Rental Criteria & Application
Equal Housing Opportunity
Ember Realty is committed to full compliance with all applicable federal, state, and local Fair Housing laws. All applicants are evaluated using consistent, objective criteria without regard to any protected class. Screening standards are applied uniformly to all applicants.
General Applicant Requirements
Tenant qualifying standards are the first step in our screening process. We use these criteria to help ensure peace of mind for our property owners. This page outlines the key factors we review when evaluating applicants, including:
Household Income
Verifiable income must meet the minimum net income requirement to support the lease.
Rental History
Applicants must demonstrate a history of timely payments and responsible tenancy.
Credit History
Credit is reviewed for overall financial responsibility and significant risk indicators.
Criminal history
Background results are evaluated based on relevance, severity, and recency.
Applications are evaluated using consistent criteria, with all information verified and considered as part of the overall application.
Financial Criteria
Applicants must demonstrate sufficient, stable income to meet ongoing rental obligations.
Income Guidelines
As a general guideline:
Take-home (net) income should generally be at least two (2) times the monthly rent. These guidelines are used to assess affordability and overall financial capacity.
Net income refers to verifiable take-home pay after standard payroll tax withholdings. Certain voluntary deductions may be reviewed where appropriate.
Income Verfication
Applicants must provide documentation sufficient to verify income. Documentation may include:
- W-2 Employees: Recent pay stubs and/or employer verification
- Self-Employed Applicants: Tax returns, profit and loss statements, and/or bank statements
- Fixed Income: Award letters or account statements
Additional documentation may be requested as needed to confirm income consistency and stability
Acceptable Income Sources
Income may include, but is not limited to:
- Employment wages or salary
- Self-employment income
- Retirement or pension income
- Disability or government benefits
- Court-ordered or legally documented payments
- Other verifiable, recurring income
All income must be documented, stable, and likely to continue.
Income evaluation
Income is evaluated based on:
- Consistency and stability of earnings
- Source and reliability of income
- Length of employment or income history
- Alignment between reported income and documentation
- Multiple applicants may combine income
- Variable or non-traditional income may require additional review
- Meeting income guidelines alone does not guarantee approval
All applications are assessed based on the overall financial profile, not on income alone.
Rental History Criteria
Applicants must demonstrate a history of responsible tenancy or housing stability. Rental and housing history will be verified when available and may include prior landlords, property managers, or other reliable sources.
What we review
We may review rental or housing history for the past 3 to 7 years, including:
- On-time rent payment history
- Lease compliance and adherence to community rules
- Property condition at move-out
- Proper notice and fulfillment of lease obligations
- Landlord or property manager references, when available
No Prior Rental History
Applicants with limited or no rental history may still be considered. Additional requirements may apply, such as:
- Increased security deposit
- Last month’s rent
- Guarantor program acceptance
- Additional income or credit review
If rental history cannot be verified, additional documentation or alternative evaluation methods may be required.
Issues That May Affect Approval
The following may negatively affect an application:
- Prior evictions or eviction filings
- Unpaid balances owed to a landlord or property manager
- Repeated late rent payments
- Lease violations
- Unauthorized occupants or pets
- Excessive property damage beyond normal wear and tear
- Early lease termination without fulfilling lease obligations
Final Evaluation
Rental history is evaluated as part of the overall application review.
- No single factor alone determines approval
- Paid balances, settlements, or documented payment arrangements may be considered
- Applications are assessed based on the full applicant profile
Credit History Criteria
Creditworthiness is evaluated based on overall financial behavior, including payment history, outstanding debt, collections, and housing-related balances. Credit score is one factor among many and is not the sole determining factor.
Credit Guidelines
As a general guideline:
- A minimum credit score of 550 is required for consideration
- Higher credit scores and strong payment history indicate lower risk
- Lower credit scores or negative credit history may require additional review or conditions
Applicants with credit scores below 550 may not qualify; however, applications are evaluated on a case-by-case basis where permitted by law.
