The Rental Application Process: Why It’s More Critical Than You Think
When most property owners think about renting their home, they tend to focus on marketing and showing the property. The application process, however, is just as important—and it can make or break your success in securing a qualified, long-term tenant.
At Red Fortress Property Management, we treat the application stage as a strategic part of the rental journey, not just an afterthought. Here’s how we handle applications with intention, discernment, and due diligence—especially in a down market.
Application Fees: The Hidden Barrier to Renting?
One of the most overlooked aspects of renting out a property is the cost of applying, especially when HOA fees come into play.
🧾 Common Fees That Tenants Face:
Application fees from property managers or landlords
Additional HOA application fees (often $100+ per person)
Security deposits required by associations (sometimes $500+)
These costs can deter even the most qualified tenants, particularly when they're unexpected or poorly explained. If you're a property owner, it’s crucial to understand how these extra fees can affect your property’s marketability.
Pro tip: As an owner, work with your property manager to minimize these fees where possible and clearly communicate them upfront.
The HOA Hurdle: A Hidden Obstacle for Landlords
Condo and homeowner associations often require additional applications, security deposits, and long wait times for approvals.
Why This Matters:
Slows down the leasing process
Increases the tenant’s upfront costs
Can lead to lost opportunities if renters walk away
Some property managers refuse to manage properties in communities with strict or unreasonable HOA rules—and for good reason. These policies can frustrate renters and create longer vacancy periods.
Lease Term Flexibility: An Overlooked Negotiation Tool
Offering flexible lease terms can open your property to a wider pool of tenants, especially in a slower market.
📑 Examples of Flexible Lease Options:
Offering a two-year lease to candidates who want lower rent for longer
Accepting shorter leases when desired (during building a home)
Incentivizing longer leases with small rent reductions
At Red Fortress, we treat lease term flexibility as a strategic advantage.
Screening Criteria: Should You Ease Up in a Down Market?
A common temptation during slower rental periods is to lower your screening standards to fill a vacancy. But this can backfire quickly.
⚠️ Here's Why You Should Be Cautious:
Your criteria exist for a reason—to protect your investment.
Lower standards can lead to higher eviction risks.
Once a problem tenant is in, they’re hard and costly to remove.
That said, not all red flags are deal-breakers. We evaluate every applicant on a case-by-case basis.
For example: A low credit score due to a recent divorce may not be as concerning if the applicant has stable income, strong rental history, and no criminal record.
The Pitfalls of “Instant Apply” Platforms Like Zillow
Zillow and similar platforms often promote an "Apply Now" feature that promises a fast and easy application experience. While that may appeal to renters, it poses major risks for landlords.
❌ What’s Missing From Automated Applications:
No manual review of supporting documents
No investigation into recent evictions (records are not up-to-date)
No or limited local background checks or criminal docket access
No discernment or human judgment
At Red Fortress, we don’t outsource due diligence to algorithms. Our team:
Reviews every application personally
Cross-checks local criminal and eviction records
Investigates charges that do not appear in national databases
This thorough process protects owners from renting to professional tenants—people who move frequently, avoid payments, and game the system.
Professional Tenants Know How to Exploit the System
One of the biggest dangers of using automated screening systems is that they are easily manipulated by people who know how to fly under the radar.
These tenants may:
Be actively involved in eviction proceedings
Use falsified documents or IDs
Apply quickly to avoid deeper background checks
“Apply Now” platforms don’t typically catch recent evictions or charges filed just days ago. Our system does.
That’s why we use enhanced screening tools that access real-time court records and provide a deeper layer of verification.
Fast Responses Matter: Don’t Let Good Tenants Slip Away
While thorough screening is essential, speed also plays a critical role in securing top tenants.
At Red Fortress, we prioritize:
Fast communication about application status
Requests for additional documentation when needed
Quick approvals or respectful denials
A delay in response could mean losing a great renter to another property. We ensure that our clients never miss out due to administrative slowdowns.
Should Landlords Use Automated Screening Systems?
If you’re a self-managing landlord, the allure of instant applications and basic background checks is understandable. These platforms are convenient but limited.
Why Our Process Is Different:
We manually assess every application
We pull local court data and legal dockets
We understand the nuances of each applicant’s story
Automated systems can’t tell if someone:
Pleaded down a criminal charge that still poses risk
Has an eviction that was just filed but not yet finalized
Has complex credit issues tied to liens, judgements or divorce
We treat applications with the discernment and responsibility they deserve.
Summary: The Application Process Is More Than a Form—It’s a Filter
The application phase isn’t just paperwork—it’s your first and best opportunity to filter out risky tenants and secure stable ones.
At Red Fortress, we:
Prioritize clear and fair screening criteria
Navigate complex HOA or COA requirements on your behalf
Leverage tools that access real-time legal data
Respond quickly to avoid losing great applicants
Refuse to rely on unreliable “instant” screening systems
In short: we don’t cut corners—because we know that a great tenant starts with a great screening process.
