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Application Fee Calculator
Right-size your tenant application fee against actual screening cost, admin time, and any state cap. The break-even fee covers your hard cost; charging above that captures revenue but must respect FCRA reasonable-cost rules and state-by-state limits.
Set 0 if no cap
Net margin per applicant
-$10
Break-even fee per applicant
$65
Net per unit filled
-$40
Annual net from fees
-$320
Annual fee revenue (gross)
$1,760
Hard cost per unit filled
$260
State cap status
Within cap
How the math works
Most landlords charge $40-$75 per rental applicant to cover credit, criminal, eviction, and income verification reports plus administrative time. Several states cap or regulate the fee — California limits at $30 + CPI (currently ~$59), Washington requires actual-cost-only, New York City effectively prohibits fees above $20 with strict enforcement. Charging above the cap is per-applicant statutory damages.
FCRA "reasonable cost" doctrine prohibits charging more than the actual incremental cost of obtaining reports. Profits on application fees are generally not protected — most state attorneys general have brought cases against large operators charging $75-$150 with under $30 of actual cost. Always document the actual report invoices and admin time per file.
How to Use
- Enter the application fee you charge per applicant.
- Set typical applicants per unit filled (3-5 is normal).
- Enter the wholesale cost of each report (credit, criminal, eviction, income).
- Enter admin minutes per application and your hourly rate.
- Set the state-allowed maximum fee.
- Enter annual units turned for the portfolio total.
Frequently Asked Questions
How much can I charge?
Most states allow $40-$75. California caps at $30 + CPI (currently ~$59). Washington and Oregon require actual-cost-only with documentation. NYC limits $20 effectively. Texas and most non-coastal states are uncapped but FCRA reasonable-cost doctrine still applies — overcharging triggers state AG enforcement.
Do I have to refund losing applicants?
Most states say no — the fee is for the screening service, not contingent on selection. A few states require refund of any unused portion (e.g., if you didn't actually pull a credit report). Best practice: pull and retain reports for every paid applicant, retain receipts, and provide them on request.
Can I charge more if applicants are co-applicants?
Charge per adult applicant who needs screening. Most leases require all adults 18+ on the application; each pays the fee. Children under 18 do not require screening and cannot be charged.
What's reasonable admin time?
Typical: 15-25 minutes per application — pulling reports, reviewing, calling references, deciding. High-touch boutique landlords can hit 45-60 minutes per file. Property management software (RentRedi, AppFolio, Buildium) cuts this to 10-15 minutes via automation but doesn't change the FCRA actual-cost rule.
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