How Long Do Apartment Background Checks Take?

After you’ve submitted your rental application, the landlord or property manager will often order a background check to confirm your reliability as a tenant. A background check for an apartment may take anywhere from a few minutes to 1-3 days to process. For more complex background checks, that involve manual verification, these may take up to a week. The types of checks being requested and the service provider are common factors that impact the speed of a background check, but other factors may also delay the process. 

We’ll guide you through some of the key factors that influence how long the background check takes to help you set realistic expectations. We’ll also provide tips on how to prepare for apartment background checks to speed things up the next time you apply. 

What background check do most landlords use?

When applying for a rental, landlords often perform a background check to assess your suitability as a tenant. These checks provide a comprehensive view of your financial reliability, past rental experiences, and personal history to ensure you're capable of meeting the responsibilities of renting. In this section, we'll break down the most common components of a landlord's background check and what they reveal about you.

Credit report

A credit report is one of the first things a landlord will review. It provides an overview of your financial responsibility, helping the landlord determine whether you're likely to pay your rent on time. The report will highlight your credit score, any outstanding debts, and payment history. 

A higher score typically reflects a better ability to manage finances, while a low score may raise concerns about your ability to pay rent.

Criminal history

Landlords often check a potential tenant's criminal history to help ensure the safety of the community. This portion of the background check helps the landlord verify if you have any past legal issues, such as violent crimes or convictions that could potentially pose a risk to neighbors. 

It's essential to note that landlords are concerned with violent crimes or offenses that could compromise the safety of the property and its residents. Depending on the severity and recency of your criminal history, it may affect your rental application.

Rental history

Your rental history provides landlords with an opportunity to assess your track record as a tenant. This includes past landlords, the condition in which you left previous homes, and your ability to follow rental agreements. A positive rental history often means you've been a dependable and responsible tenant. 

On the other hand, a history of frequent evictions, late payments, or disputes with previous landlords may be cause for concern. Landlords will often contact previous landlords to verify that you’ve been a good tenant and to inquire about any eviction history or unpaid balances.

Employment and income verification

Landlords will verify your employment and income to confirm you have a steady source of income to pay rent. This part of the background check is essential to ensure that you can afford the rent each month. You may be asked to provide proof of income, such as pay stubs or tax returns. 

In some cases, a manual check may be performed, where the landlord directly contacts your employer to confirm employment status and income. This gives the landlord confidence that your financial situation is stable enough to make rental payments.

Personal references

Personal references can offer landlords a more well-rounded picture of your character. These references typically come from individuals who know you personally, such as friends, family members, or colleagues. 

Landlords will use these to gauge your level of responsibility, trustworthiness, and reliability. Personal references help landlords assess whether you will be a responsible tenant who will respect the property and adhere to the lease terms. 

By thoroughly assessing these components, landlords can make a more informed decision about your suitability as a tenant. It’s important to be transparent during the entire application process, as a background check is a standard part of most rental applications.

Why do apartment background checks take so long?

Apartment background checks can take a while because landlords or property managers need to thoroughly review various aspects of your application. This typically includes verifying your rental history, checking your credit report, confirming employment and income, and sometimes running a criminal background check. The process also depends on how quickly third parties, like previous landlords or employers, respond to verification requests. Additionally, if multiple applications are being reviewed simultaneously, it may further delay the process. Patience is key, as thorough checks help ensure a good fit for both the tenant and landlord.

Here’s how each factor might affect how long the process takes and tips to speed things along or give you a better sense of expected response time: 

The complexity of the background check

A background check that only includes a basic credit report and criminal history check will usually be much faster than a background check that requires a more in-depth investigation. Some landlords may request verifying references or checking eviction records across multiple states. The more factors involved in the background check, the longer it can take to complete. 

The service provider

Landlords or property managers may use different background check services. These third-party companies have access to databases to conduct various types of background checks. Some background checks may only include a criminal records check, while others may include employment verification, education verification, credit checks and more. Different companies will handle background checks at different speeds. Some services can complete the checks in as little as 24 to 48 hours, while others can take several days. The screening provider the landlord chooses can have a huge impact on the timeline.

Responsiveness (of you or your references)

One element you have the most control over is how quickly you respond to follow up questions, inquiries, and requests. If you’re slow to provide necessary documents, such as proof of income or a government-issued ID, it may delay the process, and vice versa. You may be asked to provide copies of your identification, pay stubs, and rental history. Having these documents ready to go long before you apply, and keep everything together either in a digital or physical folder. 

You’ll also want to make sure that your references are responsive and available when contacted. A delayed or unresponsive reference can slow down the approval process, so it’s essential to inform your references in advance and ensure they’re prepared to provide timely feedback when needed.

Pro tip: Make sure your rental references and contact information are accurate and up-to-date.

Incomplete or incorrect information

Incomplete or incorrect information can significantly delay the approval process. Ensure that all forms are completed accurately and completely. Missing or incorrect details can lead to confusion or necessitate additional back-and-forth, slowing down your chances of securing the rental quickly. Double-check everything before submitting your application to avoid these unnecessary delays.

Number of occupants or cosigners

Be clear about the number of people who will be living in the rental unit, including any potential co-signers. Landlords need this information to make sure that the lease terms are adhered to and that the unit is suitable for the number of occupants. Failing to provide this information upfront can create complications and cause delays, especially if the landlord needs to verify co-signer details or adjust lease terms.

High volume of applications

Landlords often handle a high volume of rental applications, particularly in competitive markets. If you’re applying in a busy season, such as during peak rental times, it may take longer for the landlord to process all the applications. Being patient and responsive will help your application stand out during these times; however, keep in mind that delays may sometimes be due to the sheer volume of inquiries.

Availability of records

Certain documents, such as rental history or income verification, may take some time to gather. If your previous landlord is unavailable or you need time to retrieve documents from your employer, this can add extra time to the process. Try to anticipate these potential delays and be proactive in securing any records or verification ahead of time. Consider also that out-of-state or internal records may cause delays if they require additional time to request or verify.

Weekends or holidays

Keep in mind that weekends and holidays can affect how quickly your application is processed. Many landlords and property managers work standard business hours, and if your application is submitted or requires follow-up on a Friday or during a holiday period, it may not be reviewed until the next business day. Plan ahead and be mindful of how timing may impact the speed of the process.

Jurisdictional delays (or why it can take longer in certain areas)

Sometimes, delays have nothing to do with you and everything to do with where your documentation is being pulled from. For instance, certain criminal or eviction records may need to be retrieved from specific court systems. If those records aren’t digitized or the court systems are slow to process requests, that can extend the time it takes for the background check to be completed. 

Your proactiveness

While there are plenty of things out of your control during the background check process, there’s one thing you can do right now to make sure things move faster: be proactive. Start by reviewing your credit report to understand exactly what potential landlords will see. This gives you the opportunity to address any discrepancies before they become a problem. By taking charge early, you can avoid surprises and make sure that you present yourself in the best possible light.

Ready to find your next apartment? Begin your search for a rental on Zillow. With helpful tools and detailed listings, it’s never been easier to take the next step toward your perfect place.