Best practice for using the RTA Form 22 Rental Application

From 1 May 2025, lessors/property managers will be required to use a prescribed tenancy application form for residential tenancies in Queensland.

The RTA Form 22 Rental Application (Form 22) includes 15 items which allow lessors/property managers to request information permitted in accordance with the Residential Tenancies and Rooming Accommodation Act 2008 (Qld) (RTRA Act). 

Learn more about what information is permitted and prohibited under the new laws in the REIQ New Tenancy Laws Toolkit. 

Pre-completing items within the Form 22

Some items within the Form 22 will need to be pre-completed by property managers/lessors prior to being given to an applicant.  Some items allow the property manager/lessor to request specific information or documents to be provided by the applicant.

This article outlines best practice guidance for property managers when pre-completing the RTA Form 22 and how to practically facilitate giving an application in a simple, streamlined way.

Item 1: Property Manager or Agency Details

• This section can be completed with the agency's details (with or without the property manager’s name), or it can even be left blank, although that is not advised.
• While it is not a legislative requirement to provide agency details to an applicant within the application, including them can help with sorting and managing applications.

Item 2: Address of the premises

• Property managers should ideally pre-complete this section, but it can also be left for the applicant to fill out.

Item 3: Ways to submit your application

• This section should be pre-completed by the property manager to ensure accuracy and consistency with agency requirements and procedures. 

• There must be two methods stated for the applicant to submit their application, and one of these methods must not involve a third-party application platform or incur any cost to the applicant.
• Property managers should be very specific about how the applicant should submit their application.  For example, instead of stating "email," specify the exact email address to which the application and attachments should be sent.

Item 4: Number of occupants

• This section should be completed by the applicant. The total number of occupants should be provided (including the applicant/s). The total number of occupants under the age of 18 should also be provided in the relevant section.
• Property managers cannot ask an applicant to provide the names of occupants (even if they are over the age of 18). See Handling Occupants on the new Rental Application.

Item 5:  Applicant details

• This section should be completed by the applicant.
• If the applicant has not provided a copy of their identification with their application, when sighting the applicant’s original identification, property managers should ensure the full legal name and date of birth of the applicant is recorded in this Item.

Item 6: Employment Details

• This section should be completed by the applicant.
• If the applicant is not currently employed, they may include a note giving an explanation such as, "Not currently employed, see attached details about my ability to pay rent.” The applicant can leave the rest of Item 6 blank.

Item 7: Financial Information

• Property managers should pre-complete this section with their agency preferred two documents to verify the applicant's financial ability to pay rent.  These documents may vary depending on the applicant’s individual circumstances.
• Property managers should be very specific about what documents are required. For example, if requesting a pay slip, specify "most recent pay slip" to avoid any confusion and possible disputes, should the applicant provide the wrong information or outdated information.

Item 8: Verification of Identity

• Property managers should pre-complete this section with the agency preferred two identification documents they require from the applicant.  Obtaining 100 points of ID from an applicant may not be possible under the changes to the RTRA Act.  No more than two identification documents can be requested.
• It is best practice to use the term "Photo identification (driver's licence, passport, or proof of age card)" to provide applicants with multiple options under the ‘one’ document for photo identification.

Item 9: Applicant Suitability

• Property managers should pre-complete this section with any other agency preferred documents they may require to verify the suitability of the applicant, within legislative restrictions.
• Some examples may include:
• asking for a copy of the applicant’s tenant ledger (without showing details of the bond);
• asking for a copy of any existing rental reference the applicant may already have; or
• asking for information about an applicant’s visa, to verify if they are permitted to stay in the country for the duration of the tenancy.

Item 10: Rental History

• This section should be completed by the applicant.

• Note: This item relates to the applicant's rental history only, not property history.  If the applicant was an owner-occupier for either of their last two properties, they do not legally need to provide this information in their application.
• Property managers are allowed to contact any current or former property managers for a reference. This advice has been confirmed with the Residential Tenancies Authority (RTA).  From 1 May, property managers can use the REIQ’s Consent to seek reference annexure in Realworks to seek an applicant’s consent to obtain a reference from any party named in their application.  Property managers can also use this form for Item 11 referees.

Item 11: Referees, Item 12: Pet details, Item 13: Vehicle details, Item 14: Term of tenancy

• These sections should be completed by the applicant.

Item 15: Tenancy database acknowledgement

• Property managers should pre-complete this item with tenancy database details including the name, phone number and website of any tenancy database they intend to search.

Privacy Notice and Consents

For agencies subject to the Privacy Act 1988 (Cth), property managers will still need to provide their Privacy Notice and Consent to the applicant given that personal information about the applicant is being collected in the Form 22 Rental Application. This can be included as an attachment to the Form 22 Rental Application. 

Legal advice may be required to determine how the federal and state legislative requirements for handling personal information will impact processes within individual agencies. Don’t have a privacy notice or consent? This can be purchased from the REIQ Shop.

Procedure for Application Submission

Online Application Platforms

Depending on the application platform used, property managers may be able to pre-complete relevant items within their online application platforms.

This function is available for the RTA Form 22 Rental Application (and RTAR22) in Realworks.

Users can create a Template Form 22 and send the application to an applicant via the InfoRequest tool.  This function allows the applicant to edit only the items within the form that the applicant is to complete.  The other items pre-completed by the property manager will not be editable. Applications can also be electronically signed within Realworks.

Alternative/Manual Submission Methods

For the other method of submission which must be offered to an applicant, property managers have a few different options.

They can send an application as an attached PDF to the applicant via email, with the relevant items pre-completed and uneditable.

They could also provide a hard copy in person. 

Another option is to provide a link to a website/OneDrive/SharePoint where the pre-completed application form can be downloaded and submitted directly via email.

It is not recommended to direct the tenant to the RTA website to download a copy of an application, because it will not contain the pre-completed items and the applicant won’t have the information they need to complete and submit the application.

Questions about using the RTA Form 22?

 REIQ Members can contact our Property Management Support Service on 1300 697 347 for free advice about completing and using the Form 22.

Read more property management articles.