BEFORE YOU APPLY

Before submitting a rental application, please review the following Rental Application Criteria & Screening Guidelines. These guidelines explain who must apply, how applications are reviewed, what screening factors are considered, and why application fees are non-refundable.

All applications are reviewed using neutral, consistent rental criteria and in accordance with applicable federal, state, and local fair housing laws.

RENTAL APPLICATION CRITERIA & SCREENING GUIDELINES

Thank you for your interest in renting a property managed by Hitchcock Realty & Associates, LLC. The following rental criteria are used to review applications in a fair, consistent, and neutral manner.

Submitting an application does not guarantee approval or guarantee that the property will be held for the applicant.

1. Equal Housing Opportunity

Hitchcock Realty & Associates, LLC follows all applicable federal, state, and local fair housing laws. Applications are reviewed without regard to race, color, religion, sex, national origin, disability, familial status, or any other protected class under applicable law.

All applicants are reviewed according to the same rental criteria.

     2. Who Must Apply

Each person who is 18 years of age or older and will occupy the property must complete and submit a separate rental application.

This requirement applies to all adult occupants, including spouses, engaged couples, relatives, roommates, adult children, co-signers, and guarantors.

Each adult applicant is screened individually because each person has their own credit history, rental history, employment history, income, background history, and legal responsibility under the lease.

3. Application Fee

The rental application fee is non-refundable.

The fee is charged to process the application and may include credit screening, background screening, rental history verification, employment/income verification, administrative review, and related processing costs.

The application fee is non-refundable regardless of whether the application is approved, denied, withdrawn, incomplete, or whether the applicant decides not to move forward after applying.

4. Application Review Process

Applications are not approved solely on a first-come, first-served basis.

Applications are reviewed based on multiple neutral screening factors, which may include:

• Completed application from each adult occupant
• Verifiable identity
• Creditworthiness
• Verified income
• Employment history or lawful source of income
• Rental history
• Eviction history
• Background screening
• Debt obligations
• Requested move-in date
• Requested lease term
• Occupancy limits
• Pet/animal information, if applicable
• Property owner’s written rental criteria
• Completeness and accuracy of the information provided

The strongest complete application that meets the property’s rental criteria may be selected. An application is not considered complete until all required adult applicants have submitted their applications and all required supporting documentation has been received.

5. Identification Requirement

Each applicant must provide valid government-issued photo identification.

Acceptable forms may include a driver’s license, state-issued identification card, passport, military ID, or other valid government-issued identification.

6. Income Requirements

Applicants must provide verifiable income sufficient to support the monthly rental obligation.

Unless otherwise stated for a specific property, the household’s combined gross monthly income should generally be at least three times the monthly rent.

Income may be verified through documents such as:

• Recent pay stubs
• Employment verification
• Bank statements
• Tax returns
• W-2s or 1099s
• Social Security, disability, retirement, pension, or benefit award letters
• Court-ordered support payments
• Housing assistance documentation, where applicable
• Other lawful and verifiable income documentation

Income must be current, verifiable, and reasonably expected to continue.

7. Employment or Income Verification

Applicants may be required to provide employment information or proof of lawful income.

Self-employed applicants may be asked to provide additional documentation, such as recent tax returns, profit-and-loss statements, bank statements, business records, or other documents showing income stability.

Failure to provide requested verification may result in delay or denial of the application.

8. Credit Review

Credit history is reviewed as part of the application process; however, approval is not based on credit score alone.

We consider the applicant’s overall credit profile, which may include:

• Credit score
• Payment history
• Outstanding collections
• Charge-offs
• Past-due accounts
• Housing-related debt
• Unpaid utility balances
• Judgments
• Bankruptcy history
• Debt obligations
• Relevant explanation or documentation provided by the applicant

A higher credit score is viewed favorably, but a lower credit score, limited credit history, or past credit challenges do not automatically result in denial. Applicants may still be considered if they demonstrate sufficient verifiable income, acceptable rental history, stable employment or income, and the ability to meet lease obligations.

Unpaid balances owed to prior landlords, property management companies, utility providers, or housing-related accounts may negatively affect approval.

Additional conditions, such as a qualified co-signer, guarantor, or other lawful approval condition, may be considered where appropriate and permitted by law.

9. Rental History

Rental history may be verified with current and previous landlords or property managers.

Factors considered may include:

• Timely rent payment history
• Lease compliance
• Proper notice given before move-out
• Property condition at move-out
• Outstanding balances owed to prior landlords
• Unauthorized occupants or animals
• Lease violations
• Noise, nuisance, or disturbance complaints
• Prior damage beyond normal wear and tear
• Whether the applicant would be eligible to rent again from a prior landlord

Negative rental history may result in denial.

10. Eviction History

Eviction history may be reviewed as part of the screening process.

An eviction filing, judgment, writ of possession, or unpaid balance owed to a prior landlord may affect approval.

