✅ How to Screen a Tenant Step-by-Step

Before you schedule showings and invest time meeting prospects, pre-qualify inquiries to screen out applicants who clearly don’t meet your criteria. This saves everyone time and ensures you’re only showing to serious, potentially qualified candidates.

Questions to Ask During Initial Contact

• “When are you looking to move in?” — Matches your availability timeline?
• “How many people will be living in the unit?” — Meets your occupancy limits?
• “Do you have any pets?” — Compatible with your pet policy?
• “What is your approximate monthly income?” — Meets 3x rent requirement?
• “Have you ever been evicted or broken a lease?” — Immediate disqualifiers?
• “Do you have any felony convictions?” — Within your screening criteria? (Note: some jurisdictions restrict this question)
• “Why are you moving from your current place?” — Red flags in the answer?

Red Flags at This Stage

• Unwilling to answer basic questions
• Income clearly below 3x rent requirement
• Admits to recent eviction or broken lease
• Moving timeline doesn’t match your availability
• Evasive about current living situation
• Excessive urgency (“I need to move tomorrow”)

What to Communicate

During pre-qualification, share your basic requirements so applicants can self-screen:

• Monthly rent and deposit amounts
• Income requirement (3x rent)
• Credit check and background check required
• References required
• Pet policy (if applicable)
• Application fee (if any)

Property showings are your opportunity to meet prospects face-to-face and assess their first impression. While you should never make decisions based solely on a showing, it provides valuable context for the rest of your screening.

During the Showing, Observe:

• Punctuality: Did they arrive on time? If late, did they communicate?
• Presentation: How do they present themselves? (Not about wealth—about care)
• Questions asked: Do they ask thoughtful questions about the property and lease?
• Behavior: Are they respectful of the property during the tour?
• Vehicle condition: If visible, does their car suggest they maintain their belongings?
• Who accompanies them: Do the people match who they said would live there?

Information to Provide

• Property features and any recent updates
• Utility responsibilities (what’s included, what’s not)
• Lease terms (length, renewal process)
• Rules and restrictions (parking, noise, common areas)
• Application process and timeline
• Move-in costs (first month, deposit, fees)

After the Showing

For interested prospects, provide a rental application immediately. Explain:

• How to complete and submit the application
• What documentation is required (ID, income proof, etc.)
• Application fee amount and payment method
• Expected timeline for decision

A thorough rental application is the foundation of your screening process. It provides the information you need to verify the applicant’s identity, income, employment, and rental history.

Essential Application Components

• Personal Information: Full legal name, date of birth, Social Security Number, driver’s license number, phone, email
• Current Address: Where they live now, how long, monthly rent, landlord contact
• Previous Addresses: At least 2-3 years of rental history with landlord contacts
• Employment: Current employer, position, supervisor, duration, income
• Previous Employment: If current job is less than 2 years
• Income Sources: All sources including self-employment, benefits, support
• Emergency Contact: Name, relationship, phone number
• References: Personal and/or professional references
• Vehicle Information: Make, model, year, license plate (for parking)
• Pet Information: Type, breed, weight, age, vaccination status
• Occupants: Names and ages of all people who will live in the unit
• Criminal/Eviction Disclosure: Self-disclosure questions
• Signed Authorization: Permission to run credit and background checks

Review Application for Completeness

Before proceeding, verify the application is complete:

• All fields filled in (no blanks or “N/A” without explanation)
• SSN appears valid format
• Addresses and dates account for all time periods
• Landlord contact information is provided
• Authorization is signed and dated
• All required documentation is attached

Use our rental application form to ensure you collect all necessary information.

Before running background checks or contacting references, verify the applicant is who they claim to be. Identity fraud in rental applications is more common than many landlords realize.

Documents to Verify

• Government-issued photo ID: Driver’s license, state ID, or passport
• Social Security card: Or other document showing SSN
• Compare to application: Name, DOB, address should match

Verification Steps

1. Examine the ID: Look for signs of tampering, alteration, or forgery
2. Compare photo: Does the photo match the person you met?
3. Check expiration: Is the ID current and valid?
4. Match information: Does name/DOB match the application exactly?
5. SSN validation: Professional screening services validate SSN against name

Red Flags

• ID appears altered or damaged in suspicious ways
• Photo doesn’t clearly match the applicant
• Name on ID doesn’t match name on application
• Reluctance to provide ID or SSN
• Multiple names or name variations across documents
• SSN validation fails or shows different name

Background checks provide objective, third-party verified information about the applicant’s financial history, criminal record, and eviction history. This is the core of your screening process.

Essential Background Checks

Credit Report

Reveals payment history and financial responsibility:

• Credit score (target varies by market, typically 600-650+)
• Payment history on existing accounts
• Total debt and credit utilization
• Collections, bankruptcies, judgments
• Address history (verify matches application)

Criminal Background Check

Identifies potential safety or liability concerns:

• Felony convictions
• Misdemeanor convictions
• Sex offender registry
• Multi-state or nationwide search recommended

Eviction History Search

The strongest predictor of future eviction:

• Eviction filings (even if dismissed)
• Unlawful detainer records
• Landlord-tenant court judgments
• Nationwide search catches moves between states

What to Look For

Income verification confirms the applicant can actually afford the rent. The standard requirement is gross monthly income of at least 3x the monthly rent.

