Getting approved for your first apartment feels like the hard part is over. It’s not. The hard part is navigating everything that comes next, move-in costs you didn’t see coming, a landlord who goes quiet when something breaks, and a security deposit dispute six months down the line over a wall scuff that was already there when you moved in.
None of this is complicated once you know what to expect. Here’s the full picture.
Before You Move In
What landlords actually check
When you apply, landlords typically run a credit check, verify your income, and look at your rental history. The income standard most landlords use is that your gross monthly income should be at least three times the monthly rent. For a $1,500-per-month apartment, that means showing roughly $4,500 per month in gross income.
They’ll also look at your credit score. Many landlords have a minimum, often somewhere around 620 to 650, though this varies. Limited credit history is a different problem than bad credit, some landlords will work with you on this.
Rental history means they may contact previous landlords. If this is your first rental, you have none, which some landlords treat as a risk. References from employers, professors, or other people who can vouch for your reliability can help fill that gap.
Application fees
Most landlords charge an application fee, typically $25 to $100, to cover the cost of running your credit and background check. These fees are almost always non-refundable, even if you’re rejected, even if you change your mind, even if the landlord picks someone else first. Treat it as gone the moment you hand it over.
Apply to places you genuinely want. Don’t spray applications everywhere hoping something sticks. Each fee is real money.
If you don’t meet the requirements
A few options:
Co-signer. A parent or trusted adult with strong credit agrees to be legally responsible if you default. Common for first-time renters with limited credit history. Your co-signer is on the hook for everything, so ask only people who trust you completely.
Larger deposit. Some landlords will accept a bigger upfront deposit in lieu of strong credit, sometimes two or three months’ rent instead of one. Not universal, but worth asking.
Stronger references. A reference letter from an employer or a direct recommendation from someone the landlord respects can sometimes tip a borderline application.
The security deposit
The security deposit is money you give the landlord upfront that they hold while you live there. Leave the apartment in good condition and you get it back. Damage it and they can keep some or all of it to cover repairs.
Typical amounts are one to two months’ rent. Some states cap how much a landlord can charge, California caps it at two months for unfurnished units, New York has a one-month cap for most residential leases. Check your state’s rules.
What the deposit covers: damage you caused beyond normal wear and tear, cleaning if you leave the unit a mess, unpaid rent.
What it doesn’t cover: normal wear and tear. Faded paint, small nail holes from hanging pictures, carpet worn down from regular use, none of that is damage. It’s the expected result of someone living in a space. Landlords can’t charge you for it, though some try.
The move-in cost shock
Here’s the number that surprises almost everyone: you may need to hand over two or three months’ worth of rent before you sleep a single night in the apartment.
A typical move-in cost structure looks like this:
- First month’s rent: $1,500
- Last month’s rent: $1,500
- Security deposit: $1,500
That’s $4,500 before you pay for a moving truck, buy a shower curtain, or set up internet. Not every landlord requires last month’s rent upfront, but many do. Ask before you fall in love with an apartment.
Budget for this number well in advance. It’s the biggest financial shock of first-time renting, and it catches people off guard every time.
Move-In Day: Document Everything
This is the most important thing you can do for your future self, and most first-time renters skip it.
Why it matters
Nearly every security deposit dispute comes down to one question: was this damage here before you moved in, or did you cause it? If you can’t prove a scratch or stain was pre-existing, the landlord may try to charge you for it when you leave. Your only protection is documentation you created the day you arrived.
How to do the move-in inspection
Walk through every room before you move a single item in. Take photos and short videos of everything, including:
- Every wall, floor, and ceiling (even if they look fine)
- Every appliance, inside the oven, inside the fridge, the condition of the stovetop
- Windows, blinds, and window tracks
- Every door and lock
- Inside every closet
- The bathroom, tub, toilet, tiles, caulk around the tub, under-sink area
- Any outdoor space, balcony, or parking spot that comes with the unit
The photos need to be timestamped. The easiest way is to use your phone’s camera, most smartphones embed date and time in the photo metadata automatically. Sync to cloud storage and the date is locked in.
