Choosing the right resident is one of the most important things you do as a property manager. Not only can it prevent future headaches, but it can impact length of stay, maintenance alerts, and more. At Second Nature, we’re all about making the resident experience as enjoyable as possible, which is why we recommend reusable tenant screening reports.
Not only do consistent screening reports help you process applications more quickly, they also help residents save money and apply more quickly. The result is that you get more quality applications sooner, filling vacancies and reducing turn costs.
In this article, we’ll walk through what reusable screening reports are, why they’re good for both residents and property managers, and how you can add them to your workflow to increase compliance and efficiency.
A reusable tenant screening report is a comprehensive screening report that applicants can submit to multiple landlords, eliminating the need for them to repeatedly go through the screening process every time they want to apply for a property. These reports are also sometimes called portable tenant screening reports (PTSRs) because applicants can carry them with them from one property to the next.
These reports are created by consumer reporting agencies and are paid for by the applicant directly. They typically include information like a credit report, any eviction history, a criminal background check, and income verification. Once a resident obtains a PTSR, they’re typically valid for 30 days and can be submitted to property managers either directly or via a third-party platform. The best part is, there’s no expense to the property manager or property owner.
In today’s real estate landscape, especially in more competitive markets where rentals are in high demand, applicants are typically applying to multiple properties. The process is time-consuming and often expensive, leading applicants to seek out other options. Reusable reports reduce screening costs and time for residents, which can typically range from $15 to $40 per application. That adds up quickly, so it’s easy to see why reusable screening reports are rising in popularity.
Depending on the consumer agency an applicant uses, the exact contents of the report can vary slightly. However, there are some main items that are consistent across almost all screening reports.
Each of these sections is important in helping you find the absolute best resident for your property. They provide a fuller picture of financial stability, reliability, and potential risk, empowering you to make more informed decisions and reduce future costs. Having a highly detailed process also leads to more consistent standards, allowing you to evaluate applicants fairly and maintain compliance with Fair Housing laws.
Some property managers may be hesitant to accept reusable screening reports due to concerns about fraud. They feel confident in their established screening process and don’t want to stray from it. While we’re all about consistent process, there are also plenty of ways to reduce the chance of fraud in portable screening reports.
Portable tenant screening reports can be helpful, but they’re not foolproof. In order to reduce risk, property managers should review every screening report carefully and look for red flags. Things like inconsistent dates, gaps in rental or employment history, or mismatched addresses can signal possible fraud.
Legislation around portable screening reports varies by state, but is continuously expanding. Several states now allow residents to submit reusable reports instead of paying new application fees for each property. Some states allow property managers to accept them, while others require acceptance and don’t allow PMs to charge additional screening fees. These laws aim to lower housing costs, reduce the financial burden of applying, leasing, and moving into a new home, and increase resident mobility.
The lifespan of a reusable report may also differ by jurisdiction. Most states that accept these reports define the time limit for validity. Most commonly, reports are valid for 30, 60, or 90 days, but this varies by jurisdiction.
As always, we recommend researching laws surrounding screening reports in your state, county, or city, and consulting an attorney if you’re not clear on the specific regulations.
In most states, property managers must disclose their screening process upfront, including whether or not they accept PTSRs. Some states require written notice in listings, applications, or websites, and might specify the exact language that needs to be present.
Another variation by state: in some areas, property managers may be allowed to request a certification that no material changes have occurred since the report was created. For example, they can request verification that the resident hasn’t been evicted, been charged with a crime, or filed for bankruptcy in the last 30, 60, or 90 days.
Failure to comply with these rules can result in financial penalties and legal liability, so it’s always worth it to seek legal assistance from an attorney if you aren’t 100% confident in your compliance.
Keep in mind that reusable screening reports are just one tool in your belt. They shouldn’t be the only way that you’re evaluating applicants or making leasing decisions.
Portable reports offer a lot of convenience, but that comes with tradeoffs. Reports pulled days or weeks earlier may miss new credit or legal issues, so it’s important to request updated documentation for older reports.
Because portable reports are based on resident-supplied data, they may lack verification or completeness, especially for income and employment history. Some reports may not be as comprehensive in some areas, like rental history, or might only provide surface-level employment info.
Without built-in verification tools, property managers may be left tracking down references manually, adding costly time to their process.
Portable reports also don’t integrate as well with your lease, payment, or maintenance systems, meaning that you may have to copy or retype information between different platforms. That increases the potential for errors and creates large inefficiencies. It also makes it difficult to track patterns between screening data and later resident behavior, which can make it more challenging to update and improve your screening process.
If you’re looking to up your screening game without creating chaos in your tech stack, look for tools that are fully integrated. You’ll create less back-and-forth, more reliable data, and stronger resident outcomes. Look for solutions that include verified screening, but also consider additional features that will attract high-quality applicants, like credit building and identity protection services.
In order to help you be successful in today’s market, modern property management tools must support both compliance and the resident experience. Building smarter workflows is great, but they should ultimately drive better outcomes for both your team and your residents.
Portable screening reports should always be considered in this context. They’re great for reducing friction and resident expenses during the leasing process, but they don’t always provide the full picture. Leading property managers pair these reusable reports with a fully managed system to deliver consistency, efficiency, and long-term resident satisfaction.
If you’re looking to drive resident satisfaction and attract more qualified applicants, look to Second Nature’s Resident Benefits Package. With a full suite of benefits designed to create triple win outcomes for you, your investors, and your residents, the RBP is the perfect tool to elevate your property management company. Request a demo with an expert in your area today.