Documents to Request

• Pay stubs: 2-3 most recent consecutive pay stubs
• Bank statements: 2-3 months showing deposits
• Tax returns: For self-employed applicants
• Employment verification letter: On company letterhead
• Offer letter: For new jobs that haven’t started
• Benefit statements: Social Security, disability, pension

Income Calculation

Calculate gross monthly income from documentation:

• Hourly employees: Hourly rate × hours per week × 52 ÷ 12
• Salaried employees: Annual salary ÷ 12
• Self-employed: Net profit from tax returns (Schedule C line 31) ÷ 12
• Multiple sources: Add all verified income sources together

Red Flags in Income Documents

• Pay stubs with round numbers ($5,000.00 exactly)
• Inconsistent formatting or fonts
• YTD calculations that don’t add up
• Employer information that can’t be verified
• Bank deposits that don’t match stated income
• Documents that appear altered or fabricated

See our guide on spotting fake pay stubs for detailed fraud detection techniques.

Employment verification confirms the applicant actually works where they claim and earns what they stated. Don’t skip this step—fake employment is common in rental fraud.

How to Verify Employment

1. Find the employer independently: Don’t use the phone number on the application. Look up the company online and find their HR or main number.
2. Call HR or the verification department: Many companies have dedicated employment verification processes.
3. Verify key information:
   • Is [name] currently employed there?
   • What is their position/title?
   • What is their start date?
   • Is their employment full-time or part-time?
   • Can you confirm their salary is approximately $X? (Some employers won’t confirm salary)
4. Document the call: Note date, time, who you spoke with, and what they confirmed.

Red Flags

• Phone number on application goes to a cell phone
• Employer has no online presence or verifiable information
• “HR” sounds informal or like a residence
• Information provided doesn’t match application
• Employer never heard of the applicant
• Applicant asks you not to contact their employer

Self-Employed Applicants

For self-employed applicants, use alternative verification:

• 2 years of tax returns (Schedule C)
• Business bank statements
• CPA or accountant letter
• Business license or registration
• Client contracts (if applicable)

See our complete guide on verifying self-employed income.

Previous landlord references reveal how the applicant actually behaves as a tenant. This is often the most valuable step because it provides real-world rental history.

Verify the Landlord Is Real

Before asking questions, confirm you’re speaking to a legitimate landlord:

• Look up property records: Does the name match the property owner on record?
• Find contact independently: Don’t rely solely on the number provided
• Check for property management company: Verify they manage that property
• Ask confirming questions: “What is the address of the property?” (They should know without prompting)

Questions to Ask

• Can you confirm [name] rented from you at [address]?
• What were the dates of their tenancy?
• What was the monthly rent amount?
• Did they pay rent on time? Any late payments?
• Did they take care of the property?
• Were there any lease violations?
• Did they have any pets? Any issues?
• How much notice did they give before moving?
• Was their security deposit returned in full?
• Would you rent to them again?
• Is there anything else I should know?

Red Flags

• Reference seems overly enthusiastic or rehearsed
• “Landlord” is vague on details like rent amount or unit number
• Property records don’t match person answering
• Reference has same last name as applicant
• Can’t or won’t answer basic questions
• Information contradicts application

See our detailed guide on spotting fake landlord references.

Now you have all the information. It’s time to review everything together and make your decision. Compare the complete picture against your written screening criteria.

Decision Framework

Approve If:

• Income is verified at 3x+ rent
• Credit score meets your minimum
• No evictions or concerning criminal history
• Employment verified as stated
• Positive landlord references
• All information is consistent across documents
• No significant red flags

Approve with Conditions If:

• Income is borderline (2.5-3x rent) — require co-signer
• Limited credit history — require larger deposit (where legal)
• New job — require employment to start before move-in
• No rental history — require co-signer or additional deposit
• Minor concerns — shorter initial lease term

Deny If:

• Income is insufficient (below 2.5x rent)
• Recent eviction history
• Criminal history fails your criteria
• Cannot verify income or employment
• Negative landlord references
• Application contains false information
• Failed identity verification

Document Your Decision

Whatever you decide, document the specific reasons:

• Good: “Approved. Income verified at $5,400/month (3.2x rent). Credit score 685. No evictions. Positive landlord references.”
• Bad: “Approved because they seemed nice.”

Promptly communicate your decision to the applicant. How you communicate depends on whether you’re approving or denying.

If Approved

1. Contact applicant by phone to share good news
2. Explain next steps (lease signing, move-in costs, timeline)
3. Schedule lease signing appointment
4. Send lease agreement for review before signing
5. Collect required move-in funds

If Denied

You must provide proper adverse action notice per FCRA if the decision was based on information in a consumer report (credit report, background check):

1. Provide written notice including:
   • Name, address, phone of the screening company
   • Statement that screening company didn’t make the decision
   • Their right to get a free copy of the report within 60 days
   • Their right to dispute inaccurate information
2. You may state: “Your application did not meet our screening criteria”
3. You don’t need to: Explain exact reasons or share report details

Use our tenant rejection letter template for FCRA-compliant denials.

Return Any Holding Deposits

If you collected a holding deposit and are denying the application, return it promptly according to your state law and the terms of your deposit agreement.