Application Screening Policies
APPLICATION ACKNOWLEDGMENT
BY SUBMITTING AN APPLICATION, APPLICANTS ACKNOWLEDGE AND AGREE TO THE TERMS OF THE APPLICATION PROCESS AND CONFIRM THAT THEY HAVE READ, UNDERSTAND, AND ACCEPT THE FOLLOWING:
Fair Housing Statement:
Stewardship Rentals is dedicated to full compliance with all applicable federal, state, and local fair housing laws. Stewardship Rentals maintains a strict non-discrimination policy in accordance with these laws and does not deny or limit housing opportunities based on race, color, religion, sex, sexual orientation, national origin, marital status, familial status, source of income, or any other protected class. Stewardship Rentals supports equal housing access and will consider all requests for reasonable accommodations or modifications related to a disability. Any individual requesting a modification may be responsible for associated costs, as permitted under applicable law.
General Information & Application Process:
Applications are reviewed on a first-come, first-served basis.
All required documentation must be submitted for an application to be considered complete. Applications that are incomplete, inaccurate, or contain falsified information may be denied.
Applications apply to all human occupants only; pets must be submitted and approved separately in accordance with the Pet Policy below.
Each applicant must meet qualification criteria individually unless otherwise specified. For group applications, denial of one applicant may result in denial of the entire group.
Initial pre-approval typically takes 2–4 business days to complete. Once pre-approved and the applicant is wanting to move forward, the full screening process may take an additional 4–7 business days, depending on the responsiveness of employer and landlord references.
Applicants are strongly encouraged to notify their references in advance to help prevent delays. Please note that delays or lack of response from references may extend processing times and could impact the outcome of the application.
Due to the time-sensitive nature of the screening process, applicants will have 48 hours from first contact to provide any additional requested information or documentation.
Applicant conduct during the screening process—including demeanor, communication, and cooperation—may be taken into consideration.
Approved applicants must sign the lease within 48 hours of approval. Failure to complete required steps within the stated timeframes may be considered a withdrawal or refusal of the unit.
Property Details & Move-In Requirements:
Rental rates and security deposit amounts are subject to change prior to execution of the Rental Agreement based on screening results and other relevant factors.
Prorated rent for the first month is due at move-in. The security deposit is required within 48 hours of lease signing.
Applicants may have the opportunity to view the property once an application has been received and conditionally approved. When possible, both the interior and exterior should be viewed. A representative may attend on the applicant’s behalf if needed.
Information contained in this listing is deemed reliable but is not guaranteed. Features, appliances, and amenities should be independently verified.
Applicants must comply with any applicable CC&Rs, HOA rules, and associated fees, and must meet any additional screening requirements imposed by the HOA, if applicable.
Once an application is approved, applicants will have 48 hours to sign the Rental Agreement. After the agreement is executed, the security deposit must be paid within the following 48 hours. If these deadlines are not met, the property may remain available and offered to other applicants.
At the time of move-in, residents will be required to provide a valid government-issued photo ID. If applicable, a copy of current vehicle registration must also be provided.
Any applicant whose tenancy would pose a direct threat to the health, safety, or property of others may be denied in accordance with applicable laws.
Pet Policy:
Read the Pet Criteria prior to applying:
https://stewardshiprentals.com/pet-policy/
Income Criteria & Verification:
Income Criteria
Applicant(s) must have verifiable employment and will need to have been at their current job 1 year or more.
Each applicant must demonstrate a gross monthly income of at least 3 times their portion of the rent. If rent is shared among multiple Residents, income will be assessed individually based on the amount of rent each person is responsible for. Example: If rent is $1,800 and split equally between 3 residents, each applicant must show monthly income of at least $1,800 (3 x $600). Please note, Married couples are counted together under one income.
Applications that fall short of the income requirement may be considered for conditional approval at the discretion of Stewardship Rentals.
If an applicant is utilizing local, state, or federal housing assistance, “stated rent” refers only to the portion of rent the applicant is responsible for paying and does not include the subsidized portion.
Income Verification
Stewardship Rentals utilizes a third-party screening provider to verify applicant income. In many cases, income will be verified directly through employer and financial data sources. Additional documentation may not be required unless sufficient verification cannot be obtained through these methods.
