Everything You Need to Know About Renting: Timelines, Terms & Documents Explained

Searching for and finding a rental apartment is a journey that can be filled with excitement, but also anxiety. We want to be there for you during this time, to help guide you through this process.  

In this ultimate guide to renting, you will find a detailed timeline, a list of questions to narrow down the search for your dream rental, tips for negotiating and signing the lease, as well as all the terms you need to know and a checklist of the documents you must prepare. You will also find links to many other helpful resources, should you want to explore a topic in even more detail.  

The Renting Process: Step by Step 

1. Creating the Timeline

The first thing you want to do is to create a timeline. This will give you an overview of what to expect during the renting process and it will help you be prepared for each stage. This is what a general timeline will look like: 

• Step 1: Decide on what you need from an apartment ~ 2 months before the move 
• Step 2: Research the rental market ~ 2 months before the move 
• Step 3: Start looking at apartment listings online ~ 1 month before the move 
• Step 4: Choose your top 3 apartments and schedule in-person visits ~ 2 weeks before the move 
• Step 5: Decide on the apartment and sign the lease ~ 1 week before the move 
• Step 6: Move into your new apartment ~ day of the move

2. Finding an Apartment

When you start the process of finding an apartment, you first need to know what you are looking for. This is why it is essential to decide on key aspects related to location, budget, and layout. Then, decide on your non-negotiables in terms of amenities. This will be your “needs list”.  

Make a list of some features and amenities that would be nice to have. This list will come in handy when you’ve found 2 or 3 apartments that meet your criteria and you have to decide on one.  

Questions to ask when you write your “needs list”: 

• Q1: What is my budget?  

Research the market ahead of time to make sure you set a realistic range. Use a rent calculator to help you get an idea of the budget you need. Remember to budget for application fees, transportation costs, utilities, and insurance.  

• Q2: What location am I looking for?  

Do you have your heart set on a particular city? That will help delimit your search and make it easier to narrow down the options. Do you prefer a suburban place or an apartment downtown? Do you have any preferred neighborhoods? Are you looking for an apartment that is close to transportation options or key locations for your daily activities? 

• Q3: What layout/floorplan do I need?  

Do you need a studio, one-bedroom, two-bedroom, number of baths/half-baths, entryway, storage options, etc.? 

• Q4: Does it matter to me what floor the apartment is on?  

Think about accessibility issues, if applicable, or consider a ground floor if you’re renting with pets or have a baby in a stroller. 

• Q5: What are my non-negotiables?  

These could include a washer/dryer, a parking spot, or whatever else you absolutely need from the rental. Think about the amenities you know you absolutely need and you don’t want to compromise on. These include issues of safety or accessibility, especially if you are a senior renter.  

• Q6: What are my nice-to-have amenities?  

These include apartment or community amenities that would be nice, such as a gym, pool, or EV charging stations. Be honest about how often you would use these amenities, since they can drive up the price of the rental outside or at the upper limits of your budget. Is it worth it?  

• Q7: Am I looking for a pet-friendly apartment? 

If you are renting with pets, chances are you need to make it a priority to find a pet-friendly apartment, so remember to always check the pet policies and restrictions for each candidate. If that’s the case, then budget for extra costs such as pet rent and pet deposits. Consider pet-friendly amenities as well when deciding on a location, such as proximity to dog parks, vets, or accessibility.  

To make the entire search process easier, use the many features that ILSs provide. For instance, on RentCafe.com, you can:  

• Use filters to narrow down your search 
• Answer a quiz and let the Rental Assistant recommend listings that fit you 
• View property and floorplan images and 3D tours 
• Take video tours of your favorite apartment buildings  
• Compare up to 3 properties with an e-commerce style comparison tool 
• Read reviews from verified residents 

Using an ILS to conduct your research will help diminish the risk of running into scammers. Make sure you educate yourself on how to best recognize and avoid rental scams, to be safe and secure while renting. 

3. Touring the Apartment

After you’ve found a few good candidates that meet the criteria you set using the questions above, it’s time to schedule visits. It’s good practice to never rent sight unseen, as this is the perfect moment to verify the apartment and see how you would feel living there. 

Before your visit, make sure you write down or print a complete checklist of things to note. These include aspects related to the neighborhood and surrounding areas, parking and landscaping, the exterior of the apartment building, the state of common areas, and, of course, the apartment itself.  

For the apartment, note the state of windows, doors, and if it has a balcony or patio; plumbing, ventilation, and the AC system; appliances and the electrical system; the state of walls, ceilings, and floors; and the cabinets and storage options.  

Read this comprehensive checklist for a detailed account of what you need to note: https://www.rentcafe.com/blog/apartmentliving/tips-tricks-renters/new-apartment-inspection-checklist/ 

Use this time to also take photos and document the initial state of the apartment before you move in. Take notes of any issues or damages you find before moving in and make sure you point them out to the landlord, so you don’t end up being liable for it later. If there’s anything that needs repairing or verifying, let the landlord know so they can schedule appointments before you move in.  

