How long should I hold a unit for an approved applicant?

Set a short, written deadline, such as a few days, for signing the lease and paying. Tell the applicant at approval, and hold the same deadline for everyone.

Can I collect the deposit before the lease is signed?

Many owners take a signed holding agreement first. Rules on holding deposits differ by state, so check your state before you collect money without a lease.

Do I need to re-key the locks between tenants?

Some states require it, and it is a good practice everywhere, since you cannot know how many keys the last tenant kept.

Approved Applicant: Checklist Before Move-In

After you approve an applicant, work in this order: tell them in writing, send the lease and required disclosures, collect the deposit and first month as your state allows, confirm utilities and insurance, prepare the unit, and book the walk-through. Treat the days in between as a deadline, because an approved applicant who hears nothing may rent elsewhere.

Step 1: the approval message

Send the approval in writing, with the unit, rent, deposit, the move-in date, and what happens next. Tell them how long you will hold the unit, and what they must do to keep it. If you also approved with a condition, such as a co-signer, say that clearly. If any report played a part in setting that condition, the adverse action rules apply; see the screening checklist.

Tell the other applicants the outcome at the same time. Do not say a unit is rented until it is, because misstating availability is prohibited (24 CFR 100.80).

Step 2: lease and disclosures

Send the lease for signature. Read it to match the agreed rent, term, start date, occupants and pet terms.
Attach what your state or city requires. Federal law requires a lead-based paint disclosure for most housing built before 1978; see lead paint disclosure.
Add any addenda you need, such as pets or parking; see lease addenda.
Check state lists of required notices; see lease clauses and disclosures.
Send the signed copy back to every adult tenant.

Step 3: deposit and first rent

States cap the security deposit and set rules on where it is held, how it is returned and sometimes on interest. Check your state's statute before you name a number. Tell the tenant exactly how to pay: to your bank, with the memo you want. Get the payment before keys, and record the deposit as money you owe back, not income; see deposit accounting.

Example a made-up lease starts on the 15th at $1,500 a month with a $1,500 deposit. The first month is prorated: 17 days of 31 is 17/31 of $1,500, which is $822.58. Money due before keys: $1,500 deposit plus $822.58, which is $2,322.58.

Step 4: utilities, insurance and contacts

Ask the tenant to put electric and gas, if tenant-paid, in their name starting on the move-in date.
If your lease requires renters insurance, ask for the policy proof before keys.
Collect an emergency contact and confirm how the tenant wants to be reached.
Tell them how to report a repair and who to call after hours; see emergency maintenance plan.
Tell them how to pay rent each month and the due date.

Step 5: get the unit ready

Clean it, and confirm that locks, smoke alarms and carbon monoxide alarms work. Many states require alarms; see alarm rules.
Change or re-key the locks for the new tenant.
Fix the open items from the last turn; see unit turnover checklist.
Take dated photos of every room before the tenant arrives.
Prepare the keys, fobs, garage openers and mailbox key, and count them.

Step 6: the walk-through

Walk the unit with the tenant or have them fill out a condition form within a few days, and keep a signed copy. It protects both sides when the deposit is returned. A full form is in the move-in condition report guide.

How DoorKeeping handles it

You ask Claude or ChatGPT to prepare the lease. After your one-tap approval, DoorKeeping sends it to the tenant for e-signature and stores the signed copy with the unit's documents. You can email the tenant the move-in instructions. Rent stays in your own bank account: the tenant pays you directly, DoorKeeping never holds it, and each tenant gets a memo like 12B SMITH and an exact amount so deposits are easy to match.

Sources

U.S. Code, Title 42, Section 3604 (Fair Housing Act, discrimination in sale or rental), read Oct 30, 2026
24 CFR 100.80, Discriminatory representations on the availability of dwellings, read Oct 30, 2026
EPA, Real Estate Disclosures about Potential Lead Hazards, read Oct 30, 2026

Questions

How long should I hold a unit for an approved applicant?: Set a short, written deadline, such as a few days, for signing the lease and paying. Tell the applicant at approval, and hold the same deadline for everyone.
Can I collect the deposit before the lease is signed?: Many owners take a signed holding agreement first. Rules on holding deposits differ by state, so check your state before you collect money without a lease.
Do I need to re-key the locks between tenants?: Some states require it, and it is a good practice everywhere, since you cannot know how many keys the last tenant kept.