Can a landlord ask for a social security number?

In many places yes, typically to run a credit or background check, but it is highly sensitive. Where possible let the applicant supply it directly to the screening provider instead.

Can a landlord ask for bank account statements?

Yes. Applicants commonly redact account numbers, which is reasonable — the deposits are the relevant part.

How long should I keep applicant documents?

Only as long as you have a reason to. Set a retention window, tell applicants what it is, and delete on schedule.

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What documents can landlords request?

You can ask for a great deal. The better question is what you should ask for, and what you take on by holding it.

General information, not legal advice. Some jurisdictions restrict specific requests — including immigration status, social security numbers, and criminal history — and data protection obligations may apply to what you store.

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Routinely requested

Government-issued photo identification
Proof of income appropriate to the applicant's work
Current and prior addresses
Prior landlord contact details
Employer contact details
Personal or professional references
Pet details and, where relevant, vehicle details

Sensitive — request only with a clear purpose

Full social security numbers, full bank account numbers, dates of birth, and any medical information. Each of these materially raises what happens if your records are breached, and several are restricted in some jurisdictions.

If you use a screening provider that needs an SSN, let the applicant provide it directly to that provider rather than to you.

Commonly restricted

Immigration or citizenship status, and criminal-history questions, are restricted or prohibited in a growing number of states and cities. Source-of-income protections in many jurisdictions also limit refusing housing vouchers or benefit income. Check your local rules before adding either to an application.

Storage is part of the request

Redact what you do not need. Store documents in access-controlled private storage, not an inbox or a shared drive. Set a retention period for unsuccessful applicants and delete on schedule. Never forward applicant documents to a third party without a stated purpose.

Frequently asked questions

Can a landlord ask for a social security number?: In many places yes, typically to run a credit or background check, but it is highly sensitive. Where possible let the applicant supply it directly to the screening provider instead.
Can a landlord ask for bank account statements?: Yes. Applicants commonly redact account numbers, which is reasonable — the deposits are the relevant part.
How long should I keep applicant documents?: Only as long as you have a reason to. Set a retention window, tell applicants what it is, and delete on schedule.

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