For renters new to the Pittsburgh market, the apartment application process can feel unfamiliar. Understanding what landlords look for, what documents you need, and how the process works from start to finish can help you move through it efficiently and avoid surprises. This guide explains each step of the rental application process in Pittsburgh, from touring apartments to signing the lease.
Step 1: Tour the Apartment
Before you apply, you need to see the apartment in person. Most landlords and property management companies in Pittsburgh require a scheduled showing. Contact the leasing office directly to arrange a tour, either by phone or through their website.
Some landlords, particularly larger management companies, may have an online scheduling system where you can book a viewing time. Others may work on a first-come, first-served basis. For apartments that are in high demand, it helps to be flexible with your schedule and respond quickly to listing updates.
Step 2: Understand the Application Requirements
Before you begin the application, landlords generally require that you meet a basic set of criteria. While the exact requirements vary by property, most landlords in Pittsburgh evaluate applicants based on:
Income. The standard requirement is that your gross monthly income must be at least three times the monthly rent. Some landlords require 3.5 times the rent. Some properties do not accept combined incomes from multiple applicants; each adult must qualify individually.
Credit history. Many landlords look for a credit score of 600 or higher. A favorable credit history means you have demonstrated financial responsibility over time.
Rental history. Landlords will verify previous rental references to confirm you paid rent on time, maintained the property, and did not cause disturbances. An eviction on your record is often grounds for denial.
Criminal background. Most landlords run a criminal background check. A criminal record may or may not disqualify you depending on the nature of the offense and how long ago it occurred.
Employment history. If you are not on a fixed income, you typically need to provide proof of at least one year of employment. If you are a new hire, landlords often accept an official job offer letter along with proof of previous employment.
Age. All applicants must be 18 years or older.
Step 3: Complete the Application
Once you have toured the apartment and confirmed that you meet the basic requirements, you can complete the rental application. Most Pittsburgh landlords use an online application portal, where you fill out a form with your personal, employment, and rental history.
You will also need to submit the following documentation:
- A valid government-issued photo ID
- Proof of income, such as recent pay stubs, tax returns, or bank statements
- Employment verification or a job offer letter
- Contact information for previous landlords
For international students and applicants. Many landlords accept alternative documentation including immigration status documents such as a visa, I-20, J-1, F-1, and a university acceptance letter or job offer letter. While international students may not have U.S. income, some landlords may not require a co-signer if you provide appropriate documentation.
For applicants with a co-signer. If you do not meet income or credit requirements, many landlords accept a co-signer. The co-signer will need to undergo a separate credit and background check.
Step 4: Pay the Application Fee
Most landlords charge a non-refundable application fee to cover the cost of credit and background checks. The fee typically ranges from $35 to $60 per adult applicant. Guarantors or co-signers may also be subject to a separate fee.
The application fee is separate from the security deposit, first month’s rent, and any administrative or move-in fees. It is non-refundable, even if your application is not approved.
Step 5: Wait for Approval
Once you have submitted your application, documentation, and application fee, the landlord will begin the screening process. This typically includes:
- Credit check to verify your credit score and financial history
- Criminal background check to identify any convictions
- Rental history verification, including contacting previous landlords
- Employment verification to confirm your income
The approval process generally takes 24 to 48 hours once all documents and fees are submitted. Some landlords process applications on a first-come, first-served basis, so the sooner you apply, the better your chances of securing the apartment.
Step 6: Pay Upfront Costs
If your application is approved, you will be asked to pay several upfront costs before moving in. These typically include:
Security deposit. Usually equal to one month’s rent. Under Pennsylvania law, the deposit cannot exceed two months’ rent during the first year of tenancy.
First month’s rent. Usually due at lease signing.
Non-refundable administrative fee. Some landlords charge a one-time fee to cover the costs of processing the lease, underwriting, and move-in coordination.
Utility deposit. Some landlords require a utility deposit at move-in.
Pet fees. If you have a pet, you may be required to pay a non-refundable pet deposit and monthly pet rent. Some properties do not allow pets at all.
Step 7: Sign the Lease and Prepare for Move-In
After paying the upfront costs, you will sign the lease agreement. The lease is a legally binding contract that outlines the terms of your tenancy, including:
- The monthly rent amount and due date
- The length of the lease term (typically 12 months)
- Your responsibilities for utilities, maintenance, and property care
- Rules regarding pets, smoking, guests, and noise
- The landlord’s responsibilities for repairs and maintenance
Renters insurance. Most landlords require renters to carry a renters insurance policy with liability coverage of at least $100,000. This protects your personal property and provides liability coverage if someone is injured in your apartment.
Utility setup. Before you move in, you will need to set up utility accounts for electric, gas, water, and internet. Some utilities may be included in the rent depending on the property.
Move-in date. Once the lease is signed and all fees are paid, you will receive the keys and move-in instructions.
Summary: The Pittsburgh Application Process
| Step | Action | Typical Cost |
|---|---|---|
| Tour | Schedule a showing | Free |
| Apply | Complete online application | $35-$60 per adult |
| Wait | Approval takes 24-48 hours | N/A |
| Pay | Security deposit, first month’s rent, fees | 1 month’s rent + fees |
| Insure | Renters insurance | $5-$12/month |
| Move in | Set up utilities, sign lease | Varies |
Understanding the rental application process in Pittsburgh helps you move through it with confidence. By preparing your documentation in advance, confirming that you meet income and credit requirements, and budgeting for upfront costs, you can secure the apartment that fits your needs.