Philadelphia Apartment Lease Checklist Before Move-In
A lease agreement creates rent, rules, and maintenance obligations, so don't treat signing day as a formality. This Philadelphia apartment lease checklist helps you confirm the paperwork, costs, apartment condition, and access details before boxes arrive.
A few written questions now can prevent a deposit dispute or unexpected fee later. Start gathering answers before you submit a final payment or accept the keys.
Key Takeaways Before You Sign
Confirm the exact apartment number, lease start date, monthly rent, and total move-in payment in writing.
Philadelphia screening charges can't exceed the actual report cost or $50, whichever is lower.
Ask for a countersigned lease, payment receipts, and a Certificate of Rental Suitability before move-in.
For older rentals, request the applicable lead-safe or lead-free paperwork and disclosures.
Set up tenant-paid utilities early, then confirm key, fob, package room, and move-in access.
Photograph the empty apartment before furniture covers walls, flooring, windows, and appliances.
Keep two separate records: one for existing apartment conditions and another for your own belongings. They serve different purposes if a security deposit dispute or insurance claim becomes an issue.
Philadelphia Apartment Lease Checklist: Get Ready Before You Apply
An organized application makes it easier to compare apartment listings without rushing through important terms. Keep digital copies of your documents in one folder, and bring a photo ID to tours when a property may accept a rental application quickly.
Gather Your Application Documents
Most property managers ask for a government-issued photo ID and proof of income, such as recent pay stubs or an offer letter. They may also request bank statements, tax returns, business records, and contact information for employers or prior landlords to verify your rental history.
Students may need a guarantor's information, while self-employed renters may need additional financial records. Ask for the tenant screening criteria before paying an application fee. Confirm the income requirement, required proof of income, whether guarantors are accepted, how pets are handled, and which reports the landlord plans to review. Also ask how the landlord evaluates applicants for the rental property. For a fuller prep list, use this Philadelphia apartment application checklist before you start submitting documents.
Check the Fee and Credit Inquiry
Philadelphia limits a rental screening charge, including an application fee, to the actual cost of the credit or background report or $50, whichever is less. A vague administrative, processing, or tour fee deserves a written explanation before you pay. Confirm current Philadelphia requirements, since this is general information and not legal advice.
The city's Fair Practices Ordinance tenant-screening rules also prohibit a credit inquiry that affects your credit score. In practice, rental screening should use a soft credit check rather than a hard pull. Ask which reports will be ordered and request copies of reports used in the decision.
Review the Lease Before Signing
Read the full lease agreement when you have time to compare it with the listing and your conversations. A polished apartment tour doesn't replace written terms, and a verbal promise can be hard to prove later.
Confirm Every Cost and Deadline
Check these key details before signing:
Rent amount and due date
Fees and late charges
Deposit amount
Lease length and deadlines
Renewal notice requirements
Early termination rules
Subletting and roommate policies
Guest limits
Repair responsibilities
Landlord entry rules
Look for recurring costs outside the advertised rent, including parking, pet rent, amenity access, trash, water, electric, gas, and renters insurance. Keep the security deposit, holding deposit, first month's rent, and recurring charges separate so you know what each payment covers.
Also read the renewal language. Some leases require 60 or 90 days' notice before moving out or declining renewal. A holding deposit should be clearly identified, including whether it becomes part of your security deposit or first month's rent.
Match the Lease to the Apartment
The lease should name the exact unit you toured or agreed to rent. Confirm the square footage, parking space, storage area, balcony, appliance package, and building amenities that affected your decision.
Get repair promises in writing. This includes fresh paint, replacement appliances, a promised parking spot, or work needed before move-in. Any promise affecting the apartment should appear in the written contract. A Philadelphia lease terms guide can help you compare the contract's practical terms with your expected move-in costs.
Before paying the final balance, request a countersigned copy of the lease and a receipt for every payment. Save both outside your email inbox, such as in cloud storage.
Request Philadelphia Documents Before Key Handoff
A Philadelphia apartment lease checklist should include city paperwork, not only the lease. These documents help show whether the property is cleared for a new tenancy.
Ask for the Certificate of Rental Suitability
A new tenant must receive a Certificate of Rental Suitability issued no more than 60 days before the lease begins. The certificate confirms key property conditions, including licensing status, basic safety items, and the absence of unresolved violations that could prevent lawful rental.
Landlords use the eCLIPSE portal to request the certificate and manage city licensing information. The property should also have the required rental license. A Commercial Activity License is a property-owner or business compliance item, not a fee or document you should be expected to obtain as a tenant. The City's Certificate of Rental Suitability instructions list the current application process. Ask for your copy before move-in and keep it with your signed lease.
Check Lead-Safety Requirements for Older Buildings
If the rental was built before March 1978, ask whether lead-safe certification applies to the unit. Qualifying older rental property may require lead-safe or lead-free documentation, depending on its status and records.
