How to screen tenants.
A thorough screening process protects your property and rental income. Follow this step-by-step guide to find reliable tenants while staying compliant with fair housing laws.
Last updated:
Step 1: Pre-screening questions
Before accepting a full application, ask pre-screening questions to filter out applicants who don't meet your basic criteria. This saves time for both parties.
Questions to ask
- When are you looking to move in?
- How many people will be living in the unit?
- Do you have any pets? If so, what type and size?
- What is your combined monthly income?
- Have you ever been evicted or broken a lease?
- Do you have references from previous landlords?
- Are you willing to undergo a background and credit check?
Pre-screening by phone or showing lets you quickly identify deal-breakers like income, move-in timing, or pet restrictions before investing time in a full application review.
Step 2: Rental application
A complete rental application collects the information you need to verify income, check references, and run background checks. Include authorization for screening.
Personal info
- Full legal name
- Date of birth
- SSN (for background check)
- Current address
- Phone and email
Employment
- Current employer
- Position and salary
- Employment length
- Supervisor contact
Rental history
- Previous 2-3 addresses
- Landlord names and contacts
- Rent amounts paid
- Reason for leaving
References
- Personal references (non-family)
- Professional references
- Emergency contact
Always include a signed authorization for credit and background checks. Without written consent, you can't legally run these reports.
Step 3: Income verification
Verify that applicants earn at least 2.5-3x the monthly rent. Don't just take their word for it—request documentation.
Acceptable income documentation
Pay stubs
Last 2-3 months showing YTD earnings
Tax returns
Last 1-2 years for self-employed
Bank statements
Last 2-3 months showing deposits
Employer letter
Verification of employment and salary
Offer letter
For new jobs, with start date and salary
Income calculation example
For a $2,000/month rent, require minimum gross income of $5,000-6,000/month ($60,000-72,000/year).
Step 4: Background & credit check
Run background and credit checks through a reputable screening service. Review the full report, not just the score.
Credit report
Payment history, debt levels, credit score
Criminal history
Felonies, misdemeanors, sex offender registry
Eviction records
Past eviction filings and judgments
Identity verification
SSN trace, address history
Look beyond the credit score. A 650 score with recent eviction filings is worse than a 600 score with clean rental history but old medical debt.
Step 5: Reference checks
Contact previous landlords directly. Current landlords may give positive references to remove a bad tenant—focus on landlords from 1-2 properties ago.
Questions for previous landlords
- How long did the tenant live at your property?
- Did they pay rent on time? Any late payments?
- How did they maintain the property?
- Did they follow lease terms (noise, guests, pets)?
- Did you receive their full security deposit back?
- Would you rent to them again?
- Why are they leaving?
Verify that reference phone numbers actually belong to previous landlords. Cross-reference with property records or online listings to avoid fake references.
Red flags to watch for
These warning signs don't automatically disqualify an applicant, but warrant extra scrutiny.
| Red flag | Risk | Action |
|---|---|---|
| Income below 2.5x rent | High | Require co-signer or additional deposit |
| Recent eviction (< 3 years) | High | Typically decline or require explanation |
| Multiple late payments on credit | Medium | Verify current employment, larger deposit |
| Can't provide landlord references | Medium | Verify other aspects more thoroughly |
| Gaps in rental/employment history | Low-Med | Ask for explanation, verify details |
| Rushed or pressuring you | Medium | Don't skip steps, maintain process |
Step 6: Making your decision
Apply your documented criteria consistently. If denying based on credit or background information, you must provide an adverse action notice.
If approving
- • Send approval notice with move-in instructions
- • Collect security deposit and first month's rent
- • Schedule lease signing
- • Provide move-in checklist
If denying
- • Send adverse action notice (required by FCRA)
- • Include screening company info
- • State reason for denial
- • Inform of right to dispute
Frequently asked questions
How long should tenant screening take?
A thorough screening typically takes 3-5 business days. This includes time for background check processing (1-3 days), contacting references (1-2 days), and reviewing all materials. Don't rush—a few extra days upfront saves months of problems later.
What credit score should I require?
Most landlords set a minimum of 620-650. However, credit score alone doesn't tell the whole story. Look at the full credit report—someone with a 600 score due to medical debt may be lower risk than someone with 650 and multiple late rent payments.
Can I charge for the background check?
Most states allow you to charge applicants for actual screening costs (typically $30-50). Some states cap this amount or require disclosure. Always provide receipts and apply the same fee to all applicants.
What if an applicant has a criminal record?
You can consider criminal history but must do so carefully. Many jurisdictions have 'ban the box' laws or require individualized assessment. Consider the nature, severity, and recency of the offense, and whether it relates to tenant suitability.
Do I need to screen every applicant the same way?
Yes. Consistent screening criteria is essential for fair housing compliance. Document your screening standards in writing and apply them equally to everyone. Inconsistent screening opens you to discrimination claims.
Need help with tenant screening?
Our property management team handles the entire leasing process—marketing, showings, screening, and move-in—so you get qualified tenants without the work.