Yes — in almost every case, both tenants need to apply for an apartment. Landlords require every adult who plans to live in the unit to submit a separate application, with their own credit check, background screening, income documentation, and application fee. Being a couple, siblings, or long-time friends doesn’t change this. Each adult is screened on their own record because each adult will sign the lease and take on the full weight of it.
Why Landlords Screen Each Adult Separately
The lease creates a direct legal relationship between the landlord and every person who signs it. If only one roommate applies and the other moves in unvetted, the landlord has no way to judge whether that second person can pay rent, has a history of property damage, or carries other risk. That gap creates real financial exposure for the landlord, and it creates exposure for you as the co-tenant who did apply.
Most leases include joint and several liability. Every person who signs is on the hook for the full rent and any damages, not just their share. If your roommate stops paying, the landlord doesn’t have to chase them first. The landlord can come to you for the entire balance. That’s the arrangement the landlord is agreeing to, and it’s why the landlord wants to know who each signer is before they hand over a key.
Occupancy rules matter too. Local housing and fire codes set limits based on bedrooms and square footage. HUD’s general guideline treats two people per bedroom as reasonable, though the specific unit and local rules can shift that up or down.1Department of Housing and Urban Development. Keating Memo on Occupancy Standards The landlord needs an accurate headcount to stay compliant, which is another reason every adult has to be documented.
What Each Applicant Provides
Every co-applicant fills out a separate form and turns in their own supporting documents. Exact requirements vary, but expect each person to provide:
- Government-issued photo ID, such as a driver’s license or passport.
- Proof of income — recent pay stubs, tax returns, or an employment verification letter. Many landlords want the household to earn roughly three times the monthly rent, though whether each applicant must meet that ratio individually depends on the landlord.
- Rental history with contact details for previous landlords, typically covering the last two to three years.
- Social Security number for credit and background checks.
- Written authorization for the landlord to pull a consumer report, which federal law requires.
If one applicant is a student or has thin rental history, some landlords accept a bank statement showing savings, an employer letter, or proof of financial aid. Others ask for a co-signer or guarantor instead.
Application Fees Are Per Person
Each adult pays their own application fee, usually somewhere between $25 and $75, though high-demand markets run higher. The fee covers the cost of pulling reports and running screenings for that specific person, which is a separate transaction for each applicant. Most jurisdictions treat these fees as nonrefundable whether you’re approved or not. A handful cap the amount or require landlords to disclose their screening criteria upfront, but there is no federal cap. If you and a roommate are applying at multiple properties, budget for two fees at each one.
What the Screening Actually Looks At
Landlords typically run a credit check and a background screening on every applicant. The credit report shows payment history, outstanding debts, and your score. Many landlords look for scores of around 600 to 650 at minimum, though standards vary widely by market and property type. Background checks usually cover criminal history and eviction records, and sometimes employment verification. Some jurisdictions restrict how criminal history can factor in, and the specifics differ by location.
Federal law governs how landlords obtain and use these reports. Under the Fair Credit Reporting Act, a landlord can pull your consumer report only for a legitimate business purpose connected to a housing transaction you initiated, and generally must have your written permission first.2Office of the Law Revision Counsel. 15 USC 1681b – Permissible Purposes of Consumer Reports If a landlord denies your application, charges a higher deposit, or requires a co-signer based on information in that report, they owe you an adverse action notice. The notice must identify the reporting agency, state that the agency didn’t make the decision, and tell you that you have 60 days to request a free copy of the report.3Office of the Law Revision Counsel. 15 USC 1681m – Requirements on Users of Consumer Reports Because each applicant is screened individually, this notice goes only to the person whose report triggered the decision. If two people apply and only one is denied, only that person receives the notice.
When One Applicant’s Numbers Fall Short
It’s common for one roommate to have weaker credit or thinner income than the other. Landlords handle this a few different ways, and the outcome depends on how far apart the two applicants are.
The most common solution is a co-signer or guarantor. The two terms get used interchangeably in casual conversation, but they aren’t the same thing. A co-signer shares responsibility for the rent from day one and typically has the right to live in the unit. A guarantor only steps in if the primary tenant fails to pay, and has no right to occupy the apartment. Either way, that person goes through the same screening and signs a binding agreement.
Other landlords ask for a larger security deposit from the weaker applicant, or several months of rent paid upfront. Some simply deny the application. If you already know one applicant’s credit is shaky, ask the landlord or property manager about their policy before paying two application fees. A short conversation can save you both time and money.
What Happens If a Roommate Skips the Application
If one person moves in without ever applying or being added to the lease, they’re typically classified as an unauthorized occupant. That creates problems on every side.
For you, having an unauthorized occupant usually violates the lease. Most leases explicitly require landlord approval before anyone else moves in, and breaking that clause can be grounds for eviction of the authorized tenant, not just the person who wasn’t screened. Under joint and several liability, you’re also on the hook for any damage they cause. For the landlord, an unreported occupant can push the unit over local occupancy limits and can give an insurer grounds to deny a claim. For the person who moved in without applying, the situation is precarious: no lease rights, no formal standing, and no guaranteed right to remain.
Guest or Occupant?
Someone staying over for a weekend isn’t a problem. But there’s a point where a guest starts looking like an undisclosed tenant, and leases usually draw that line explicitly. A common threshold is 10 to 14 consecutive days, or roughly 30 total days in a calendar year. Beyond that, many landlords treat the person as an occupant who needs to be screened and added to the lease. If a partner, friend, or family member is spending most nights at your place, read your lease before it becomes a dispute.
Adding a Roommate After the Lease Starts
If your original roommate leaves mid-lease or a partner wants to move in later, most landlords will let you add someone, and the process looks a lot like a fresh application. The new person submits a full application, passes credit and background screening, and pays the applicable fees. The landlord then prepares a lease amendment or addendum, and every existing tenant plus the new tenant signs it. Some landlords adjust the security deposit as well.
Quietly swapping in a new roommate isn’t an option. Moving someone in without landlord approval is a lease violation, and the departing roommate generally remains responsible for rent until the landlord formally releases them. Handle the change through the paperwork.
Fair Housing Limits on How Landlords Screen You
Federal law bars landlords from discriminating against applicants based on race, color, religion, sex, national origin, familial status, or disability.4Office of the Law Revision Counsel. 42 USC 3604 – Discrimination in the Sale or Rental of Housing and Other Prohibited Practices Many state and local laws add categories such as sexual orientation, gender identity, age, or source of income.
Familial status protection matters for couples applying together: a landlord cannot reject an application because the applicants have children, are expecting, or are adopting. Occupancy limits still apply, but those limits have to be tied to the physical size of the unit, not a blanket preference against families.
Landlords also have to apply their screening criteria consistently across applicants. Requiring a higher credit score from one applicant because of their race, or demanding extra documentation from an applicant with a disability, is not allowed. The standards have to be the same for everyone. If you believe an application was denied for a discriminatory reason, you can file a complaint with HUD or your local fair housing agency.