What We Review
We may review the following:
- Payment history (on-time vs. late payments)
- Outstanding debt and overall credit utilization
- Collections, charge-offs, or accounts in default
- Housing-related debt (e.g., prior landlord balances or utility accounts)
- Public records such as judgments or liens
Greater weight may be given to recent and housing-related financial activity.
Factors That May Affect Approval
The following may negatively affect an application:
- Unpaid landlord or housing-related debt
- Recent collections or charge-offs
- Pattern of late or missed payments
- High levels of outstanding debt relative to income
- Open judgments or liens
Applicants with limited or challenged credit history may still be considered but may be subject to additional requirements.
Final Evaluation
Credit is evaluated as part of the overall application profile.
- No single factor alone determines approval
- Positive factors (such as strong income or rental history) may offset weaker credit
- Additional conditions may be required, such as:
- Increased security deposit
- Last month’s rent
- Approved guarantor
All applications are assessed holistically based on total financial strength and risk.
Criminal Criteria
A criminal background check will be conducted. Applications are evaluated based on the nature, severity, and recency of any offenses, and their relevance to the safety of residents, property, and the community. Not all criminal records will result in denial.
Screening Guidelines
Criminal history is evaluated based on:
- The nature and severity of the offense
- The recency of the offense
- The number or pattern of offenses
- The relevance to resident safety, property, or community
Not all criminal records will result in denial. Each application is reviewed using consistent criteria.
What May Affect Approval
The following may be considered in the evaluation:
- Violent or threatening behavior
- Crimes involving property damage or theft
- Drug-related offenses involving distribution or manufacturing
- Offenses that may impact the safety or well-being of residents
Greater weight may be given to recent or serious offenses.
Additional Considerations
The following may be considered as part of the review:
- Evidence of rehabilitation or positive history since the offense
- Length of time since the offense occurred
- Overall application profile, including income, credit, and rental history
Applicants may be required to provide additional information or documentation.
Final Evaluation
Criminal history is evaluated as part of the overall application.
- No single factor alone determines approval
- Decisions are based on the full applicant profile and risk assessment
- Applications are reviewed in accordance with applicable laws and guidance
Pet & Animal Policy
Pets are subject to approval and must comply with property-specific guidelines. Certain fees, deposits, or monthly charges may apply.
Pet Guidelines
Pets may be approved based on:
- Type, breed, and size
- Number of animals
- Property-specific restrictions
- Overall application profile
Pet policies may vary by property, owner requirements, or community rules.
Fees & Requirements
Approved pets may be subject to:
- Non-refundable pet fees
- Refundable pet deposits
- Monthly pet rent
Additional documentation may be required, such as vaccination records or pet screening profiles.
Restricted or Conditional Pets
Some pets may be restricted or require additional review based on:
- Breed or weight limitations
- Local regulations or insurance requirements
- Property or community restrictions
Unauthorized pets or animals may constitute a lease violation.
Assistance Animals
Service animals and emotional support animals are not considered pets.
They are evaluated in accordance with applicable laws. Applicants may be required to provide reliable documentation supporting the need for an assistance animal where permitted by law.
No pet fees, pet rent, or pet deposits apply to approved assistance animals.
Security Deposit Alternative
Enjoy Financial Flexibility!
Ember Realty is proud to offer deposit-free living to qualified renters through Obligo! We understand that moving costs can add up, so we want to extend financial flexibility to our residents.
When you move in with us, you can skip paying a security deposit and keep the cash for activities you care about.
Learn more about the benefits of deposit-free living with Obligo’s brochure or on their website.
Miscellaneous Policies
Additional Important Information To Know.
All tenants are required to carry $100,000 in property damage liability insurance to cover tenant-caused damage to the landlord’s property. Coverage must include fire, smoke, explosion, accidental water discharge, and sewer backup.
Automatic Enrollment
Tenants will be automatically enrolled in Ember Realty’s master tenant liability policy for $12.95/month, unless they opt out.
Opt-Out Requirements
You may opt out by providing:
- Proof of active insurance showing coverage start/end dates and policyholder details.
