In order to be a landlord, you need to rent your property out to a tenant, but finding the right one can take longer than expected. That’s why tenant screening is essential; it helps landlords quickly assess prospective tenants while protecting themselves and their property. In this article, learn how to screen tenants to find a great renter in no time while staying compliant with the law.
What Is a Tenant Screening Report?
Tenant screening is a key responsibility of landlords to minimize risk and protect their investment. One of the main tools used in this process is a tenant screening report. It is a collection of background information that allows landlords to evaluate the suitability of a tenant, including whether they can meet lease obligations and be a good tenant. A report typically includes a credit report, credit score, criminal background check, and eviction history, depending on the screening process.
Why is tenant screening important for landlords?
Tenant screening is important because it helps landlords:
- Avoid scams
- Screen out problematic tenants
- Find high-quality tenants
- Reduce turnover
- Lower risk of eviction
- Preserve profitability
- Comply with laws
- Protect the property
Why you should screen applicants on Apartments.com
Apartments.com makes tenant screening effortless by putting it all on one platform, where the task takes only a few simple steps. It comes at no cost to landlords since all application fees are the tenant’s responsibility. Start screening with Apartments.com today to access in-depth background checks and find the best tenant for your rental.
How Tenant Screening Works on Apartments.com
To screen applicants on Apartments.com, you first need to list your property on the site. Once your property is live, you’re ready to start collecting applications and screening tenants.
Invite renters to apply
Renters can either apply via the “Apply Now” button, or you can invite them. Go to your Applications Dashboard and select “Invite to Apply” in the upper-right-hand corner of the screen or from the “Actions” menu for each application request. You can also invite renters from your Properties Dashboard; click the three dots on the relevant property and select “Invite to Apply” from the drop-down menu.
Then, select the property and unit you want a renter to apply to. Either copy the application invitation link to send to the applicant or send the invite by email.
The screening process starts
Once renters apply, the screening process automatically begins. Reports are pulled as soon as a renter applies, so you know the information is up to date.
Review applications
You’ll receive an email notification when someone applies to your rental. To review the application, select “Applications” from the left navigation menu. You are then taken to the Applications Dashboard, where applications are sorted by date received. You can filter by property if you have multiple rentals, as well as by application type to see ones at different stages of the process.
When you click on the drop-down button of an application, a summary of key information appears. To view the full application, select the “View Application” button. All the standard information that landlords want to know is provided, along with a background check, and credit, eviction, and criminal reports through TransUnion. The application contains:
- Personal identification
- Pets
- Co-applicants and/or guarantors
- Rental history
- Employment and income
- References
Check out the credit report
The credit report provides a comprehensive overview of an applicant’s credit history to help you assess their financial responsibility. It includes information like:
- TransUnion Resident Score
- Total reported debt
- Detailed payment history for credit accounts
Explore criminal history
Criminal background checks are collected through TransUnion, powered by Asurint. This document provides critical records and offense details so you can make an informed decision. The report combs through available county, state, and national databases for criminal and public records to surface information regarding:
- Conviction records
- Identifying offense descriptions
- Offense levels
- Dispositions
If your state or area doesn’t allow you to view criminal records or parts of them, that information is blocked from your view. Be sure to follow all applicable laws and regulations when using criminal history reports to screen and accept or reject tenants.
Investigate eviction records
The eviction report surfaces any eviction records that an applicant may have, helping you predict what kind of tenant they may be based on past behavior. An eviction doesn’t necessarily warrant a rejection, so you could request more information or references like a landlord reference letter or guarantor.
Obtain more information if needed
To verify or supplement the information provided from screening, request supporting documents from applicants or contact them. On the Applications Dashboard, select the “Actions” tab for the applicant you want to request documents from and select “Request Documents.” You can also open the application, go to the “Documents” tab, and click “Request Documents.”
Make your decision
Now that you’ve reviewed all the information, it’s time to make the difficult decision whether to accept or deny the applicant. When you like the applicant but want extra insurance, then request additional assurances like a guarantor or higher security deposit. If you have multiple applicants, choosing between them requires careful consideration and following the proper procedures and laws.
Tenant Screening Laws: Legal Considerations for Landlords
Screening is a delicate process because it involves sensitive information. It’s also regulated by federal, state, and local laws that govern what you can ask, how you evaluate applicants, how you communicate decisions, and more. Understanding these rules helps you avoid legal issues and maintain a consistent screening process while still attracting high-quality tenants.
Fair housing laws
The Fair Housing Act (FHA) protects renters from discrimination based on race or color, religion, sex, national origin, familial status, and disability. In practice, that means you cannot deny an application because of a protected characteristic. Because some states add extra protected classes, verify state and local laws before you begin screening applicants.
You also can’t automatically reject applicants because they were arrested or have a criminal record. That said, you can set community-safety policies around certain convictions and their severity. Keep these guidelines in mind when creating your screening criteria:
- Ensure your criteria are written and shared with applicants
- Apply your criteria consistently
- Avoid considering arrests without convictions
- Steer clear of blanket bans
- Focus on convictions that present a real, documented risk to people or property
Because local and state rules can add extra requirements, check your jurisdiction’s regulations and consult a real estate attorney before implementing or enforcing these policies.
Fair credit laws
Under the Fair Credit Reporting Act (FCRA), if you deny an application based on information in a credit report, you must send an adverse action notice explaining the decision, identifying the reasons, and outlining the renter’s rights to review and dispute inaccurate information. If a renter has poor credit, you can reduce your risk by requiring a cosigner/guarantor, asking for a higher security deposit, or requesting more documentation.
How to stay compliant with tenant screening laws
To stay compliant during tenant screening, make decisions using objective, consistently applied criteria tied to an applicant’s ability to meet the lease. Share those criteria upfront so applicants know what to expect and so your process stays defensible. Follow all required notice and disclosure rules as well as applicable local, federal, and state laws. Consult legal guidance when setting or updating your screening policy if you have any questions or concerns.
This article is for informational purposes only and does not constitute legal advice. Laws governing tenant screening, credit checks, application fees, and rental decisions vary by state and local jurisdiction. Always verify current federal, state, and local laws and regulations before screening applicants. Consider consulting a qualified real estate attorney or local housing professional to ensure your screening process complies with current laws.
FAQs
How long does tenant screening take?
Tenant screening timelines can vary, but most rental applications are processed within 24–72 hours after the applicant submits all required information. Factors such as incomplete applications, delays in employment or rental history verification, and waiting on background or credit reports can extend the process. It can also vary depending on the provider.
What should landlords do if they think documents look fake?
If there are discrepancies in the applicant's documents, slow down and verify the information before making a decision. Look for common red flags such as inconsistent fonts, rounded numbers, missing employer contact details, math errors, or formatting that doesn’t match standard pay stubs.
Compare the income listed on the pay stub to what’s stated in the rental application and review supporting documentation if available. You can also verify employment directly with the employer using publicly listed contact information rather than the number provided on the document. Apply the same verification steps to every applicant and document your process to ensure consistency and compliance with fair housing laws.
