmation can save time and unnecessary fees.
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Find out how to apply, which documents are needed, whether every adult household member must apply, and how long the review may take.
Some helpful questions to ask:
Is there an application, credit check, or screening fee?
What does the fee cover?
Is the fee refundable?
Who receives the payment?
Does the fee hold the rental?
Does each adult household member need to apply separately?
Can the application be submitted or dropped off in person?
What happens if the application is not approved?
How and when will you receive a decision?
Do not assume that paying an application fee guarantees approval or reserves the rental unless the written terms clearly say so. Whenever possible, ask to meet in person or drop off your application directly. This can help you make a personal connection, confirm the property is legitimate, and ask questions face to face.
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Your Renter Ready Folder from Part 2 is a good place to start. Requirements vary, but a landlord or property manager may ask for:
Government-issued photo identification.
Proof of income.
Employment information.
Rental history.
Previous landlord contact information.
Personal or professional references.
Information about other household members.
Information about a co-signer or guarantor, if applicable.
Use caution when sharing personal documents. It is generally a good idea to provide sensitive information only after you have taken steps to verify the landlord, property manager, or rental opportunity. If possible, use a secure method rather than unsecured email or text.
If something feels off, pause and ask questions before submitting anything.
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Take time to review names, dates, addresses, employment details, household information, and contact information before submitting. Providing complete and accurate information can help avoid delays.
If a question does not apply to your situation, or if you are unsure how to answer, follow the application instructions or ask the landlord or property manager before leaving a section incomplete.
Keep a copy of your completed application and any documents you submit, along with a note of the date you applied, any fee paid, and the expected next step.
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Tenant screening is the process a landlord or property manager may use to review an application and decide whether to approve it.
Depending on the rental, screening may include:
Identity verification.
Income or employment verification.
Rental history.
Credit history.
Background checks, such as criminal or civil records.
Personal or professional references.
Colorado law limits what landlords can consider during tenant screening, including how far back they can review rental, credit, and criminal history. State law also sets rules for income requirements and notices when an application is denied.
Different landlords and property managers use different criteria within these legal limits. If you are unsure why a specific document is requested or how your information will be evaluated, it is reasonable to ask before submitting. To learn more about current tenant screening laws and statewide rental regulations, visit the Colorado Division of Housing.
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Income can change throughout the year, especially for people who work seasonal jobs, receive tips or commissions, work more than one job, or have recently accepted employment.
If your income varies, it can help to prepare information that gives a clearer picture of your financial situation. This may include:
Recent pay stubs.
Seasonal employment information.
Employment from more than one job.
Tips or commissions, if documented.
Benefits or other regular income.
An employment offer letter for an upcoming season.
Other documents accepted by the landlord or property manager.
It is worth asking what forms of income verification will be accepted before completing the application.
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Before paying any application or screening fee, confirm:
The exact amount.
What the fee covers.
Whether it is refundable.
When the fee is due.
Who will receive the payment.
How the payment should be made.
Whether paying the fee holds the rental.
Whether every adult applicant must pay a separate fee.
Keep a receipt or record of every payment. Paying in person or through an official resident portal provides clear documentation. Always use a traceable payment method, like a check, money order, or secure electronic transfer, and avoid paying with cash or peer-to-peer payment apps, which carry significant risk if a listing is fraudulent.
Understand the Full Cost Before You Commit
Before agreeing to a rental, it is helpful to have a clear picture of both your ongoing monthly cost and the total amount due before or at move-in.
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Rent: The base amount due each month, typically on a set date. Confirm the exact amount, due date, and any late fees that may apply.
Utilities: Some rentals include utilities like water, trash, or heat. Others do not. Ask which utilities are included and which you will be responsible for arranging and paying separately.
Internet: Internet service is often separate. Ask whether the building has a preferred provider or whether you will need to set up your own service.
Parking: Parking may be included, available for an additional fee, or not available at all. Confirm what is offered and whether a permit or assigned space is required.
Renters insurance: Some landlords and property managers require renters insurance as a condition of the lease. Ask whether it is required, what coverage amount is expected, and when proof must be provided.
Pet rent or other pet-related charges: If you have a pet, ask whether pets are allowed and whether there is a monthly pet rent charge in addition to any one-time pet deposit or fee.
Storage: If the rental does not include on-site storage, ask whether it is available and whether there is an additional cost.
Laundry: Ask whether laundry is in-unit, shared on-site, or off-site. Shared or off-site laundry can add a recurring cost to your monthly budget.