You may also receive federal lead disclosure materials and information about deteriorated paint. Don't ignore peeling paint, damaged window trim, or worn surfaces in an older apartment. Partners for Good Housing is another tenant-oriented Philadelphia resource. The City's rental license requirements explain how lead documentation connects to the property's rental license.
Set Up Utilities, Parking, and Building Access
Your lease should make clear which utilities you pay directly and which are included in rent. Add each service to your move-in checklist before arrival. Don't assume a service is active simply because the lights worked during a tour.
Confirm PECO, PGW, and Internet Details
PECO electric service may be separately metered, included in rent, or handled through a building arrangement. Philadelphia Gas Works, or PGW, may handle gas service under similar arrangements. Ask management which account numbers, service addresses, or confirmation details you need before move-in.
If Philadelphia Gas Works handles your gas service, confirm the account setup before your lease begins. Set up internet separately if it isn't included. Then confirm whether the property has building-specific provider choices, installation rules, or a package room policy for equipment deliveries. Keep confirmation numbers and screenshots until the first bill arrives.
Plan the Moving Truck and Entry Time
Philadelphia streets can make a moving truck difficult, especially on narrow blocks or near loading zones. Check whether your address needs a temporary no-parking permit or curb-access approval through the Philadelphia Parking Authority before reserving a truck. That's different from a residential parking permit.
Ask the building about elevator reservations, loading entrances, move-in hours, guest access, and keyless entry setup. Confirm how many keys, fobs, mailbox keys, parking devices, and amenity credentials you will receive. Put a missing item on the move-in record immediately.
Complete the Apartment Move-In Inspection
Walk through the apartment before you unpack. This inspection is the condition-documentation portion of your move-in checklist. It gives you and the leasing team a shared record of the unit's starting condition.
Photograph the Whole Apartment
Take wide photos of each room first. Next, capture close-ups of scratches, stains, loose hardware, chipped tile, damaged blinds, worn flooring, and marks inside cabinets. Use natural light where possible, and keep your original image files with their dates.
Use this inspection list to check:
Walls, ceilings, flooring, tile, blinds, cabinets, and other visible surfaces
Windows, screens, shelves, doors, and hardware
Included appliances, faucets, toilets, and water pressure
Locks, smoke alarms, and accessible outlets
Leaks, unusual appliance noises, and other signs of damage
A Philadelphia apartment search guide offers more practical questions to ask about features, maintenance, and included amenities.
Send Your Notes in Writing
Complete the building's condition form if it provides one. Add your own notes if the form misses a problem, then email the completed record and photos to the property manager on move-in day. Keep a copy of the sent message and any response.
Create a separate home inventory for renters insurance. Photograph furniture, electronics, bikes, work equipment, and valuables after you unpack. Record the make, model, purchase date, and serial number when available. Your landlord's insurance covers the building, while renters insurance may cover personal property, liability, and temporary living expenses after a covered loss.
Philadelphia Lease Signing FAQs
What Is the Maximum Legal Application Fee?
Philadelphia landlords may charge no more than the actual screening cost or $50, whichever is lower. The charge should cover a credit check, background check, or both, rather than a general processing fee.
Why Do Landlords Use a Soft Credit Check?
A soft credit check lets a landlord review credit information without lowering the applicant's score. Philadelphia rules address rental screening inquiries that affect an applicant's credit score, so ask what type of inquiry the landlord uses.
Which Documents Should I Receive Before Move-In?
At minimum, request your countersigned lease, payment receipts, move-in instructions, and the Certificate of Rental Suitability. For a qualifying pre-1978 property, also ask for applicable lead-safety documentation and disclosures. A Commercial Activity License is a landlord or property-owner compliance item, not a tenant move-in document.
What Proof of Income Should I Prepare?
Prepare pay stubs, an offer letter, tax returns, or other reliable documentation showing your income. Ask the landlord which documents they accept before submitting your application.
How Does Good Cause eviction Affect a Lease?
Good Cause eviction protections can affect how a landlord handles non-renewals and eviction filings. Current Philadelphia and Pennsylvania rules, exemptions, notice requirements, and procedures can change. A lease clause doesn't automatically override applicable law. If a dispute develops, confirm eligibility and procedures for any eviction diversion program through current Philadelphia sources before the matter escalates.
How Do I Handle a PPA Permit for a Moving Truck?
Check current Philadelphia Parking Authority information before scheduling your move. Permit rules, fees, street restrictions, and processing times can vary by location and the type of curb space you need.
This article provides general information, not legal advice. Seek current legal or tenant-support guidance for eviction, screening, or lease disputes.
Start Your Lease With a Clean Record
A careful move-in file is as useful as a well-read lease. Confirm your costs, obtain the right city documents, arrange access and utilities, and document the apartment before your belongings fill the rooms. After completing the inspection and access tasks, your move-in checklist is ready.
The strongest protection is written proof. Keep your lease agreement, receipts, inspection photos, utility confirmations, and management messages together from the first day of your tenancy.
This article provides general Philadelphia tenant information, not legal advice. Verify current city requirements and seek qualified legal or tenant-support assistance for a specific dispute.
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