Once your rental application is approved, you usually have 24 to 48 hours to review the lease, sign it, and submit your move-in funds — typically first month’s rent plus a security deposit. Knowing what to do after a rental application is approved comes down to a short, ordered checklist: read the lease carefully, confirm any required disclosures, pay the move-in costs, set up utilities and renters insurance, pick up keys on the start date, and document the condition of the unit before you unpack.
Read the Lease Before You Sign Anything
The landlord will send you a formal lease, either through an online tenant portal or as a paper packet. Read the whole thing. Confirm that your name, the unit address, the start and end dates, the monthly rent, and any amenities you were promised all match what you discussed during the application process. A wrong move-in date or a rent figure that doesn’t match your offer becomes a binding obligation the moment both parties sign.
Look closely at the financial terms beyond base rent. The lease should spell out when rent is due each month, how late fees are calculated (often a flat amount or a percentage of monthly rent), whether there’s a grace period, and which payment methods the landlord accepts. Check for clauses on rent increases, especially if you’re going month-to-month or thinking ahead to renewal. If the lease permits mid-term adjustments, note the required notice period and any cap on the increase.
House rules written into the lease carry the same legal weight as the rent obligation. That includes noise restrictions, guest policies, parking assignments, and pet provisions. Pet policies often come with weight limits, breed restrictions, and additional fees. If you have a disability and rely on a service animal or emotional support animal, federal law treats assistance animals differently from pets: the landlord cannot charge a pet deposit, pet fee, or pet rent, and breed or weight restrictions do not apply.1Office of the Law Revision Counsel. 42 U.S. Code 3604 – Discrimination in the Sale or Rental of Housing2U.S. Department of Housing and Urban Development. Fact Sheet on HUD’s Assistance Animals Notice
Clauses Worth a Second Look
Not every clause in a lease is enforceable. Many states have declared certain provisions invalid regardless of whether you signed. Common examples include language that waives your right to take the landlord to court, forces you to accept liability for the landlord’s negligence, requires you to pay the landlord’s attorney fees in any dispute, or lets the landlord enter the unit without notice. These sometimes appear in standard templates, and some landlords include them assuming tenants will treat them as binding. If you see language along these lines, ask the landlord to remove it before signing.
If you’re moving in with roommates, look for a joint-and-several-liability clause. That language makes every signer responsible for the full rent and any damages, not just their individual share. If a roommate stops paying or moves out, the landlord can pursue any remaining signer for the entire balance. Most multi-tenant leases include this, so settle in advance how you’ll split costs and what happens if someone leaves early.
Confirm the Required Disclosures
Federal law requires a specific disclosure for any rental property built before 1978. Before you sign, the landlord must tell you about any known lead-based paint hazards, provide any available inspection reports, and give you a copy of the EPA pamphlet “Protect Your Family From Lead in Your Home.” The lease itself must include a lead warning statement, and both you and the landlord sign an acknowledgment confirming the disclosure was made.3eCFR. 24 CFR 35.88 – Disclosure Requirements for Sellers and Lessors4Office of the Law Revision Counsel. 42 U.S. Code 4852d – Disclosure of Information Concerning Lead Upon Transfer of Residential Property
Many states and localities require additional disclosures on top of the federal lead paint rule. Depending on where you live, the landlord may need to inform you about bed bug infestation history, mold, flood zone status, nearby sex offenders, environmental hazards, or deaths that occurred in the unit within a set number of years. These usually come as separate documents or addenda attached to the lease. Read each one before you sign.
You Can Still Walk Away
Approval does not lock you into the lease. Until you actually sign, you can decline the unit. You won’t recover a non-refundable application fee, and if you paid a holding deposit the landlord may keep part or all of it depending on the terms you agreed to when you handed it over. But you won’t owe rent or face legal consequences for backing out before signing.
If you paid a holding deposit when you applied, find out now how it will be handled. In many cases, the landlord applies it toward your first month’s rent or security deposit once you sign. Get this arrangement in writing. If you decide not to sign, the landlord may be entitled to keep a portion of the holding deposit, typically the amount reflecting any costs incurred by taking the unit off the market while waiting for you. The specific rules vary by jurisdiction, so review the holding deposit agreement carefully.