4. Negotiating and Signing the Lease

When you’ve decided on an apartment, it’s time to make it official and sign the lease. Before you do that, you should carefully read it and prepare for a negotiation.  

Remember that negotiating begins even before making the decision to rent one place. When visiting, bring paperwork with you to be prepared in case you really like what you see. This will show the landlord that you are ready for a commitment, increasing the chances of getting the apartment.  

There are a few other things that could help make your case. Bring references from past landlords to show that you are a desirable tenant. If you know you will be around for a while, offer to sign a longer-term lease. This will once again show commitment and it could also help you in obtaining a lower, fixed rent for the contractual period.  

Before you sign the lease, make sure you go through all the details and ask questions to clarify the terms, including:  

• What are the terms of the lease?  

Discuss duration of lease, fees, how much the rent is and how often does it change, what the move-in and move-out clauses are, and what the penalty for breaking the lease early is. 

• How much is the security deposit and is it refundable? 
• What is considered normal wear and tear?  
• Are utilities included? 
• When is rent due and what is the preferred payment method? 
• Is renter’s insurance required? 
• How are maintenance requests handled?  
• How secure is the apartment? 
• How will you communicate generally?  
• Who has what responsibilities in terms of general cleaning and maintenance?  
• What is the guest policy in the community?  
• Any and all pet-related questions, decisions, and fees.  

All the issues that require debate or negotiation should be put in writing with the final decision reached by both parties. This will prevent any possible disputes down the line.  

Renting Terms Explained 

• Abatement: reduction or deduction from rent or tax, or counter measure against a hazard or nuisance 
• Alcove Studio: studio apartment with a separate sleeping area 
• Arrears: any financial obligation past the due date; an overdue payment 
• Co-Op: a housing cooperative, a corporation owning a building in which each resident is a shareholder, proportionately attributed based on the size of the unit they own 
• Cosigner: a contractual party that takes on the responsibilities of the initial signer if they default 
• Cotenant: any two or more people renting the same unit under the same lease 
• Concession: a benefit, usually a discount, prorated rent, or amenities, offered by the landlord/property manager as an incentive for the tenant to sign/renew the lease 
• Default Judgment: in the case of a court hearing, this is a judgment in favor of the landlord if the tenant does not appear in court or does not provide written answer to the claim  
• Demurrer: a motion to dismiss the pleadings of another party in a case 
• Escalation Clause: a clause in the lease that allows for periodical rent increase for a specified amount 
• First Refusal Right: a contractual clause that allows the tenant to make an offer on the unit in case it sells, before the landlord accepts public offers 
• Grace Period: amount of time between rent due date and start of penalty period 
• Guarantor: another party in the lease who agrees to complete rent payments if the tenants does not 
• Holdover Tenant: tenant who continues to live at the property even after the lease expires 
• Implied Warranty of Habitability: a promise that the unit meets proper living conditions  
• Lessee: renter or tenant 
• Lessor: landlord or owner  
• Lien: a legal clause that allows owners access to a property if rents or debts are not paid 
• Mediation: a means of resolving disputes without going to court 
• Month To Month Lease: a contract of periodic 30-days tenancy with no set rental period  
• Prorated Rent: a portion of the rent calculated according to the number of days lived in the rental unit, not for the whole month 
• Quiet Enjoyment: a term in a lease agreement according to which the tenant should benefit from the quiet possession of the unit against the owner  
• Screening: a means of evaluating prospective tenants to assess the likelihood of duty fulfilment  
• Share Housing: a rental place with a private room for each tenant and shared common areas  
• Subletting: a clause by which a tenant can rent part of or the entire unit to another renter 
• Tenant of Sufferance: a tenant who remains in the rental unit after the expiration of the lease without paying rent 
• Unlawful Detainer: an eviction 
• Utilities Included: an option for lease agreements where the rent price includes the cost of some or all utilities 
• Wear and Tear: the normal amount of damage or deterioration cause by the use of a rental by a tenant, usually a clause for restitution of the security deposit 
• Writ of Possession: an officially mandated order of eviction, emitted by the court, after the landlord wins an eviction case 

Checklist of Documents to Rent an Apartment 

• Photo ID  
• Social security number 
• Rental application & proof of payment of the application fee 
• Proof of income (including pay stubs, if required) and letter from employer  
• Credit report 
• Last 2 years tax returns 
• Last 2 months bank statements 
• Rental history and contact information of previous landlord 
• Verification of other assets (if applicable) 
• Pet documents (including vaccinations, pet CV, recommendations – if applicable) 
• Guarantor documents (if applicable)  

 

Looking for an apartment to rent in a specific city? Check out local guides:  

Renting in Brooklyn in 2024	Renting in Queens in 2024
Renting in Los Angeles in 2024	Renting in Omaha in 2024
Renting in Cincinnati in 2024	Renting in Philadelphia in 2024
Renting in Manhattan in 2024	Renting in Milwaukee in 2024
Renting in San Diego in 2024	Renting in Atlanta in 2024