What is the student housing application form template?
Housing offices and private student landlords ask the same things every year: who is this student, what are they studying, how long do they need a room, and who backs the rent. They also need a feel for how each applicant lives, because a night owl and an early riser in the same twin room is a complaint waiting to happen. Paper forms and email attachments make all of that slow to sort.
This application runs over three pages. The first covers the student: name, contact details, "Student ID number", "School, college or university", "Program or course of study" and "Year of study". The second is about the room. It asks how long they need it, the move-in date, "Room type" and meals, then a few lifestyle questions for matching: "When do you usually go to sleep?", "How tidy are you?" on a five-point scale, the kind of floor that suits them, and smoking. Students who already have a roommate in mind can name them. Answering yes to "Do you have accessibility needs we should plan for?" opens a details box and an optional upload for a supporting letter.
The last page asks "How will your housing be paid for?" and shows the guarantor's details, or a sponsor's name, only when they apply. Every application is filed as a signed PDF in your FileIt vault, and the response table lets you sort applicants when allocations begin.
- Best for
- University and college housing offices, private student halls and student landlords
- Filled in by
- The student
- Time to complete
- About 10 minutes
- Includes
- Student and program details, room choice, lifestyle matching, accessibility follow-up, guarantor or sponsor, declaration and signature
Who uses a student housing application form?
- First-year residence hall applications for the new academic year
- Private student accommodation taking bookings for the next term
- Summer-only rooms for interns, visiting students or language programs
- Exchange students applying from abroad before they arrive
- Graduate housing with a mix of single rooms and studios
- Collecting roommate requests so friends can be placed together
Questions on this student housing application form
34 questions over 3 pages · includes signature, file upload, conditional questions, multiple pages, consent checkbox, ratings.
1 About you
- Full name*
- Email*
- Mobile phone*
- Date of birth*
- Student ID number*
- School, college or university*
- Program or course of study*
- Year of study* First year · Continuing undergraduate · Graduate or postgraduate · Exchange or visiting student
- Home address*
2 Your room & lifestyle
- How long do you need a room?* Full academic year · One semester or term · Summer only
- Preferred move-in date*
- Room type* Single room, shared bathroom · Single room with private bathroom · Shared twin room · Studio
- Meals Catered · Self-catered · No preference
- Do you have someone in mind to room with?
- Their name* asked only when it applies
- Their student ID asked only when it applies
- When do you usually go to sleep? Before 11 pm · 11 pm – 1 am · After 1 am · It varies
- How tidy are you?
- What kind of floor suits you? Quiet — mostly studying · A mix of quiet and social · Lively and social
- Do you smoke or vape?
- Do you have accessibility needs we should plan for?*
- Tell us what you need* asked only when it applies
- Supporting letter (optional) asked only when it applies
3 Guarantor & declaration
- How will your housing be paid for?* A guarantor will back my payments · I'll pay the full amount upfront · A scholarship, sponsor or agency pays
- Guarantor's full name* asked only when it applies
- Relationship to you* asked only when it applies
- Guarantor's email* asked only when it applies
- Guarantor's phone* asked only when it applies
- Guarantor's address* asked only when it applies
- Sponsor or funding body* asked only when it applies
- Emergency contact name*
- Emergency contact phone*
- Declaration*
- Signature*
The student housing application form, page by page
1 About you
Full name, email, mobile phone and date of birth, the student ID number, the school and program, and "Year of study" — first year, continuing undergraduate, graduate, or exchange and visiting. The home address is used for correspondence before the student arrives.
2 Your room & lifestyle
"How long do you need a room?" offers a full academic year, a semester or summer only, followed by the preferred move-in date. "Room type" lists a single with shared bathroom, a single with private bathroom, a shared twin and a studio, with a note that popular types fill early. Meals can be catered, self-catered or no preference. A roommate in mind opens their name and student ID. The lifestyle questions cover bedtime, tidiness, the floor that suits them and smoking or vaping. The accessibility question is required, so nobody skips it by accident; a yes opens "Tell us what you need" and a supporting letter upload.
3 Guarantor & declaration
Payment can come through a guarantor, an upfront payment, or a scholarship, sponsor or agency. A guarantor answer opens their name, relationship, email, phone and address; a sponsor answer asks for the funding body. An emergency contact is always required. The student confirms the declaration — that the information is true and that an offer depends on availability and enrolment — and signs.
Make the template yours
- Replace the room types with your actual halls, buildings or price bands
- Set a close date so applications stop at your allocation deadline
- Add a question about a deposit if you take one at application
- Notify the accessibility team as well as the housing office
- Edit the declaration to reference your own housing terms
- Add an international student question about visa or arrival dates
Tips for a better student housing application form
- Tell students when they'll hear back, in the confirmation message
- Use the lifestyle answers as a guide, not a guarantee — students change
- Follow up on accessibility answers early, as adapted rooms are limited
- Check guarantor details before you send room offers, not after
- Export to CSV to sort applicants by room type and move-in date
Every response becomes a PDF in your vault
Each application is filed as a signed PDF in the vault folder you choose, with any supporting letter attached. The housing office is notified, and the student gets their own copy by email.
When allocations start, search the Responses table by program or room type, or export everything to a spreadsheet to plan rooms and roommate pairs.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Student housing application form: frequently asked questions
Is this student housing application template free?
Yes. It's included in FileIt's Forms app on every plan, including free.
Do students need an account to apply?
No. They open your link, fill in the form and sign on screen.
Who sees the accessibility answers?
Whoever you share the responses with. The help text says the answers stay with the housing team, so route notifications to the right people.
Can I stop applications after a deadline?
Yes. Set a close date or a maximum number of responses in the form's settings.
Can students apply with a friend?
Yes. Each student applies separately and names the other in the roommate questions.