Fifteen Questions You Need to Ask a Prospective Landlord Before Signing an Apartment Lease
It's nearly impossible to back out of a lease, so make sure you know what you're getting into before you sign on the dotted line
Renting no longer looks like it did even five years ago. Average U.S. asking rents reached new highs in the spring of 2025 after two years of sharp swings driven by inflation, pandemic-era migration patterns and a surge of institutional investors operating single-family homes as rentals. At the same time, new technology has transformed how tenants tour, apply for and manage apartments, while state legislatures strengthened health and safety standards in response to climate-driven heat waves and severe storms. The old handshake approach to a lease is riskier than ever. Whether you want a studio in a high-rise, a duplex close to a university or a detached house in the suburbs, bring the fifteen questions below, plus each detailed follow-up, to every in-person or virtual viewing. The answers show not only what the monthly bill will be but how smooth life in that unit is likely to run for the full term of your agreement.
- How soon will the apartment be ready for move-in?
Units advertised as “available now” can still require extensive turnover: deep cleaning, repainting, flooring replacement or installation of smart locks. Verify the exact date the landlord will hand over keys or digital codes and have that date written into the lease. If the current occupant is on a month-to-month extension, ask whether the landlord already served a termination notice. Delayed turnovers are among the most common causes of unexpected hotel bills. If your move-in date is tight because an existing lease elsewhere is ending, ask about a temporary use-and-occupancy agreement so you can store boxes or move in gradually at a reduced rate while contractors finish.
- What are all the fees, both recurring and one-time?
The monthly rent is only the headline number. In 2025 many large property managers layer on separate amenity fees for package lockers, valet trash collection, high-speed Wi-Fi and even the proprietary platforms that process digital rent payments. Clarify each of the following:
- Application fee and any legal limits on tenant-screening charges in your state.
- Administrative or “new lease” fee due at signing.
- Monthly convenience fee if you pay online with a card instead of through an automated clearing house transfer.
- Mandatory subscriptions such as pest control or HVAC filter delivery.
- Annual amenity or recreation-center fee that renews automatically.
Request the fees in an itemized schedule. If the landlord quotes a single total, insist on a breakdown so you can spot junk fees that several states banned in 2024. Do the math: a forty-five-dollar monthly valet-trash fee adds five hundred forty dollars per year, effectively turning a fifteen-hundred-dollar rent into fifteen hundred forty.
Check the application for fine-print disclosures about screening reports. Federal rules entitle you to one free annual credit report; if the landlord wants a third-party bundle, confirm whether you must pay or whether you can supply a recent report yourself.
- Are utilities included, and how are they metered?
Beyond electric, water and gas, modern buildings may bill for shared solar arrays, community-wide Internet backbones and even central chilled-water air-conditioning. Ask which utilities are included in base rent and which are sub-metered or ratio-utility-billed. Sub-metering tracks your exact consumption, while a ratio system divides the complex total by square footage or head count, so your bill can spike if neighbors overuse A/C. Confirm the following details:
- Whether smart meters transmit daily usage to a resident app.
- Typical summer and winter bills for your precise floor plan, not a complex average.
- Connection fees charged by local utilities or passed through by the landlord.
- Electric-vehicle charging costs and whether kWh draw folds into rent or a separate fee.
- What interior changes may I make?
Renters often mount seventy-inch televisions, install wall-mounted desks, swap out basic thermostats for smart models or add removable acoustic panels for podcast recording. Lease language usually bans anything that leaves holes larger than one-quarter inch, and many managers now restrict devices requiring wiring changes. Get written approval for the changes you want:
- Painting walls in colors other than landlord white and whether you must repaint at move-out.
- Installing Wi-Fi video doorbells or hallway cameras.
- Changing light fixtures or faucets and whether the upgrade becomes landlord property.
Ask whether management will inspect modifications during the lease term or only at move-out. That schedule affects how soon you must patch and repaint. Take timestamped photos before and after any work.
- What outdoor decorations or modifications can I have?
Balconies and patios often generate rule disputes. String lights, wreaths, grills and container gardens can all be barred under fire codes or aesthetic standards. Since 2023 many jurisdictions forbid propane grills above ground level. Check policy on each of these:
- Live plants and maximum pot weight per square foot.
- Holiday decorations and how long they may stay up.
- Satellite dishes and whether the community offers a shared dish area.
If the complex falls under a homeowners association with its own rules, ask for that document too. Violations can attract fines that show up on your rent ledger.
- What about pets, pet fees and breed restrictions?
In 2025 almost every property charges both monthly pet rent and a non-refundable pet fee rather than a deposit. Typical rates run twenty-five to forty dollars per month and three hundred to four hundred fifty up front. Drill into these specifics:
- Weight limits and any banned breeds or mixes.
- DNA registration programs that identify uncollected pet waste.
- Required vaccination or spay-neuter documentation.
- Procedures for service animals and emotional-support animals, which cannot be charged pet rent under federal law but often require paperwork.
If you plan to adopt a pet later, negotiate approval now so you avoid re-screening fees next year.
- Do I have to carry renter’s insurance, and what limits are required?
