What Did We Learn From Over 10,000 Rental Applications?

There’s no perfect formula on “how to find good tenants for your rental”.  This is because, you can market the property well and get plenty of applications, but you still have to figure out which applicants meet your rental requirements.

Our own numbers gave us a chance to see what that looks like practically. In 2025 alone, Bay Property Management Group handled more than 10,000 rental applications across Austin, Baltimore, Philadelphia, Northern Virginia, and Laurel/DC. And they didn’t all end the same way. Some applicants were approved, some were denied, while other applications were canceled before reaching either outcome.

So, we decided to take a closer look. What can more than 10,000 applications actually tell us about finding tenants? In this guide, we will walk you through into the numbers, what we learned from them, and what landlords can take away when screening their own applicants. Let’s get started. 

Main Takeaways

• Bay Property Management Group processed 10,401 rental applications across five markets in 2025, giving us a large sample of real-world application outcomes.
• Approval rates varied by market, ranging from 52% in Northern Virginia to 65% in Philadelphia, showing that there isn’t one approval rate landlords should expect.
• Denial rates also varied, from 15% in Northern Virginia to 29.7% in Laurel/DC, while some applications were canceled before reaching either outcome.
• Finding good tenants isn’t about hitting a certain approval or denial rate. What matters more is having clear rental criteria, verifying the information applicants provide, and using the same screening process every time.
• Getting approved doesn’t necessarily mean someone will turn out to be a great tenant. After all, screening can only tell you so much. It helps you make a better decision based on what you know about the applicant, but what happens after they move in is a different story.

What Did We Learn From Over 10,000 Rental Applications?

So, where did all 10,401 applications come from? Baltimore kept our property management team the busiest, with 3,768 applications processed in 2025. Austin, on the other hand, had the fewest, with 1,068. The other three markets fell somewhere in between.

Here’s the full breakdown:

As you already know, processing an application doesn’t always end with a yes or no. Some applicants canceled along the way, so the approval and denial rates you’ll see below won’t add up to 100%.

Now, when we looked at each market separately, the numbers started to tell a slightly different story. Some markets approved a larger share of applications than others. So, let’s take a look at the approval rates first.

How Many Rental Applications Were Approved in 2025?

More than half of the applications in every market were approved in 2025. But as you will see, the rates weren’t exactly close across the board. Northern Virginia came in at 52%, while Philadelphia reached 65%. That’s a 13-percentage-point difference between the lowest and highest reported approval rates.

Rental Application Outcomes by Market

Here’s how approvals and denials looked across all five markets:

Philadelphia came out on top for approvals, with 65% of applications approved. Austin was close behind at 63%. After that, there was a bit of a drop. Approval rates in the other three markets fell between 52% and 55.3%.

At first, Philadelphia’s 65% approval rate may seem like it had a stronger pool of applicants. However, we can’t really draw that conclusion from these numbers alone. The data only shows us how many applications were approved or denied in each market. It doesn’t tell us what was behind those decisions.

Then there’s Baltimore. We processed 3,768 applications there in 2025, the highest number of all five markets, but the approval rate was 54.03%. So, having more people apply doesn’t automatically translate into more approvals. At the end of the day, each applicant still has to meet the rental criteria you’ve set for the property.

How Often Were Rental Applications Denied?

Denial rates also varied across the five markets. Laurel/DC had the highest rate at 29.7%, while Northern Virginia had the lowest at 15%. However, Northern Virginia also had the lowest approval rate at 52%. This happened because some applications were canceled before we could approve or deny them.

Laurel/DC had the highest denial rate, but we can’t tell from the numbers alone why that happened. We only know the final result of each application, not what happened with each individual application.

Why Rental Applications May Be Denied

If there’s one thing we’ve seen from screening rental applications, it’s that there isn’t just one reason an application gets denied. From our experience in property management, an applicant may simply not meet one or more of the rental requirements set for the property. That could involve things like:

• Income
• Rental history
• Other information reviewed during the application process

But remember; Your screening criteria still need to follow the Fair Housing Act and any state or local fair housing laws that apply to your property. You can’t deny an applicant or apply different screening standards because of a protected characteristic.

