When it comes to renting out a property, selecting the right tenant to take up residence can make all the difference in your experience as a property manager.
While this might seem like a simple process at first glance, tenant screening is a multi-step journey that can save you from a host of headaches, when done correctly. That’s why developing a checklist to thoroughly address the full range of tenant screening considerations can streamline the process for everyone involved.
Note on language: Here at Second Nature, we prefer the term “resident” rather than “tenant,” as that emphasizes the human element over the transactional. But because legacy property management systems and documentation often make exclusive reference to “tenants,” we’ll favor that term in today’s post.
Related: How to Write a Tenant Welcome Letter + Free Template
What Is a Tenant Screening Checklist?
At its core, a tenant screening checklist is simply a tool designed to help property managers vet potential renters. It's a systematic way to ensure that you're gathering all the information required to make an informed decision about who will be living on the rental property you’re responsible for.
The checklist includes a range of steps, from gathering contact information and employment details to running background and credit checks. The goal is to cover your bases so that when you hand over the keys, you feel confident that the person moving in will be a good fit for your property.
Some of the typical components of a tenant screening checklist include:
- Rental application: This is where prospective renters provide their contact information, employment history, rental history, and more.
- Credit report: A detailed credit check gives you a glimpse into how financially responsible the applicant is.
- Background check: Criminal history is another factor that can play a significant role in your decision-making process.
- Reference checks: Talking to previous property managers, landlords, or employers can provide insight into how reliable the applicant is.
- Employment verification: Verifying that the applicant is gainfully employed and can afford the rent is crucial.
Why you should use a tenant screening checklist
A tenant screening checklist is more than just a series of steps to follow – it's a protective measure for your property and investment. Here's why it matters:
For property managers: It ensures consistency. Every applicant is subjected to the same process, which not only helps you find the best fit for your rental property, but also legally protects you by showing that you treat all applicants equally.
For potential residents: It fosters trust. Prospective renters know that if they're accepted, they earned their spot fairly, based on the same criteria as everyone else who applied for the rental property. This can create a stronger property manager-resident relationship from the outset.
By sticking to a checklist, you avoid oversight or bias, and ensure that the process is transparent and fair.
What property managers should know
As you implement your tenant screening process, there are a few key areas that require special attention.
First, familiarize yourself with the Fair Housing Act. This federal law prohibits discrimination in housing-related activities based on race, color, national origin, religion, sex, family status, or disability. Violations of this law can lead to severe legal consequences, so it's essential to understand and comply with all its provisions.
Privacy is another critical consideration. The information you gather during tenant screening is sensitive and should be treated with the utmost care. Personal details like social security numbers, credit reports, and employment verification should be kept confidential to prevent identity theft and other security breaches.
Consent is also vital. Make sure you obtain written permission before running background or credit checks on applicants. Not only is this a legal requirement, but it also helps build trust with potential residents by showing that you respect their privacy.
Learn more: Your Guide to Property Management Laws, Regulations, & Rules
How to Properly Screen Prospective Tenants
There are several essential steps to a thorough tenant screening process. We'll walk through each of them in detail, but note that meeting the tenant in person, or connecting with them via phone or email, can also be helpful in assessing their suitability.
Importantly, we’ll also highlight the contents of the rental application, which is crucial for gathering essential details like contact information, employment history, and rental history. It’s also where you’ll obtain permission to run background checks and credit reports, a legal requirement before proceeding with these evaluations.
Now let’s take a closer look at each element of a thorough tenant screening process:
Rental application
The rental application is the first step in gathering essential details about a prospective resident. This form typically includes their full name, contact information, employment history, and rental history. Additionally, you may want to request a photo ID as part of this step.
The rental application is also where you should ask for permission to run background and credit checks. Without consent, you're legally prohibited from conducting these checks, so this step is crucial.
Income and employment verification
Once you've received the rental application, verifying the applicant's employment and income is the next logical step. Pay stubs, employment verification letters, or a quick call to the employer can confirm that the applicant is both employed and earning enough to comfortably afford the rent.
It’s essential to establish whether the applicant has a stable job that’ll allow them to meet their financial obligations. Consistency in employment is often a good indicator of a responsible resident.
Credit check and credit report
A credit check provides insight into an applicant's financial habits. Are they consistently paying their bills on time, or do they have a history of missed payments? While no one is perfect, this step can help you gauge the likelihood of timely rent payments.
Before running a credit check, make sure that the applicant is aware and has provided written consent.
Background check
A background check can reveal any criminal history that might affect your decision to rent to a particular individual. It’s not just about finding out if someone has a criminal record – it’s about understanding the nature of any incidents and whether they present a risk to the property or the community.
While it’s essential to take this information into account, it’s also important to comply with state and federal laws that govern how criminal history can be used in housing decisions.
Rental history
Checking an applicant's rental history is another key step in the screening process. Contacting previous property managers or landlords can provide a wealth of information, from whether rent was paid on time to how well the applicant maintained the property. Public eviction records can also give you insight into whether the individual has a history of problems with previous rentals.
Reference checks
Requesting references from previous rental or employment experiences can give you further insight into an applicant's character and reliability. Personal references can be helpful, but professional references tend to provide more objective feedback.