More than eighty percent of professionally managed apartments now require renter’s insurance. Policies usually call for at least one hundred thousand dollars in liability coverage, though some luxury towers ask for three hundred thousand. Confirm the following:
- Whether the policy must list the landlord as an additional insured or only as an interested party.
- Whether you can choose any carrier or must buy coverage through an in-house portal.
- Whether flood, water backup or mold riders are needed for your area.
Premiums remain low, averaging around eighteen dollars per month nationwide, but insurers often surcharge high-risk flood zones. If you are inland, be sure your quote reflects the lower risk profile.
- How can I break the lease, and what penalties apply?
Life events happen: job transfers, medical issues, relationship changes. Standard leases now include an early-termination clause that charges two months of rent plus forfeiture of concessions if you give at least sixty days of notice. Verify the exact fee, notice period and whether the landlord will re-list the unit to reduce your liability. Be aware of these legal carve-outs:
- The Servicemembers Civil Relief Act allows early termination when qualifying orders are issued.
- Many states, including North Carolina under General Statute 42-45.1, permit domestic-violence survivors to end a lease early with a court order.
- Some jurisdictions limit penalties to the rent due until a replacement tenant is found.
If your employer could relocate you, negotiate a lower early-termination fee up front rather than gamble later.
- Who handles emergency repairs, and how fast is the response?
Request the property’s maintenance triage chart. Most professional managers sort requests into four tiers:
- Same-day emergencies such as sewer backups, broken windows or no heat in winter.
- Thirty-six-hour urgent issues like active leaks from a dishwasher.
- Routine fixes with a five-business-day goal, such as loose door handles.
- Preventive maintenance inspections.
Learn the after-hours process. Some firms use an answering service that pages an on-call technician, while others require you to file the request in an app. U.S. housing guidance issued in 2024 states that indoor temperatures should not exceed eighty-seven degrees Fahrenheit for more than twenty-four hours during extreme heat events. Ask how management complies when HVAC fails during a heat wave, because many states allow tenants to vacate or claim rent abatement if essential services are not restored promptly.
- What is the parking situation, and are there EV or visitor options?
As remote work fades and commuting traffic rebounds, parking shortages have intensified. Clarify each point:
- Whether spaces are assigned, reserved or first-come first-served.
- Costs for covered or garage spaces compared with surface lots.
- Guest parking rules, permits and towing practices.
- The number of EV chargers, any monthly access fee and the billing app used.
If you rely on a bicycle, ask about indoor bike storage and whether a fee applies.
- What laundry options and costs are available?
Most new Class A apartments include full-size washers and dryers, yet many older buildings still rely on communal laundry rooms. Determine the following:
- If in-unit hookups exist and whether you may bring your own machines.
- Whether the complex uses smart-laundry systems that accept app payments rather than coins.
- Whether ventless condenser dryers are acceptable if external vents are missing.
Inspect communal rooms for cleanliness, posted hours and security cameras. A shabby laundry area can signal broader maintenance problems.
- Is the security deposit refundable, and under what conditions?
Every state caps deposit amounts and sets timelines for itemization. In North Carolina the landlord must return the deposit or send an itemized accounting within thirty days. If repairs are incomplete, an interim statement is due with a final balance by sixty days. Wherever you live, insist that any non-refundable charges be labeled as such. Conduct a joint move-in inspection using a checklist and timestamped photos, and record appliance serial numbers so you avoid blame for older damage.
- Who can enter the apartment without my presence, and how much notice is required?
Laws generally allow entry for inspections, repairs or showings to future tenants or buyers, provided reasonable notice is given. Many states define reasonable as twenty-four hours. Verify the following:
- Whether notice arrives by email, text or a paper note on the door.
- Whether smart-lock audit logs are available so you can see when maintenance staff entered.
- How emergency entry works if you are away and the alarm is armed.
Remote workers who need uninterrupted time may negotiate a no-entry window during core hours and include that clause in the lease.
- Have the locks been changed or re-keyed since the last tenant left?
Physical keys can be copied at kiosks, and smart locks retain digital codes unless reset. Ask:
- If a locksmith re-keyed the cylinder or wiped old access codes.
- Whether you may install a Bluetooth or keypad lock at your own expense.
- If a lock-change fee applies automatically at move-out.
A few states require re-keying between tenants, but most leave it optional. Paying a modest fee now can buy considerable peace of mind.
- Will the landlord or property owner be around for a while?
Individual landlords may sell properties mid-lease, handing your home to a new owner with different goals. Ask whether the property is listed for sale, under contract or financed with a short-term bridge loan that could lead to refinancing and cost-cutting. Determine whether a professional management company handles day-to-day operations and research its track record on repairs and deposit returns. Institutional investors control roughly five percent of single-family rentals nationwide and often raise rent predictably each renewal but may offer less personalized service. Independent owners can grant flexibility yet may lack the capital reserves needed for major repairs. Decide which balance of stability and individual attention suits your risk tolerance.
Final checklist: request a blank copy of the lease, pet addendum and house rules before paying any fee; read every clause carefully; and insist that verbal promises appear in writing. A single evening of diligence can save months of frustration and thousands of dollars over the life of your lease.