Set your rental criteria before the applications start coming in. That way, you’re not deciding what counts halfway through the process. You know what each applicant needs to meet, and you can review every application using the same standards. Those requirements still have to follow federal, state, and local laws.

What Can Application Approval Rates Tell Landlords?

So, is there a “good” approval rate landlords should aim for? Our numbers don’t point to one. Across the five markets we looked at, approval rates went from 52% to 65%. Denial rates had an even wider spread, from 15% to nearly 30%.

So, what can we really take from those percentages? Mainly, that application outcomes can look quite different from one market to another. The approval and denial rates tell us what happened to the applications we processed, but there’s a lot they can’t tell us on their own.

For landlords, that means there really isn’t a percentage you need to aim for. What matters is whether the person applying for your rental meets the criteria you already have in place.

Rather than focusing too much on the final numbers, pay attention to how you screen applicants in the first place. Set your criteria before applications come in, check the information applicants provide, and follow the same process each time.

How to Find Good Tenants for Your Rental Property

Now, what does all of this mean when you’re trying to find good tenants for your own rental? Getting plenty of applications gives you more people to choose from, but that’s only the beginning. You still have to work out who actually meets the requirements you’ve set for the property, and that is through screening.

Let’s look at what you should be checking.

Set Your Rental Criteria Before Applications Come In

Before anyone applies, decide what they need to qualify for the rental. You don’t want a pile of applications in front of you while you’re still figuring out what counts.

Your criteria may cover things like income, rental history, credit information, and other screening factors you’re legally allowed to consider. Write those requirements down before applications start coming in. That way, you can use the same criteria when reviewing each applicant.

Verify Income and Employment

Another way to find good tenants for your rental property is confirming that they can afford it. Depending on your screening process, you may ask for documents that verify income or employment.

Remember, not everyone gets paid the same way. Some applicants may have income from other sources, so check your local laws before deciding what proof of income you’ll accept.

Take a Look at Rental History

Rental history can tell you a lot about how someone has rented in the past. You can look at previous addresses and, when allowed, contact past landlords to learn more.

You’re not searching for a perfect rental history. You’re checking the information that’s relevant to your requirements and seeing what it tells you about the application.

Be Careful With Credit and Background Information

A screening report can give you more information about an applicant. Depending on the report, you may see credit information, rental history, or certain public records.

But remember, the report is only one part of the screening process. Take time to review the information and make sure you follow the laws that apply to your rental.

If you deny an application because of information in a consumer report, you may also need to send an adverse action notice under the Fair Credit Reporting Act.

Check References

Sometimes, the application isn’t the only place to verify information. A previous landlord, for example, may be able to confirm parts of an applicant’s rental history.

Keep those conversations focused on the tenancy. The point of calling a reference is to verify relevant information, not to decide whether you personally like the applicant.

Stick to Your Screening Process

Once you’ve set your criteria, use them. Changing the requirements depending on who’s applying can make your screening process inconsistent and may create fair housing concerns.

This is also where a written process can save you a headache. Instead of making a judgment call every time an application lands on your desk, you already know what you need to review and how you’ll evaluate it.

What Does a Strong Rental Application Look Like?

Our 2025 data tells us what happened to more than 10,000 rental applications, but the numbers are only part of the story. From our experience managing rental properties and processing applications, there are a few things that can make an application easier to evaluate.

Of course, a strong application doesn’t guarantee someone will be a great tenant. What it does is give you enough information to make a more informed screening decision.

So, what should you look for?

Complete and Accurate Information

First, you need an application you can actually work with. Missing or incorrect information can make it difficult to verify important details about an applicant.

Look for the information you’ve requested, such as previous addresses, employment details, and contact information. If something is missing or doesn’t make sense, follow your usual application process to get clarification rather than filling in the blanks yourself.

Income You Can Verify

If income is part of your rental criteria, you’ll need a way to verify that the applicant meets the requirement. The documents you use may look different depending on how someone earns or receives their income.

This is another area where local rules matter. Make sure your income requirements and the types of documentation you accept follow the laws that apply to your rental.