Sign Within the Deadline
Most landlords give you 24 to 48 hours to review and sign after sending the lease over. Miss that window and the landlord may offer the unit to the next qualified applicant. If you need more time, say because you want a lawyer to review the document, ask for an extension right away rather than letting the deadline pass quietly. Signing can happen electronically through platforms like DocuSign or on paper at the management office.
After you sign, the landlord or property manager countersigns to finalize the agreement. Make sure you receive a fully executed copy with both signatures for your records, and keep it in a safe place for the entire lease term. It is the single most important document in your landlord-tenant relationship and your best evidence if a dispute arises later.
Pay the Move-In Costs
The landlord will collect move-in funds at or shortly after signing. At a minimum, expect first month’s rent and a security deposit. Many states cap security deposits at one to two months’ rent; some states have no statutory maximum. No federal law sets a nationwide cap, so the limit depends entirely on your state. Your lease should state the exact deposit amount and the conditions under which it will be returned.
If your lease starts mid-month, you’ll likely owe prorated rent in addition to the deposit. The most common calculation divides your monthly rent by the number of days in the month, then multiplies by the number of days you’ll actually occupy the unit. On a $1,800 rent with a move-in date of the 16th of a 30-day month, that works out to $1,800 ÷ 30 × 15 = $900. Check the lease to confirm which method your landlord uses, because slight variations change the amount.
Some landlords also charge a non-refundable administrative fee, a pet deposit, or monthly pet rent. Pet deposit limits generally follow the same state rules that govern regular security deposits; in states that cap the total deposit, pet deposits count toward that cap. Payment is usually handled through an online portal, certified check, or money order. Keep receipts for every payment you make during this process.
Set Up Utilities and Renters Insurance
Contact local utility providers to schedule service for electricity, gas, water, and trash collection so everything is active by your lease start date. Most providers need your Social Security number for a credit check and may require a small deposit if you have limited credit history. Ask the landlord which utilities are included in rent and which you’re responsible for; this should also be stated in the lease.
Many landlords require you to carry renters insurance before you take possession. The policy covers your personal belongings and provides liability protection if someone is injured in your unit. Average premiums run roughly $15 to $20 per month, though your cost depends on coverage limits, your location, and your deductible. Once your policy is active, the landlord will usually ask you to provide a Certificate of Insurance or a Declarations page listing them as an “additional interested party.” That designation means the insurance company will notify the landlord if your policy lapses or is canceled; it does not give the landlord any coverage under your policy or cost you extra. Do not confuse it with “additional insured,” which would extend your policy’s coverage to the landlord and is not standard for renters insurance.
Pick Up Keys and Confirm Access
On or just before your lease start date, the landlord hands over keys. Depending on the property, that may include unit keys, building entry fobs, mailbox keys, garage remotes, and codes for gates or lockboxes. Count everything and confirm it against the lease or a key receipt form. Note anything missing immediately so you aren’t held responsible for unreturned keys at move-out.
If the landlord fails to give you access on the agreed start date, whether because of a holdover tenant, unfinished repairs, or disorganization, you generally do not owe rent for the days you cannot occupy the unit. Many states allow you to either terminate the lease and recover your deposits or hold the landlord to the agreement and seek compensation for damages like hotel costs or storage fees. Document everything in writing from the moment access is delayed, and send the landlord a written notice describing the problem.
Complete the Move-In Inspection
Before you unpack, walk through the entire unit and document its condition. Many landlords provide a move-in inspection form, and roughly a third of states require one when a security deposit is collected. Go room by room and note every scratch, stain, dent, broken fixture, and appliance issue. Take timestamped photos or video of each item you record. This documentation is your strongest protection against being charged for pre-existing damage when you move out.
Submit the completed form to the landlord and request a signed copy back. If no form is provided, make your own written record with dated photographs and email it to the landlord so you have proof it was sent. When the lease ends and the landlord inspects for damage, this document becomes the benchmark for distinguishing normal wear and tear from damage you caused, and it directly affects how much of your security deposit you get back.