Pet screening
If your property allows pets, it's important to include a pet screening process as part of your checklist. This can involve gathering information about the type of pet, breed, and size, as well as providing an opportunity to review any rules or restrictions you might have regarding pets on your property.
For a more in-depth look at the process of screening for the ideal tenant, check out our blog: How to Screen Potential Tenants: Tips for Property Managers.
Next Step: How to Evaluate Applicants
Once you've gathered all the information from your checklist, it's time to evaluate your applicants. Look for any red flags that might indicate future issues, such as a history of evictions, inconsistent employment, or a poor credit score.
At this stage, you might also want to conduct an interview with your top candidates to ask any final questions and clarify details. This conversation can reveal important information that didn't come up during the formal application process.
Once you’ve made your decision, it’s time to notify the applicant. If they’re approved, the next step is to provide a lease agreement for their review. Make sure to discuss the lease terms in detail and give them the opportunity to ask questions before they sign. This step is crucial for preventing misunderstandings down the road.
Learn more about next steps:
- How to Create Your Tenant Move-in Checklist, Tips + Free Template
- What is a Resident Benefits Package?
Tenant Screening Checklist Template
The checklist below covers the process for screening potential tenants from beginning to end, and will help ensure that you are missing no crucial steps:
Rental application
Provide rental application form
- Collect full name, contact information, employment history, and rental history.
- Request a copy of the applicant's photo ID.
- Obtain consent for background and credit checks.
Review rental application
- Confirm that all necessary fields are completed.
- Verify the accuracy of provided information (e.g., contact details).
Income and employment verification
Verify income and employment
- Request pay stubs or employment verification letters.
- Optionally, call the employer to confirm details.
- Ensure the applicant's income can comfortably cover the rent.
Assess employment stability
- Look for consistency in employment history.
- Consider the nature and duration of current employment.
Credit check and credit Report
Run credit check- Confirm written consent from the applicant is on file.
- Evaluate credit history, focusing on payment habits and outstanding debts.
- Identify any red flags, such as missed payments or high levels of debt.
Background check
Conduct background check
- Ensure legal compliance with state and federal regulations.
- Review criminal history for any potential risks to the property or community.
- Document findings in accordance with Fair Housing laws.
Rental history
Contact previous landlords or property managers
- Verify rent payment history (e.g., on-time payments).
- Check how well the applicant maintained previous rental properties.
- Investigate public eviction records, if applicable.
Reference checks
Request professional references
- Contact provided references to verify the applicant's character and reliability.
- Prefer professional references over personal ones for objective insights.
Pet screening (if applicable)
Gather pet information
- Request details about the pet(s), including breed, size, and any specific needs.
- Review and communicate property rules and restrictions regarding pets.
- Confirm the applicant’s acknowledgment of pet policies.
This checklist should guide property managers and landlords through each step of the tenant screening process to ensure thorough and legal compliance.
Tenant Screening Checklist Form
A good tenant screening checklist form will include all of the components discussed above. Here is a sample that you can use or customize according to your needs and legal requirements:
Tenant Screening Checklist Template
Property Information:
Property Address:
Unit Number:
Rent Amount:
Security Deposit:
1. Pre-Screening Questions
Preferred Move-in Date:
Reason for Moving:
Length of Previous Tenancy:
Number of Occupants:
Pets (Yes/No):
Smoking (Yes/No):
Employment Status:
Monthly Income:
Criminal History (Yes/No):
2. Application Information
Completed Rental Application (Date received: )
Application fee collected: (Amount: )
3. Identity Verification
Photo ID received: (Type: )
Verified Name, Date of Birth, and Address
4. Income & Employment Verification
Income Documentation Provided:
Pay Stubs (Last 3 months)
Bank Statements (Last 3 Months)
Tax Returns (If Self-employed)
Employer Contact Information:
Employer Name:
Contact Name & Position:
Phone/Email:
Verified Employment and Income (Yes/No):
5. Rental History Verification
Previous Landlord Contact Information:
Landlord Name:
Phone/Email:
Length of Tenancy:
Rent Payment History:
Any Damages or Issues Reported:
6. Credit Check
Credit Score:
Credit Report Reviewed (Date):
Any Negative Marks: (Late Payments, Collections, etc.)
7. Background Check
Criminal Background Check Completed: (Yes/No)
Eviction History Check Completed: (Yes/No)
Any Red Flags:
8. Additional Documents/Considerations
Co-Signer Required (Yes/No):
Co-Signer Information Verified:
Additional Documents Provided:
9. Approval/Denial Decision
Approval Decision Date:
Denial Decision Date:
Reason for Denial (if applicable):
10. Follow-Up
Lease Agreement Sent (Date):
Security Deposit Collected (Date):
First Month’s Rent Collected (Date):
Final Thoughts
Tenant screening may seem like a complex process, but with a clear checklist in hand, you can navigate it smoothly. By staying organized, adhering to legal requirements, and keeping the lines of communication open with applicants, you'll be able to more efficiently find the best fit for your property, and set the tone for a positive resident experience all around.
For more tips on improving the resident experience, check out Second Nature’s Resident Benefits Package.
November 22, 2024