Get it in writing
Many landlords provide a move-in checklist, a form where you both note the condition of everything in the unit. Fill it out honestly, note every existing problem no matter how minor (“small scuff on living room wall, left of window”), and make sure the landlord signs it. Keep a copy.
If the landlord doesn’t provide a checklist, create your own. Write down what you found and email it to the landlord: “Per my walk-through today, I noted the following existing conditions…” followed by your list. This email does two things: it documents the damage, and it creates a written record with a timestamp that the landlord received it.
If the landlord refuses to sign anything or pushes back on the documentation process, that is a red flag, but your photos and email still protect you.
Setting Up Utilities
What the landlord covers versus you
This varies wildly. Some apartments include water, trash, and heat in the rent. Some include nothing. You need to know this before you sign the lease, confirm it in writing, not just in a verbal conversation.
Common patterns:
- Building-wide utilities (water, trash, sometimes heat) are often landlord-covered in older buildings and multi-unit complexes
- Individual unit utilities (electricity, gas for your stove, internet) are almost always your responsibility
- Heat and hot water: can go either way, confirm specifically
If the lease is vague, email the landlord before signing: “Can you confirm which utilities are included in rent and which I’m responsible for?” Get the answer in writing.
Starting service in your name
For electricity and gas, contact the utility provider serving your building, your landlord or a quick search for “[your city] electric utility” will point you there. You’ll typically need:
- Your new address and unit number
- The date service should start (your lease start date)
- Your Social Security number (they run a soft credit check)
- Payment method for the deposit some utilities require
Start this process a week before move-in. Don’t leave it until the day you arrive.
For internet, shop around, prices vary significantly by provider, and your building may have a deal with one carrier. Schedule installation a few days after move-in if the first appointment slot doesn’t fall on move-in day.
If a utility is still in a previous tenant’s name
This occasionally happens and creates problems. Call the utility company immediately, explain the situation, and ask them to transfer service. You’re not responsible for a prior tenant’s bill, and the utility company handles this regularly. Don’t just start using electricity that’s active under someone else’s name, that prior tenant could close their account at any point, leaving you without power.
Renter’s insurance
Many leases require it. Even when they don’t, you should have it.
Renter’s insurance covers your belongings if they’re stolen or damaged by fire, water leak, or other covered events. It also covers liability, if a guest trips in your apartment and sues you, renter’s insurance covers that. A typical policy runs $10 to $20 per month for $15,000 to $30,000 of personal property coverage. It’s one of the best deals in personal finance.
Get a policy before move-in day. Start with your auto insurance carrier, bundling often gets you a discount.
Landlord vs. Tenant Responsibilities: Who Fixes What
This is where most first-time renters feel most lost. Here’s the general breakdown:
Your landlord is responsible for:
- Heating and cooling systems
- Plumbing, pipes, hot water, water pressure
- Structural issues, roof, foundation, walls
- Appliances that were in the unit when you moved in
- Pest control, in most cases, roaches, mice, and bedbugs are typically a landlord issue since they’re building-wide problems
- Common areas, hallways, lobbies, laundry rooms
- Anything that affects the unit’s habitability
You are responsible for:
- Replacing lightbulbs
- Keeping the unit reasonably clean
- Damage you, your guests, or your pets caused
- Minor cosmetic wear you created
Gray zones:
- Window screens: often tenant responsibility to maintain, but check your lease
- Clogged drains: if your hair clogged the drain, that is on you. If the building’s drain line is backed up, that is on the landlord.
