Tenancy Screening Checklist
Here’s a thorough checklist to take you through the tenant screening process, ensuring you cover all necessary procedures.
1. Prescreening Questions
Monthly Income: Does the tenant’s income fulfil your requirements (usually three times the rent)?
Move-In Date: Does the tenant’s preferred move-in date work for your schedule?
Number of Occupants: How many persons will reside in the unit? (Note: Do not ask about the number of children directly.)
Pets: Do they have any pets? If yes, is this consistent with your pet policy?
Do they smoke or vape? (If your property is non-smoking, this is critical.)
2. Application Process
Provide a Standardised Application Form: Ensure that all applicants use the same application form.
Request a Government-issued ID. Verify the applicant’s identification.
Proof of income: Collect recent pay stubs, bank statements, or a letter from the company.
Employment History: Ensure that the applicant has consistent and verified employment.
Rental History: Request contact information from prior landlords.
References: Collect personal and professional references.
3. Background checks.
Credit Check: Check their credit score for any red flags such as high debt or late payments.
Criminal Background Check: Look for any criminal background that may affect their status as a tenant.
Verify the applicant’s eviction history.
Search public records for any additional legal issues or judgements.
4. Interview Process
Conduct an interview. In-person or over the phone, ask open-ended questions to assess their dependability and character.
Discuss lease terms: Ensure that the applicant understands and agrees to the terms of the lease.
Clarify expectations. Discuss the property rules, maintenance obligations, and rent payment procedures.
5. Verify references.
Contact the previous landlords: Enquire about the applicant’s rental payment history, property maintenance, and any conflicts.
Contact the Employer: Confirm employment status, income, and duration of employment.
Check personal references: Gain insight into the applicant’s dependability and character.
6. Final Review
Compare applications: If you have several applications, compare them to your criteria and to each other.
Evaluate red flags: Consider any red flags or irregularities that arose during the process.
Document Decision: Keep a record of your decision-making process in case there are any future conflicts.
7. Approvals and Lease Signing
Notify the chosen tenant: Inform the successful candidate and provide the leasing agreement.
Collect security deposit and first month’s rent: Make sure these are paid in full before moving in.
Schedule a Move-In Inspection: Document the property’s condition before the renter moves in.
8. Rejection Process
Notify Unsuccessful Applicants: Inform them politely of your decision.
Maintain Application Records: Keep applications and screening reports on file for future reference or disputes.