Transportation costs connected to the location: If the rental is farther from work, school, or essential services, factor in the cost of commuting, transit, or additional driving when evaluating your total monthly budget.
Other recurring charges listed in the rental terms: Review the lease or rental agreement carefully for any additional monthly fees, such as HOA-related charges, amenity fees, or building-specific costs.
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Application or screening fees: Paid before or during the application process to cover the cost of reviewing your application. Confirm whether the fee is refundable and what it covers.
First month’s rent: Typically due at or before move-in. Confirm the exact amount and when payment is expected.
Last month’s rent: Some landlords require the last month’s rent to be paid upfront at move-in.
Security deposit: A refundable amount held to cover potential damage, unpaid rent, or other costs described in the written rental terms.
Pet deposits or pet fees: In addition to monthly pet rent, some rentals require a one-time pet deposit or non-refundable pet fee at move-in.
Utility deposits or connection fees: Some utility providers require a deposit or setup fee when starting new service in your name.
Moving expenses: Costs like truck rentals, movers, packing supplies, and temporary storage, or extra help for stairs and upper floors.
Other charges described in the written terms: Review the lease agreement for any additional move-in costs before signing or paying.
Creating a complete list of all amounts due, what each payment is for, and when each must be paid can help you avoid surprises and plan your budget more carefully.
Ask which payment methods are accepted and whether you need separate payments for rent and the security deposit. Many landlords require a cashier’s check, personal check, or money order for move-in rather than cash or payment apps like Venmo, Zelle, or Cash App. Confirm the exact payee names and amounts in advance so you have everything ready for lease signing or move-in day.
Before You Send Money
Before paying a deposit, first month’s rent, or another move-in amount, confirm:
You have taken steps to confirm the rental exists, where it is located, and whether it is available.
The person offering the rental appears authorized to rent or manage the property.
You understand what the payment is for, such as an application fee, deposit, rent, or holding amount.
The requested amount matches the written terms provided in the listing or agreement.
You know whether the payment is refundable and what conditions apply.
You know what happens if the application is not approved, including the return of any holding funds.
You have reviewed the relevant written agreement, including rules, fees, deadlines, and other important terms.
You have a receipt or payment record documenting the transaction, amount, and date.
If someone pressures you to pay immediately, refuses to answer basic questions, will not allow you to verify the rental, or asks for payment through a method that is difficult to trace, pause, ask more questions, and do more research before moving forward.
If You Are Facing a Deadline
If your current lease is ending, a work or school start date is approaching, or your housing situation is changing, focus on practical next steps:
Review your current lease for notice requirements, and ask a qualified resource if you are unsure what it means.
Contact potential rentals as early as possible.
Ask how quickly an application can be reviewed.
Keep backup options in mind.
Track each application and follow-up date.
Explore local community resources if you need extra support.
A deadline can make the process feel more stressful. It is still worth taking time to verify the rental, understand the costs, and review written terms before paying or signing.
If Move-In Costs Are a Barrier
Move-in costs can be difficult to manage, especially when several payments are due close together. If the total amount feels out of reach, it may help to ask questions early and explore resources before making a housing commitment.
Start by asking the landlord or property manager if any payment timing, payment schedule, or installment option may be available. These arrangements are not always offered, but it is reasonable to ask before deciding whether the rental is workable for your situation.
Other options to explore may include:
Check with your employer or school: Some employers, school districts, workforce programs, or campus resources may offer employee housing information, housing options, or other support. Ask what may be available and what requirements apply.
Connect with area nonprofits or community organizations: Local organizations may offer emergency assistance, short-term rental support, or resource navigation. Eligibility, funding, and availability can vary.
Review Housing Eagle County resources: Housing Eagle County provides local housing programs like Rental Funds, rental resources, eligibility details, and links to partner resources. Review current information online before making decisions based on possible assistance.
Contact The Valley Home Store: The Valley Home Store may be able to provide guidance on local housing resources and next steps.
Ask property managers about their process: Property managers may be able to explain application steps, screening timelines, required documents, and expected move-in costs.
If move-in costs are a barrier, try to confirm what is due, when it is due, whether any flexibility may be available, and which resources may fit your situation before paying money or signing an agreement.
Rental Funds
If you are exploring local assistance programs, review the Rental Funds program details on the Rental Funds landing page.