- Yard maintenance: entirely depends on what the lease says
The implied warranty of habitability
Every state has some version of this legal concept: a landlord must maintain the unit in a condition fit for human habitation. In practice, that means:
- Working heat (and in many states, working air conditioning)
- Hot water
- Working locks on doors and windows
- No significant mold or pest infestation
- Structurally sound walls, floors, and ceilings
If a landlord fails to maintain any of these and doesn’t fix them after proper notice, you have legal options, including, in many states, the right to withhold rent or arrange repairs and deduct the cost. The exact rules differ significantly by state. Know yours.
How to Request Repairs Correctly
This is where a lot of tenants make a costly mistake: they call the landlord, the landlord says “I’ll take care of it,” nothing happens, and weeks later there’s no record the request was ever made.
Always put repair requests in writing. Email or a tenant portal, not just a phone call. Your message should include:
- What’s broken and specifically where it is
- When you first noticed the problem
- Any photos or videos you have
If the landlord’s property management system has a portal, use it, those requests are automatically timestamped and logged. If you call first, follow up with an email: “Following up on our call today, I wanted to put in writing that [description of problem] in my unit has been ongoing since [date].”
Take photos and video of the problem before the repair happens. Take photos after, too, to confirm it was actually fixed.
Emergencies versus routine requests
Emergencies, no heat in winter, gas leak, active flooding, broken entry lock, warrant calling immediately and documenting in writing right after. Landlords are typically expected to address emergencies within 24 hours.
Routine repairs, a slow drain, a running toilet, a broken cabinet hinge, should be addressed within a reasonable timeframe, often considered 30 days, though many landlords move faster.
If your landlord ignores repair requests
Document every request with dates. If reasonable time passes with no response, send a written follow-up stating specifically what you asked for and when. Many states give tenants the right to “repair and deduct”, hire someone to fix the problem and subtract the cost from next month’s rent, but the rules vary significantly and there are often caps on the amount. Look up your state’s tenant repair rights before going this route.
Some cities have tenant hotlines or housing agencies that can apply pressure on unresponsive landlords. Worth a call before escalating to legal options.
During Your Tenancy: Costs That Catch People Off Guard
Your rent is not your only housing expense. These are the things first-timers forget to budget for:
Parking. In many apartment buildings, especially urban ones, parking isn’t included in rent. A spot in a building garage can run $50 to $300+ per month depending on the city.
Pet deposits and monthly pet rent. If you have or plan to get a pet, expect an upfront pet deposit (often $200 to $500, sometimes non-refundable) plus monthly pet rent ($25 to $75 per month per pet) on top of your regular rent.
Storage fees. Some buildings charge separately for storage units, typically $25 to $75 per month.
Amenity fees. Newer buildings sometimes charge monthly fees for gym access, package lockers, or other amenities. These may or may not be in your lease, read it.
Shared laundry. In-unit laundry is a luxury. If you’re using a shared laundry room, budget $2 to $5 per load. At one load per week, that’s $100 to $260 per year.
Guest parking. Some buildings charge for guest parking passes or have strict limits. Figure this out early if you have people over regularly.
Renter’s insurance. Budget $120 to $240 per year if you haven’t already.
Utilities you didn’t think about. If you’re paying your own electricity and gas, your first winter heating bill may be significantly higher than your summer bill. Ask the building manager what average utility costs look like for your unit size before you move in.
What Landlords Can and Cannot Do
Notice before entering
Your landlord can’t walk into your apartment whenever they want. In most states, they are required to give 24 to 48 hours’ notice before entering for non-emergency reasons like inspections, repairs, or showing the unit. Check your state’s specific rule. It’s usually in the lease as well.
In a genuine emergency, fire, flood, gas leak, a landlord can enter without notice. That’s the only real exception.
Retaliation
A landlord can’t legally retaliate against you for exercising your rights. If you report a code violation, request repairs, or organize with other tenants, and then suddenly face an eviction notice, rent increases, or reduced services, that is retaliation, and it’s illegal in every state. Document the timeline carefully if this happens.
