What Is an Admin Fee? [2025 Renter’s Guide]

An administration fee, or admin fee for apartments, covers the costs landlords incur when performing their due diligence on your application. The administrative fee will typically include your background, credit, and rental history check.

Continue for an in-depth guide on admin fees. We'll explore how much you can expect to pay and how they differ from security deposits and move-in fees, ending on a helpful list of other standard rental fees you should have top of mind while preparing for your move.

Admin Fees Explained

Why Do Apartments Charge Administrative Fees?

Apartments charge administrative fees to cover the costs of additional research on applicants, including background checks, credit history checks, and the time required to follow up on a potential tenant's application.

What Are Admin Fees vs. Move-In Fees vs. Security Deposits?

When looking for a new apartment, it's essential to understand the various fees that you may encounter during the application and move-in process, including apartment admin fees, move-in fees, and security deposits. Here's how they differ:

1. Admin Fee

The apartment admin fee ranges from $50 to $200, depending on your local regulations. This non-refundable fee covers crucial administrative costs associated with running the following reports:

• Background check
• Credit check
• Rental history check

2. Move-In Fee

The move-in fee is another payment you may need to make to your landlord before moving into your new apartment. This non-refundable move-in fee covers basic repairs and changes that need to be made, including:

• Power washing the patio
• Touching up carpets
• Changing the locks
• Repainting

3. Security Deposit

One of the most common fees incurred by renters is the security deposit, which is refundable as long as your landlord does not need to pay for damages upon your move out. Landlords may deduct funds from your security deposit for repairs that may include:

• Deep cleaning
• Replacing keys
• Stains on the carpet
• Drywall damage from hanging pictures

How Much Are Admin Fees for Apartments?

The cost of the admin fees will vary based on local regulations and the landlord, but it could be as inexpensive as $50 to cover the costs of running a credit check. Some states regulate administrative fees, and we recommend checking your state's regulations before making a payment.

Make sure you find out in advance what the admin fee will be for your new apartment, along with any other fees. That way, you won’t be caught off guard by a never-ending list of fees you can’t afford!

Are Admin Fees Refundable?

No, admin fees typically aren’t refundable. While fees such as a security deposit are fully refundable, the administrative fees are used to cover the costs of background checks, credit checks, and researching your rental history.

In some situations, you may be eligible for a refund of the admin fees, such as if a landlord refuses to let you live there or if your application doesn’t go through. Some states also have regulations about admin fees, so be sure to research your state's rules.

Can You Avoid Administrative Fees?

You usually can’t avoid paying administrative fees because they are generally required to file all of your documents and paperwork. Landlords typically don’t waive these fees, and they use the funds to find out who is applying and to check on their credit score, rental history, and to  do a thorough background check.

What Are Other Common Rental Fees Renters Pay?

Here are a few other standard rental fees you may be responsible for paying upon moving into a new apartment.

Pet Fees

In addition to a security deposit, many landlords will require pet fees. For example, you may need to pay a pet deposit (typically between $200 and $500) and/or a monthly pet rent fee (usually ranging from $10 to $50).

These fees help to cover any potential damages caused by pets.

Application Fees

The application fee for rental units covers the costs of conducting necessary background checks. These fees can be anywhere from $20 to $100.

Parking Fees

If your apartment has a parking space, you may be required to pay a parking fee. Depending on the rental agreement, you may pay a monthly or annual fee for an assigned parking space.

Parking fees can range from $150 to $450 per month, depending on your location.

Utility Fees

Many landlords will charge a monthly utility fee in apartments where renters are not responsible for their utilities. These costs typically range from $50 to $300 but may vary based on whether the landlord charges a usage or flat fee.

Amenity Fees

Amenity fees are often in place if the apartment has common areas. The amenity fees can be paid monthly (usually between $30 and $50) or as an upfront fee (ranging from $100 to $500).

Final Thoughts on Admin Fees

When you are moving into an apartment for the first time, the fees can be a bit overwhelming. That’s why it’s important to know what you’re paying for. The rental administrative fee serves as a claim or holding fee to hold the property as the landlord checks your details and finalizes the last few steps of the rental application process.

Now you can head into your apartment search with more confidence. And if you're in need of rental matches tailored to your needs, turn your sights to Apartment List and our vast catalog of listings.

Admin Fee FAQs

Are apartment admin fees refundable?

Depending on the local regulations, the apartment admin fee may be refundable. Typically, though, the application fee is the only non-refundable portion of the move-in fees for renters.

Are administration fees legal?

Though certain states have laws regarding the number of fees they can charge, administration fees are 100% legal. With that said, the details of the maximum amount landlords may legally charge for fees will be defined by state law.

When are administration fees paid?

Renters will typically submit administration fees with their applications. These fees help cover the costs of performing the necessary background checks and act as a holding fee during the process.

Can you avoid admin fees?

While you cannot avoid admin fees, you can avoid being overcharged. Speak with your prospective landlord in advance to find out what fees will be due and at what amount to avoid any confusion later in the process.

Can you negotiate administration fees?

You can often negotiate administration fees with landlords. Still, you will usually charge the bare minimum to cover their time lost and the costs associated with running the necessary checks.

Are pet fees included in admin fees?

Yes, pet fees often get lumped together with other apartment fees. Before renting an apartment, check to see how much they charge for a pet deposit or pet rent, and consider this when signing a lease.