For eligible locally employed, full-time, year-round renters starting a new lease of at least 12 months in Eagle County, Rental Funds may help with a one-time first month’s rent payment.
Program requirements, funding, and availability can change. Review the current program guidelines and receive formal approval before signing a lease. Avoid making housing commitments based on anticipated assistance.
Frequently Asked Questions
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Ask the landlord or property manager what other information may be considered. Depending on the rental, this may include employment information, proof of income, references, a co-signer or guarantor, or other documentation. Requirements vary, so asking before applying can save time.
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Ask which documents may be accepted to verify your income. A landlord or property manager may consider tax documents, business records, bank statements, or other proof of income. Requirements can vary from one rental to the next.
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Ask whether a co-signer or guarantor is accepted and what requirements apply. It is also helpful to make sure the person you ask understands that signing rental paperwork may involve financial responsibility.
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You can ask the landlord or property manager for the reason and whether they’ll consider additional documentation or next steps. In Colorado, landlords generally must provide written reasons for a rental application denial. You can also keep exploring other housing options and contact community resources. Colorado Housing Connects offers mediation for some landlord-tenant disputes.
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An application or screening fee is generally connected to reviewing an application. A deposit is money connected to securing or occupying a rental, such as a security deposit. Asking what each payment is for, when it is due, whether it is refundable, and what written terms apply can help you stay informed.
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Ask the landlord or property manager for a complete breakdown of costs and due dates. You can also review Housing Eagle County resources, explore local assistance programs, or contact The Valley Home Store to ask about local resources and next steps.
Tenant Guidance and Legal Resources
If you have questions about a lease, deposit, landlord communication, repairs, eviction, lockout, or another tenant-landlord concern, reaching out to a qualified resource is a good next step.
Housing Eagle County and The Housing Helpdesk provide general information and cannot interpret your lease, determine your legal rights, resolve disputes, or provide legal advice.
Colorado Division of Housing
The Colorado Division of Housing provides a statewide directory of tenant legal and rent-assistance resources. It is a good place to start when looking for tenant-support organizations or rent-assistance resources in Colorado.
Colorado Division of Housing - Disputes with Landlords
This resource offers guidance on documenting rental concerns and finding help with rental-agreement questions, eviction concerns, and other tenant-landlord issues. It directs renters to Colorado Housing Connects for support and explains that the Division of Housing generally does not mediate disputes between landlords and tenants.
Colorado Housing Connects
Colorado Housing Connects provides tenant guidance and referrals for concerns involving leases, repairs, deposits, landlord communication, and eviction.
Colorado Legal Services
Colorado Legal Services provides free civil legal assistance for eligible tenants, including help with some matters involving eviction, lockouts, habitability concerns, and security deposits. It also offers free, confidential legal clinics and workshops on tenant-landlord law for seniors and low-income community members.
Key Takeaways
An application is one step in the rental process and does not guarantee that a rental is secured.
Application requirements and timelines vary, so it helps to ask what each rental requires before applying or paying a fee.
Seasonal or variable income may require extra documentation, such as pay stubs, offer letters, employer verification, tax documents, or other accepted records.
Confirming all costs and payment deadlines upfront can help you plan more carefully before paying or signing.
Verifying the rental and property contact is an important step before sending money or sensitive personal information.
Keeping copies of applications, receipts, messages, and agreements can help you stay organized throughout the process.
Reaching out to qualified resources early may help if you are facing a tight deadline or tenant-landlord concern.
Ready to Take Your Next Step?
Choose the next move that fits your situation.
Continue to Part 4: Understand Your Lease
Learn how to review the main parts of a lease, confirm important terms before signing, and keep track of your responsibilities as a renter.
Check out the Rental Funds program
Rental Funds may be available to eligible locally employed, full-time, year-round renters starting a new lease of at least 12 months in Eagle County. Review current program details before making decisions based on possible assistance.
Need help? Contact us.
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Important Note
The Housing Helpdesk provides general housing education and local resource information. It is not legal advice, financial advice, or a substitute for guidance from a qualified professional.
Rental situations can vary based on your lease, household, landlord, property, income, deadlines, and specific circumstances. Housing Eagle County and The Housing Helpdesk do not interpret leases, determine legal rights, resolve disputes, or guarantee housing, rental assistance, or program eligibility.
If you have questions about a lease, notice, eviction concern, deposit issue, habitability concern, discrimination concern, or tenant-rights question, contact a qualified tenant-support organization, legal services provider, or other appropriate professional.