Each situation may be reviewed based on the age, circumstances, documentation provided, and whether the matter has been resolved. However, recent or unresolved eviction history may result in denial.

11. Criminal Background Screening

A criminal background screening may be conducted for each adult applicant.

Criminal history is reviewed in a manner intended to be consistent with fair housing guidance and applicable law. A criminal record does not automatically result in denial.

Factors that may be considered include:

• Nature and severity of the offense
• Date of the offense
• Pattern or frequency of offenses
• Whether the offense suggests a direct risk to persons or property
• Evidence of rehabilitation or changed circumstances
• Whether the applicant is subject to any legal restriction that would affect tenancy

Pending charges, convictions, or criminal history involving violence, property damage, drug manufacturing or distribution, fraud, theft, sex offenses, or conduct that may threaten the health, safety, or peaceful enjoyment of others may affect approval.

Arrest records alone should not be used as the sole basis for denial.

12. Occupancy Limits

Occupancy must comply with applicable laws, housing codes, septic limits, HOA rules, property restrictions, and reasonable occupancy standards.

Occupancy limits may vary by property depending on bedroom count, property layout, septic capacity, local ordinances, and owner requirements.

13. Pets, Service Animals, and Assistance Animals

Applicants must disclose all animals before approval, including pets, service animals, and assistance animals.

Pet policies vary by property and are subject to owner approval. Pet approval, pet fees, pet rent, breed restrictions, weight limits, animal restrictions, and the number of pets allowed may vary by property and owner preference.

If pets are approved, a non-refundable pet fee of $450 per approved pet is required before move-in, unless otherwise stated in writing. Additional pet rent or other pet-related terms may apply depending on the property.

Service animals and assistance animals are not considered pets and are not subject to pet fees, pet rent, pet deposits, breed restrictions, weight limits, or standard pet approval requirements. Requests for service animals or assistance animals will be reviewed in accordance with applicable fair housing laws and disability accommodation requirements. HUD states that assistance animals may require reasonable accommodations such as waiving a pet fee, pet deposit, or other pet rule.

Tenants remain responsible for any damage caused by any animal, including pets, service animals, or assistance animals.

Failure to disclose an animal may result in denial of the application, lease violation, applicable fees where permitted by law, or termination of tenancy.

14. Move-In Date and Lease Term

The requested move-in date and requested lease term may be considered during application review.

Some properties may require a specific lease start date, minimum lease term, or occupancy timeline. Applications that best match the owner’s approved rental terms and property availability may receive stronger consideration.

15. Co-Signers or Guarantors

A co-signer or guarantor may be considered at the discretion of the property owner or management company.

If accepted, the co-signer or guarantor must complete a separate application, pay the applicable application fee, and meet the required screening criteria.

Co-signers or guarantors may be required to show stronger income and credit qualifications than the applicant.

16. Incomplete or Inaccurate Applications

Applications must be complete, accurate, and truthful.

An application may be denied if:

• Required information is missing
• Supporting documents are not provided
• Information cannot be verified
• False or misleading information is provided
• Applicant omits material information
• Applicant fails to disclose all adult occupants
• Applicant fails to disclose pets or animals
• Applicant refuses to authorize screening or verification

Providing false, incomplete, or misleading information may result in denial or cancellation of approval.

17. Approval Conditions

Approval may be subject to additional conditions, including but not limited to:

• Payment of security deposit
• Payment of first month’s rent
• Pet approval and pet documentation
• Proof of renter’s insurance, if required
• Utility transfer confirmation
• Signed lease and addenda
• Owner approval, where applicable
• Completion of all required documentation by all adult occupants

A property is not secured until all required funds are paid and all required lease documents are fully signed by all parties.

18. Denial of Application

An application may be denied for reasons including, but not limited to:

• Insufficient verifiable income
• Unsatisfactory credit history
• Poor rental history
• Prior eviction history
• Unpaid landlord or utility debt
• False or incomplete application information
• Criminal history that presents a direct concern under the screening criteria
• Failure to provide required documentation
• Failure of all adult occupants to apply
• Occupancy limit concerns
• Requested lease terms that do not meet the owner’s rental criteria
• Property no longer being available

If an application is denied based in whole or in part on information received from a consumer report, the applicant may receive information regarding their rights under applicable consumer reporting laws.

19. Final Decision

Final approval is based on the full application package and the property’s written rental criteria.

Hitchcock Realty & Associates, LLC reserves the right to approve, conditionally approve, or deny an application based on the screening results and applicable rental criteria, provided all decisions are made in compliance with fair housing laws and other applicable laws.

20. Questions

If you have questions about the rental application process or rental criteria, please contact our office before submitting your application.

Hitchcock Realty & Associates, LLC
4459 Arendell Street, Suite 5
Morehead City, NC 28557
Phone: (252) 648-0300

Office Hours: Monday through Friday, 9:00 AM to 5:30 PM