If an applicant is self-employed or if income cannot be independently verified, the applicant will be required to provide supporting documentation as outlined below.
We accept a variety of income sources, including: Secondary employment, Financial support from parents or guardians, Child support, Alimony.
Other verifiable sources (please specify)
If you are using a source not listed above, please email supporting documentation to Home@StewardshipProperties.net.
Acceptable Documentation of Income
W-2 / Traditional Employment
- Most recent three (3) months of pay stubs
- Due to the prevalence of fraudulent documents, all pay stubs are subject to verification
1099 / Self-Employed (1 Year)
- Most recent one (1) year of filed tax returns
- Documentation of the last three (3) months of deposits into a personal bank account
Official Offer of Employment
- Must be on employer letterhead
- Employer must be legally registered in the state where the property is located
- Must include position, start date, date of offer, and compensation details
Unacceptable Documentation of Income
- Handwritten or typed letters without verification
- Non-verifiable employment letters
- Self-generated income reports
- Emails or screenshots
- Cash receipts or undocumented cash income
Note: Student loans, Unemployment and TANF/SNAP/food assistance benefits do not count toward meeting the income requirement.
Rental & Eviction History Criteria:
Stewardship Rentals will verify current and prior housing history through independent, third-party landlord references or documentation of homeownership. Personal or related-party references will not be accepted.
Applicants must provide a complete and accurate residential history covering at least the past two (2) years, including all addresses. Any falsified or misleading information, including fraudulent landlord references, will result in denial of the application.
Rental references must:
- Be from within the past two (2) years
- Include the applicant’s current residence
- Be verifiable through a legitimate third-party source
Homeownership in Lieu of Rental History
Homeownership may be accepted in place of rental history if one or more of the following can be verified:
- Ownership reflected on a recorded deed
- Verifiable proof of sale or ownership transfer
- Documented mortgage history
Rental History – Grounds for Denial
An application may be denied based on rental history for any of the following:
- Three (3) or more notices for nonpayment of rent within a 12-month period
- A documented history of repeated or habitual late rent payments.
- Any outstanding or unpaid balance owed to a landlord
- Exception: Unpaid rent that accrued between April 1, 2020, and March 1, 2022, may be excluded in accordance with applicable laws
- Three (3) or more documented noise disturbances within the past two (2) years
- Repeated or material noncompliance with the terms of a rental agreement or community rules within the past two (2) years
Eviction History Requirements
Applicants must demonstrate a minimum of five (5) years of eviction-free history.
The following will not be considered:
- Eviction cases that were dismissed
- Cases that resulted in a judgment in favor of the applicant
Eviction judgments based on claims that arose between April 1, 2020, and March 1, 2022, may be excluded in accordance with applicable laws.
Criminal Background Criteria:
Upon receipt of a completed application and prospects agreement to move forward, Stewardship Rentals will conduct a search of public records to review criminal history for all applicants and proposed occupants, in accordance with applicable laws, including Oregon screening requirements.
For the purposes of this screening, a “conviction” may include pending charges, convictions, guilty pleas, or no contest pleas. Arrests that did not result in a conviction, as well as expunged or sealed records, will not be considered.
General Considerations
Criminal history that may be considered includes offenses related to:
- Drug-related activity
- Crimes against persons
- Sex-related offenses
- Financial fraud (including identity theft or forgery)
- Other offenses that could reasonably impact the safety, property, or well-being of residents, staff, or the premises
Potential Grounds for Denial
While all applications are reviewed individually, the following types of convictions may result in denial, depending on the circumstances and recency:
- Serious Felonies:
Including, but not limited to, murder, manslaughter, arson, rape, kidnapping, child-related sex offenses, or manufacture/distribution of controlled substances - Other Felonies (within the past 10 years):
Including drug-related crimes, crimes against persons, financial fraud, or other offenses that may pose a risk to persons or property - Misdemeanors (within the past 5 years):
Including drug-related offenses, domestic violence, violation of a restraining order, stalking, weapons-related offenses, criminal impersonation, possession of burglary tools, or financial fraud - Other Misdemeanors (within the past 3 years):
Including theft, criminal trespass, criminal mischief, or other property-related offenses that may impact the safety or well-being of the community
Sex Offender Registration
Applicants who are currently required to register as a sex offender, or who have been convicted of an offense requiring lifetime registration, will be denied tenancy.
