How the Application Process Works

At a Glance

Part 1: The Application

How the Application Works

1. Client applies on the property's website or through a quote link the property sent them.

2. They create a portal login and select their unit and preferred lease term.

3. They fill out the application: full legal name, contact info, income and employment info, rental history, ID photo, and pet information.

4. The property runs screening: credit check, criminal background, rental history verification, and income verification.

5. Depending on the property the client may need to upload proof of income during the application or submit it separately after.

6. The client pays the application fee and administration fee. Some properties also require the deposit at this stage.

Fees and Specials

• Standard fees: application fee, administration fee, and deposit.

• The deposit is sometimes due at application and sometimes at move-in. Always confirm with the property before your client applies.

• Some properties run specials where the app and admin fees are refunded at move-in. The client pays full price upfront and the difference comes back to them when they move in.

Part 2: Qualification Requirements

Credit Requirements

• Bankruptcy within the last 7 years

• Car repossessions

• Evictions

• Unpaid property debt or unpaid utility debt

• Student loan debt, healthcare debt, or credit card debt. The client still has a reasonable chance of approval.

• No credit history at all. First-time renters are generally not denied. They may need a guarantor or a higher deposit but this is rarely a dealbreaker.

• If a client's score is below 550 some properties will still approve them with conditions — usually a higher deposit of up to one month's rent.

• If a client has outstanding debt from a broken lease or eviction the property may require that debt to be settled before approving. Even after settling the client may still face conditions like a higher deposit.

Background Check

• Nonviolent misdemeanors older than 5 years. For example a DUI from 7 years ago often still gets approved.

• Felonies involving violence

• Sexual offenses

• Arson

• Recent drug distribution charges

Income Requirements

• Last 3 pay stubs

• Bank statements

• Prior year tax returns

• Offer letter from an employer (accepted at some properties)

• Both the guarantor and co-signer pay an application fee and are listed on the application.

• If the client defaults on rent the property will contact the guarantor or co-signer.

Pets and ESAs

• Most apartments have a two-pet limit.

• Common restricted breeds: Pitbulls, Dobermans, Rottweilers, Chows, Akitas, and wolf hybrids. Breeds that vary by property include German Shepherds, Huskies, and Boxers. Always confirm with the property.

• For exotic pets — lizard, bird, bunny — email multiple properties at once using BCC to check acceptance rather than calling each one individually.

• ESAs do not count toward the pet limit.

• ESA owners do not pay a pet deposit, pet fee, or monthly pet rent.

• ESA verification is now handled by third-party pet screening companies. The property sends the client a link to create an account and upload documentation. A signed note from a licensed mental health professional is typically required. Quick online-only registrations are generally no longer accepted.

Referral Source on the Application

• Client must select Locator, Apartment Locator, Broker Service, or Locator Service.

• If the question is not in the application the client should email the property confirming you were the referral source and CC you.

• Always confirm with the client that they answered this question. Do not assume it was there or that they selected the right option.

• If the client listed the wrong source ask them to email the property to correct it and CC you.

Part 3: After Approval

Approval Timeline

• Standard apartments: approval commonly takes 1 to 3 business days. Some properties approve same day. Some take up to a week.

• Affordable or smart housing: approval typically takes 1 to 2 weeks. The application goes through a city or county review process.

• Weekends and holidays generally do not count toward review time.

• If the client has not heard back after 5 business days they should follow up with the property directly.

After Approval

1. Congratulate the client and confirm they paid the app and admin fees.

2. Collect from the client: rent amount, unit number, lease term, and move-in date. Ask the client directly since properties can be reluctant to share this information with locators outright.

3. Email the property to confirm those details. Properties are more willing to confirm or correct information than to provide it unprompted. Include a guest card confirmation request in that same email.

4. Go to the Relive app and submit your invoice with accurate details: client name, move-in date, unit number, lease term, and rent amount. Note whether the property pays commission on market rate or net effective rate as this changes your invoice amount. Attach a screenshot of the guest card.

5. Follow up about one week after approval to confirm the client signed their lease.

6. Make sure the client's email and phone number in the CRM are correct. Once the lease closes the CRM automatically forwards their contact info to Relive's partner concierge service. The concierge reaches out directly to help with movers, internet, renters insurance, and more at no cost to the client.

Part 4: Getting Paid

Securing Your Commission

• Confirm the property received it. Email addresses can change when management companies change so double-check you are sending to the right contact.

• Some properties pay the first locator who sent a guest card regardless of what the client selects on the application. Sending early protects you if another locator is also working with the client.

• After the client applies confirm they listed you and not something like Google or Apartment Finder.

• If they listed the wrong source ask them to email the property to correct it and CC you.

Invoicing and Getting Paid

• Whether the property pays commission on market rate or net effective rate. If you are unsure use ChatGPT — provide the rent amount, lease term, and special and ask it to calculate the net effective rent.

• All application details: client name, move-in date, unit number, lease term, rent amount.

• Submitted: invoice has been sent

• Processing: Relive is in talks with the property to collect

• Property is paying: funds are on the way

• Paid: you have been paid out

• If details change after you submit add a note for the finance manager in the invoice record in the CRM.

• If a property is taking too long to pay you can follow up with them directly by phone, email, or in person.

• Payment timeline: 30 to 90-plus days after the client's lease begins, depending on the property.

Move-In Dates and Availability

• Most apartments work on 60-day availability. You generally will not have exact pricing and availability beyond 60 days out.

• Some brand new properties hold units for 60 to 90 days. Confirm directly with the property.

• Pushing the move-in date out can increase rent at some properties. Always check pricing at different move-in dates on the property's website before sending it to a client.

• Seasonality matters: prices are lowest from November through February and highest from May through August.

• Specials often require move-in within 30 days. Clients looking to move 60-plus days out may not qualify for those specials.

Lease Term and Your Commission

• If a client wants a shorter lease use seasonality to make the case for a 12-month term. A lease ending during the slower winter months usually means a better renewal rate for the client.

• If the client still chooses a shorter lease reach out to the property and ask to negotiate a commission. If you do not ask the answer is always no.

Building Relationships With Property Staff

• Good relationships give you access to last-minute tours, early notice on specials, and goodwill when something goes wrong — like a client who forgot to list you on the application.

• Be friendly, professional, and lead with kindness on every call, email, and in-person visit.

• Bring business cards to tours and leave them with the leasing office. Some agents have received inbound leads directly from property staff as a result.

• A small gesture after a big close — like dropping off a bottle of wine — goes a long way toward building a lasting relationship.

Common Client Questions