Rental History You Can Check

If an applicant has rented before, their rental history may give you information you can verify. That could mean confirming previous addresses, contacting past landlords, or reviewing other rental-history information you’re permitted to use.

But what about someone renting for the first time? They may not have a previous landlord to call. And honestly, screening policy should already account for situations like this so you’re not deciding what to do when you receive an application.

An Application That Meets Your Rental Criteria

At the end of the day, a “strong” application isn’t one that looks perfect on paper. It’s one that gives you the information you need to determine whether the applicant meets your rental criteria.

So, instead of comparing applicants based on who makes the best impression, you’re comparing the information in front of you with standards you’ve already decided to use.

Why Consistency Matters When Screening Rental Applicants

When several applications come in at once, it’s easy to get caught up comparing one person with another. But that’s not really the point of screening. You want to compare each application against the rental criteria you already have in place.

Having a process you follow each time can make those decisions much easier. It also matters when it comes to fair housing. Your screening criteria and the way you use them must follow federal fair housing law, along with any state or local protections that apply to your rental.

Use the Same Rental Criteria

Once you’ve decided what your rental requirements are, stick to them. You don’t want to require one applicant to meet an income standard, for example, and then ignore that same requirement for someone else simply because you prefer them.

Written criteria can help here. Instead of making up requirements as applications come in, you have something clear to follow and can explain how you evaluate applicants.

Keep Fair Housing in Mind

Fair housing isn’t something you think about only when it’s time to choose a tenant. It comes into play much earlier, from the way you advertise your rental to the questions you ask and the criteria you use to screen applicants.

For example, under the federal Fair Housing Act, you cannot discriminate against an applicant because of their race, color, national origin, religion, sex, familial status, or disability. And depending on where your rental is located, state or local laws may protect other groups as well. So, it’s always a good idea to check the rules that apply in your area.

Check the Screening Rules Where You Own Property

The rules you follow when screening tenants can change depending on where your rental is located. Some states and cities have their own requirements around credit checks, criminal history, income, and other information you may use when reviewing an application.

This becomes even more important if you have rentals in different markets. What you’re allowed to do for one property may not be the same for another, so check the local requirements before you start screening applicants.

Keep a Record of Your Decisions

After reviewing several applications, it can be hard to remember every detail. So, keep a record of what you looked at and why you decided to approve or deny an applicant.

There may also be notices you’re required to send. For example, if information in a consumer report leads to an adverse action, federal law may require you to give the applicant an adverse action notice. Keeping good records makes it easier to stay on top of those requirements.

What Should Landlords Avoid When Choosing Tenants?

Knowing what to look for is only half the job. You also need to know what can throw your screening process off track.

Maybe an applicant makes a great first impression. Or you’re trying to fill a vacancy quickly and feel tempted to skip a step or two. So, before that happens, let’s look at a few mistakes to watch out for.

Going With Your Gut

Sometimes you meet an applicant and immediately think, they seem great. There’s nothing wrong with having a positive interaction, but it shouldn’t decide who gets the rental.

A first impression can’t verify income, tell you someone’s rental history, or show whether they meet your other requirements. Go back to the criteria you set and let the application process do its job.

Changing the Rules Along the Way

Let’s say you require applicants to meet a certain income standard. You shouldn’t enforce it for one person and then decide it doesn’t matter for another simply because you prefer the second applicant.

This is one reason we’ve talked so much about setting your criteria early. Once applications start coming in, you already know what standards you’re working with instead of making them up as you go.

Skipping the Verification

It’s easy to take everything written on an application at face value, especially when you’re eager to fill an empty rental. But if your screening process calls for certain information to be verified, don’t skip that step just to move things along.

Take the time to check the information that matters for your screening process. That could be the applicant’s income, rental history, references, or any screening reports you’re authorized to review.

Letting One Thing Decide Everything

A credit score can be useful. So can rental history or a landlord reference. But one piece of information doesn’t necessarily tell you everything you need to know about an applicant.

Look at everything you’ve checked before deciding. And make sure you follow the screening rules where your property is located.