Criminal History Review Process:
Individualized Review (Case-by-Case Basis)
All criminal history is evaluated on a case-by-case basis. Stewardship Rentals will consider factors such as the nature and severity of the offense, the amount of time that has passed, and whether the conduct would pose a risk to the property, other residents, or the peaceful enjoyment of the community.
Applicants are encouraged to provide any additional information or context at the time of application to assist in this individualized review. Additional information may also be submitted after screening results are received, prior to or following a denial, as outlined in the review process.
- Explanation of the circumstances surrounding the offense
- Evidence of rehabilitation (such as completion of programs, treatment, or certifications)
- Proof of positive rental or employment history since the offense
- Character references or other supporting documentation
Unit Availability During Review
Due to the time-sensitive nature of the leasing process, Stewardship Rentals cannot guarantee that a unit will remain available during an extended review or appeal process. Units may continue to be offered to other qualified applicants.
Co-Residents & Co-Signers:
Co-Residents (Occupants)
- All individuals aged 18 or older who intend to live in the unit must submit a rental application.
- Co-residents are defined as two or more applicants applying together to occupy the same residence. All co-residents will be listed on the lease and are jointly and severally responsible for all lease obligations. This means each individual is fully responsible for compliance with the lease terms, including rent and any other charges.
- Applicants must include all known occupants at the time of application. Any future occupant aged 18 or older must be approved prior to moving in, and approval is not guaranteed.
Co-Signers (Guarantors)
- Co-signers must demonstrate verifiable income equal to at least four (4) times the applicant’s portion of the monthly rent and provide a minimum of one (1) year of verifiable employment history.
A co-signer is a non-occupant who agrees to be financially and legally responsible for the lease in the event the resident(s) fail to meet their obligations. - If a co-signer is required or permitted for a property, the co-signer must complete and sign the applicable co-signer agreement. Screening requirements for co-signers may vary, and background screening may be conducted if deemed necessary.
- In situations where one applicant requires a co-signer, Stewardship Rentals may require all co-residents to obtain co-signers to ensure consistency and fairness among applicants.
Communication Policy & Staff Interactions:
Stewardship Rentals expects all applicants to communicate respectfully and professionally with staff throughout the application and leasing process.
Attempts to bypass standard communication channels—such as contacting the property owner directly—may result in denial of the application.
Prohibited Conduct
The following behaviors are considered inappropriate and may result in denial or revocation of an approval:
- Threatening behavior of any kind, including physical, legal, or implied threats
- Hostile or aggressive communication toward staff
- Statements attempting to pressure or coerce approval of an application
- Personal insults, abusive language, or profanity directed at staff
- Any other conduct that is reasonably determined to be disruptive, harassing, or inappropriate
These expectations apply to all forms of communication, including but not limited to phone calls, emails, text messages, and in-person interactions.
If any of the above behaviors occur at any point prior to full execution of the lease, Stewardship Rentals reserves the right to deny the application or withdraw a previously issued approval.
For quality assurance and documentation purposes, communications may be monitored and/or recorded. Any available records may be used in evaluating conduct and making application decisions.
Disclosures:
Stewardship Rentals may utilize a third-party screening provider to verify application information and may contact personal, rental, and employment references as part of the screening process.
Applicants have the right to request additional disclosures regarding any consumer report obtained, as well as a written summary of their rights under the Fair Credit Reporting Act (FCRA). Applicants also have the right to dispute the accuracy or completeness of any information provided by a screening provider and to request details regarding the nature and scope of the screening conducted.
It is the applicant’s responsibility to provide complete and accurate information on the application and to ensure that all required documentation is submitted. Stewardship Rentals reserves the right to deny an application if information cannot be verified, is found to be inaccurate, or is determined to be unsatisfactory based on screening criteria.
Any application containing incomplete, misleading, or falsified information may be denied. If false or misleading information is discovered after tenancy has begun, it may be grounds for termination of the rental agreement in accordance with applicable laws.
Stewardship Rentals is committed to compliance with all fair housing laws and provides equal housing opportunities to all applicants.