- Ember Realty is listed as “Additional Interest.”
- Liability coverage of at least $100,000.
Failure to Maintain Coverage
If your personal policy lapses, Ember Realty will enroll you in the default program at $12.95/month plus a $25 one-time setup fee.
Important Notice
This policy does not cover tenant belongings and does not name you as an insured party under the landlord’s policy. It is not a substitute for personal renters’ insurance.
The Ember Realty Resident Benefits Package (RBP) delivers savings and convenient, professional services that make taking care of your home second nature. By applying, Applicant agrees to be enrolled and to pay the applicable cost of $35/month, payable with rent.
Your RBP may include, subject to property mechanicals or other limitations:
- HVAC air filter delivery directly to your door approximately every 60 days.
- Utility concierge service: one call set up your utility services, cable, and internet services
- A resident rewards program that helps you earn rewards for paying your rent on time.
- Credit building to help boost your credit score with timely rent payments.
- $1M Identity Protection for all adult leaseholders
- 24/7 online maintenance reporting
- Home buying assistance for when the time is right to buy your “forever” home.
- Online portal: Access to your account, documents, communication and payment options.
- Vetted vendor network: we find the technicians who are reputable, licensed, and insured.
NOTE: The total monthly cost of the Resident Benefits Package is all-inclusive, and no discounts will be given if any element of the package is unavailable due to a lack of HVAC or another limitation at a specific property.
All Applicants are strongly encouraged to view the Property prior to filling out an application. Landlord makes no express or implied warranties as to the Property’s condition. Should Applicant and Landlord enter into a lease, Applicant can request repairs or treatments in writing through Ember Realty’s Resident Center. All rental properties are leased AS-IS and no additional upgrades or improvements will be made prior or during the leasing term. Any upgrades or improvements to the premises are at sole desecration of the landlord and/or Management.
The total cost to rent will vary depending on the property, policy, and location. However, you can expect to pay something similar to the following:
- Monthly Rent: (Varies. Depends on the Unit/Rental. See listing for price)
- Renter’s Insurance: (Varies, depends on the insurance company the renter chooses)
- Security Deposit Alternative: (Varies, depends on the credit history of the tenant, or if the current landlord accepts SDA)
- Residential Utilities: (Varies with the unit, location, and usage)
- Resident Benefits Package: $35 a month (See above for what is included)
- One Time Application fee: $55 per adult
- Lease Processing Fee: $199
- Pool Services: $150
- Lawn Services: $100
- Pest Control Services: $25 – $50
Please contact management if you have any questions or concerns about the cost or any of the above mentioned fees involved.
Applicant must physically reside in the Rental for which they are applying. Applicant must live in the Rental and disclose all persons that will be occupying the Rental. All persons 18 years of age or older must be a leaseholder and qualify for the Rental with the applicant.
Applicants who are approved will be notified by phone, email, or both. To secure the property, the following must be completed within three (3) business days of approval:
- Execute (sign) the lease agreement
- Pay the required security deposit
- Submit the first month’s rent
- Pay any applicable lease processing fees
Failure to complete these steps within the required timeframe may result in cancellation of the approval and the property being offered to another qualified applicant.
Lease Start Date
Approved applicants must begin their lease within two (2) weeks of approval or the property’s availability date, whichever is later.
- Preference may be given to applicants who are able to take possession within this timeframe
- Requested move-in dates beyond this period must be approved in writing by management
Applicants who have not physically viewed the property are responsible for notifying management at the time of application.
Move-In Requirements
Possession of the property will be granted on the lease start date only and after all required conditions have been satisfied.
Prior to move-in:
- Utilities must be transferred into the tenant’s name, effective on or before the lease start date
- Utility confirmation may be required at least three (3) days prior to move-in
Failure to complete required move-in conditions may delay possession of the property.
Applicants who do not fully meet standard screening criteria may still be approved with additional conditions. Conditional approvals are used to offset identified risk factors within an application.