Fair Housing Act
Landlords can’t discriminate based on race, color, national origin, religion, sex, familial status, or disability. Many states and cities extend these protections further, sexual orientation and source of income are protected in many places. If you believe you were denied housing or treated differently based on a protected characteristic, HUD handles complaints.
Utilities as use
A landlord cannot shut off your heat, water, or electricity to pressure you to pay rent or leave. Doing so is illegal in every state and is called “constructive eviction.” If this happens, document it, contact local housing authorities, and consult a tenant rights organization.
Getting Your Security Deposit Back
Timeline
Most states require landlords to return your deposit within 14 to 30 days after you move out. The exact timeframe depends on your state, look it up. Missing this deadline is itself a violation in most places and can mean the landlord forfeits the right to make any deductions at all, or owes you double or triple the deposit as a penalty.
What they can legally deduct
- Damage beyond normal wear and tear that you caused
- Cleaning costs if you left the unit genuinely dirty
- Unpaid rent
What they cannot deduct
- Normal wear and tear, faded paint, small nail holes from hanging pictures, carpet worn from regular foot traffic, minor scuffs on walls
- Repairs for things that were broken when you moved in (this is why your move-in photos matter)
- Upgrades or improvements they wanted to make anyway
If a landlord deducts for normal wear and tear, they are doing it illegally. Many landlords count on tenants not knowing this, or not pushing back.
How to dispute wrongful deductions
If you receive your deposit back with deductions you believe are improper, start with a written demand letter. State specifically which deductions you dispute and why, reference your move-in photos and checklist, and give the landlord a deadline (usually 10 to 14 days) to refund the disputed amount.
If they refuse, small claims court is designed exactly for this. Filing fees are low (often $30 to $75), no attorney is required, and deposit disputes typically fall within small claims limits. Many states impose penalties of two or three times the wrongfully withheld amount if a judge agrees the landlord acted improperly. That penalty often motivates landlords to settle before it gets to court.
The move-out walkthrough
Request a move-out inspection with your landlord present before you hand in your keys. Walk through together and ask them to note any concerns on the spot. This gives you a chance to address anything they see and prevents surprises on the deposit itemization. Some states give you the right to request this walkthrough by law, check yours.
Take photos of every room when you leave, the same way you did when you moved in.
Renewing or Leaving
Notice to vacate
Your lease will specify how much notice you need to give before moving out, typically 30 or 60 days. Read this carefully. If you give 29 days’ notice when the lease requires 60, you may owe rent for those extra days even after you’ve moved out.
Set a calendar reminder 90 days before your lease ends so you have time to decide and give proper notice.
Breaking the lease early
If you need to leave before your lease ends, you’re generally responsible for rent for the remaining months until the landlord finds a replacement tenant. Most states require landlords to make a reasonable effort to re-rent the unit rather than simply collecting from you indefinitely. But “reasonable effort” is vague and disputes happen.
Many leases include a lease buyout clause, a fixed fee (often one to two months’ rent) you pay to exit early. If yours has this, it is usually cheaper and cleaner than the alternative.
If you need to break the lease due to job loss, domestic violence, military deployment, or a significant habitability issue the landlord refused to fix, there may be legal protections that allow you to exit without penalty. These vary by state.
Month-to-month
After your fixed lease term ends, many leases automatically convert to month-to-month, this gives you flexibility, you can leave with 30 days’ notice, but the landlord can also raise rent or ask you to leave with the same notice. Month-to-month works well if you’re uncertain about your next move. It’s not ideal if you want price stability.
Getting a reference
Before you move out, ask your landlord for a reference. If you paid rent on time and left the place in good shape, most landlords will provide one. A solid landlord reference makes the next application significantly easier. It’s the rental history that brand-new renters lack.
Renting is a skill. The first time, you’ll probably make at least one mistake, give notice too late, skip the move-in photos, forget to put a repair request in writing. The people who do well over multiple rentals are the ones who learned from those mistakes early. Now you know what to watch for before it costs you.