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Journal · How-to guide

How to Apply for an Apartment in NYC: A Step-by-Step Guide

Documents, income and guarantor norms, fees under the FARE Act, and your source-of-income rights, in plain language.

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9 min readJune 8, 2026

The short answer

Applying for a New York City apartment comes down to four steps and one folder of documents.

Before you start

What applying actually involves

The New York City rental process moves fast, so the renters who get the apartment are usually the ones who came prepared. This guide walks the four steps, lists the documents you will be asked for, explains the income and guarantor norms in plain terms, and covers the fees, including what recently changed under the FARE Act. It applies to most market-rate rentals; your specific building may ask for slightly more or less.

The process

Four steps to a signed lease

  1. Gather your documents

    Before you apply, assemble a single folder: a government-issued photo ID, recent pay stubs, your most recent tax return or a W-2, two to three months of bank statements, and an employment or offer letter. Having these ready lets you apply the same day you see a place you like.

  2. Submit the application

    Complete the building's rental application and submit it with your documents and any required application fee. If you are using a guarantor or a housing voucher, note that on the application so the landlord assesses your file correctly from the start.

  3. Pass screening

    The landlord runs a credit and background check and verifies your income and employment. New York State caps the combined credit and background check fee at $20. If your file relies on a guarantor or a voucher, this is when that documentation is reviewed alongside yours.

  4. Sign the lease

    Once approved, you review and sign the lease and pay the move-in costs, typically the first month's rent and a security deposit. Read the lease for the start date, any concession such as free months, and the renewal terms before you sign.

The paperwork

Documents you will need

Most New York City applications ask for the same core set. Have these ready as PDFs so you can submit on the spot:

  • A government-issued photo ID, such as a driver's license or passport.
  • Proof of income: recent pay stubs, an employment or offer letter, and your most recent tax return or W-2.
  • Two to three months of recent bank statements.
  • Contact details for a previous landlord or a personal reference, if requested.
  • If you use a guarantor, the same income and identity documents for them.

Income and guarantors

Income, guarantors, and your rights

Many New York City landlords look for an annual income around 40 times the monthly rent, and ask a guarantor to show roughly 80 times. It is worth being clear about what that is: a common industry convention, not a legal requirement. Landlords set their own standards, and a guarantor, a guarantor service, additional savings, or a housing voucher can all substitute for the income test.3

Your rights here are firm. Source-of-income discrimination has been illegal in New York City since 2008 under the NYC Human Rights Law. A landlord cannot refuse you, or advertise a preference against you, because you pay with a lawful subsidy such as Section 8, CityFHEPS, HASA, or SSI. When you use a voucher, affordability is assessed on your share of the rent, not the full rent, so the 40-times rule does not apply to the covered portion. The Astelle welcomes applicants using vouchers and other lawful sources of income.4

What it costs

Application and broker fees

Two fee rules are worth knowing. First, New York State caps the tenant's combined credit and background check fee at $20 total, so an application fee above that for screening is not permitted. Second, the FARE Act, in effect since June 2025, requires the party who hires the broker to pay the broker's fee, and since landlords are the ones who hire brokers to list their apartments, tenants are no longer charged that fee in those cases.1

Your largest up-front costs are usually the move-in amounts: the first month's rent and a security deposit, which New York State limits to one month's rent on most rentals. A landlord must disclose every fee you will pay before you sign. Watch for concessions too: a building offering free months lowers your effective rent over the lease term.2

Ready to apply

Apply at The Astelle

If The Astelle is on your list, you can start the application directly, and our guarantor page explains the options if you need one.

Start an applicationRead about guarantors

Sources

  1. Fairness in Apartment Rental Expenses (FARE) Act, NYC Department of Consumer and Worker Protection
  2. Credit and background check fee cap, New York State (Housing Stability and Tenant Protection Act)
  3. NYC landlords want tenants who earn 40 times the monthly rent, BrickUnderground (the 40x convention and alternatives)
  4. Source of Income Discrimination, NYC Commission on Human Rights
Reviewed by The Astelle editorial teamUpdated June 8, 2026
A move-in-ready residence living room at The Astelle, opening through glass doors onto a private balcony.

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