When Conditional Approval May Apply
Conditional approval may be considered in situations including, but not limited to:
- Income slightly below guideline thresholds
- Limited or developing credit history
- Lower credit score
- Limited or unverifiable rental history
- Minor negative factors within the application
All applications are evaluated as a whole, and conditional approval is determined based on the overall risk profile.
Possible Conditions
If approved with conditions, applicants may be required to provide one or more of the following:
- Increased security deposit
- Last month’s rent
- Approved guarantor or co-signer
- Additional documentation or verification
Specific conditions will be communicated at the time of approval.
Acceptance of Conditional Approval
Applicants must accept and complete all required conditions within the stated approval timeframe.
Failure to satisfy the required conditions may result in cancellation of the approval and the property being offered to another qualified applicant.
All applications are evaluated using consistent, objective criteria. Applicants will be notified of the final decision once the screening process is complete.
Application Denial
An application may be denied for reasons including, but not limited to:
- Insufficient or unverifiable income
- Credit history that does not meet screening standards
- Negative or unverified rental history
- Information revealed through background screening
- Failure to provide required documentation
- Material misrepresentation or omission on the application
Each application is evaluated as a whole. Denial is based on the overall applicant profile and identified risk factors.
Adverse Action Notice
If an application is denied or approved with conditions based in whole or in part on information obtained from a consumer reporting agency, the applicant will receive an Adverse Action Notice as required by law.
This notice will include:
- The name and contact information of the reporting agency
- A statement that the agency did not make the decision
- Information regarding the applicant’s right to obtain a copy of the report
- Information regarding the applicant’s right to dispute inaccurate information
Applicant Responsibility
Applicants are responsible for:
- Providing accurate and complete information
- Responding to requests for additional documentation in a timely manner
Failure to provide required information may result in denial or cancellation of the application.
Fair Housing Compliance
Ember Realty complies with all applicable federal, state, and local Fair Housing laws. All applications are processed using consistent screening criteria and without regard to any protected class.
Pre-Possession Lease Termination
If Tenant has signed the Lease but has not taken possession of the Premises, Tenant may request to cancel the Lease prior to the Lease Start Date by providing written notice to Manager.
Termination Fee
- If cancellation occurs within fourteen (14) days of signing the Lease, Tenant shall pay a fee equal to one (1) month’s rent
- If cancellation occurs more than fourteen (14) days after signing, Tenant shall pay a fee equal to two (2) months’ rent
These amounts are agreed to as a reasonable estimate of damages resulting from early termination.
Termination is not effective until written notice is received and all required fees are paid.
Security Deposit
The security deposit will not be automatically forfeited. It may be applied to any amounts owed under this Lease, including the termination fee and any damages. Any remaining balance will be handled in accordance with Florida law.
Limitation
This section applies only if Tenant has not taken possession of the property. After possession, any early termination is governed by the Lease and any applicable addendum.
Early Termination (After Possession)
If Tenant has taken possession of the Premises, Tenant may request to terminate the Lease early by:
- Providing written notice, and
- Paying a fee equal to two (2) months’ rent
This fee is agreed to as a reasonable estimate of damages.
Termination is not effective until notice is received and payment is made.
Security Deposit
The security deposit may be applied to unpaid amounts or damages. Any remaining balance will be returned in accordance with Florida law.
ATTENTION! READ BEFORE PROCEEDING!
Have Questions? Ask Before You Apply!
We’re here to help! if you have any questions about our policies, please reach out before submitting your application. Our screening process is designed to find the best-qualified tenants while staying fully compliant with Fair Housing laws. By applying, you confirm that you’ve read, understood, and agreed to all Ember Realty policies.
⚠️ Important: If you do not meet the minimum requirements, your application will be denied, and application fees are non-refundable. Save time and money — review our policies carefully before applying. Want to see how you measure up? Check out our Tenant Scoring Matrix to get a clear picture of your qualifications. Thank you — we look forward to helping you find your next home!
Any material misrepresentation or omission on the application may result in denial or termination of tenancy.