Getting Too Personal With Your Questions

You don’t need to know everything about someone to decide if they qualify for your rental. Your questions should focus on the requirements you’ve set.

Also, avoid questions about things protected by Fair Housing laws. If you don’t need the information to screen the applicant, don’t ask for it.

What Our 2025 Rental Application Data Can—and Can’t—Tell Us

Our 2025 data includes 10,401 rental applications from Austin, Baltimore, Philadelphia, Northern Virginia, and the Laurel/DC market. That gives us plenty to look at, but the data also has its limits. We looked at how many applications each market processed and how many were approved or denied.

As you may have noticed, the approval and denial rates don’t add up to 100%. That’s because some applications were canceled before a final decision was made. So, throughout this guide, we’ve looked at approvals and denials separately rather than treating every application as either approved or denied.

There’s also one part of the story we don’t have: what happened after an applicant was approved. We don’t know whether that person paid rent on time for the next three years, took good care of the property, renewed their lease, or moved out when the lease ended.

That’s one of the limits of application data. It can show us what happened during screening, but not what kind of tenant someone eventually became.

Screening can only work with the information you have at the time. Check that information carefully, stick to your rental criteria, and use it to make your decision.

After looking at all 10,401 applications, one thing is clear: there’s no magic approval rate landlords need to reach. A solid screening process matters much more than the percentage you end up with.

FAQs About Finding and Screening Good Tenants

Still have a few questions about finding good tenants? You’re probably not alone. Let’s go through some of the questions landlords often have when screening rental applications.

What Should Landlords Look for in a Good Tenant?

Start with your rental criteria rather than trying to guess who will be a “good” tenant. Depending on your screening process, you may look at things like income, rental history, references, and information from an authorized tenant screening report.

The important part is knowing what you’re looking for before applications start coming in. That way, you’re not changing your expectations depending on who’s applying.

What Can Cause a Rental Application to Be Denied?

Sometimes, it’s as simple as an applicant not meeting the rental requirements for the property. Maybe they don’t meet the income criteria, or perhaps another part of the application doesn’t meet the screening standards you’ve already set.

Of course, you can’t deny someone for a discriminatory reason. State and local laws may also limit what you can consider when screening applicants. And if information from a consumer report plays a role in the decision, federal law may require you to send an adverse action notice.

Can a Landlord Check an Applicant’s Credit?

Yes, credit information can generally be part of the screening process, as long as you follow the laws that apply to your rental. You may get this information through a tenant screening report from a consumer reporting agency.

But remember, a credit score is just one piece of the application. Don’t let one number do all the talking.

Can Landlords Contact Previous Landlords?

Yes. A previous landlord may be able to help you verify parts of an applicant’s rental history, such as where they rented or other relevant details about the tenancy.

Just keep the conversation focused on what you actually need to know. You’re checking rental history, not digging into someone’s personal life.

How Do You Choose Between Multiple Qualified Applicants?

This can get tricky. What happens when two or more applicants meet your rental criteria?

Don’t suddenly invent another requirement or simply choose the person you like most. Have a process in place for handling qualified applicants and follow it consistently. You’ll also want to check the rules where your rental is located, since state or local laws may affect how applications must be handled.

Does an Approved Rental Application Guarantee a Good Tenant?

No, and our own data is reminding us of that. An approval simply means the applicant met the requirements at the time.

What happens after they move in is another matter. They may pay rent on time and stay for years, but there’s no way to know that from an application.

That’s why screening is really about checking what you can before making a decision.

Take the Stress Out of Finding Your Next Tenant 

Finding a tenant takes time. You have to market the property, go through applications, check the information applicants provide, and make sure you follow the screening rules.

And once you find someone, there’s still plenty to do. At Bay Property Management Group, we can help with everything from marketing your rental and screening applicants to preparing the lease and managing the property after the tenant moves in. In fact, the 10,401 applications we looked at in this guide came from the markets we serve and gave us a closer look at what the screening process actually looks like across different areas.

Ready to take tenant screening off your plate? Contact Bay Property Management Group today to learn how our full-service property management team can help.