A great property can become a nightmare with the wrong tenant. On the other hand, a reliable tenant can make owning rental property surprisingly straightforward. Either way, a vacant unit is so much better than a unit with a problem tenant in it.
Pre-Step: Have a platform that houses and organizes all of the systems we will mention below
I personally use TurboTenant https://turbotenant.pxf.io/Ag2nWN but you can play around a find others – but TurboTenant has been the best I’ve found so far.
Step 1: Use a Standard Rental Application
Before scheduling multiple showings or making decisions based on first impressions, collect a complete rental application.
A good application should include:
- Employment information
- Income information
- Rental history
- References
- Occupancy details
- Pet information (if applicable)
Having every applicant complete the same application helps you stay organized and evaluate applicants fairly.
Step 2: Verify Income
One of the biggest mistakes new landlords make is assuming an applicant can afford the rent.
Ask for documentation such as:
- Recent pay stubs
- Employment verification
- Tax returns (when appropriate)
- Bank statements (when appropriate)
Many landlords use a rent-to-income guideline of roughly 3x monthly rent, though local markets and individual circumstances can vary.
Step 3: Review Credit and Background Information
A credit report can help identify patterns of financial responsibility.
When reviewing reports, look beyond the credit score itself:
- Outstanding collections
- History of late payments
- Bankruptcies
- Eviction records
- Criminal history where legally permissible
One red flag doesn’t automatically disqualify an applicant, but it should prompt additional questions.
Step 4: Contact Previous Landlords
Previous landlords can often provide valuable context.
Consider asking:
- Did the tenant pay rent on time?
- Did they follow lease terms?
- Were there complaints from neighbors?
- Would you rent to them again?
Be aware that some landlords provide only limited information, but the conversation can still be helpful.
Step 5: Use a Consistent System
As your rental business grows, keeping applications, screening reports, lease documents, and rent collection organized becomes increasingly important.
Many self-managing landlords use property management software to keep everything in one place. If you’d like to learn more, you can check out what I use here:
https://turbotenant.pxf.io/Ag2nWN
Final Thoughts
Tenant screening doesn’t need to be complicated.
The most successful small landlords usually follow a repeatable process:
- Collect an application.
- Verify income.
- Review screening reports.
- Check references.
- Apply the same standards consistently.
REMEMBER: A few extra minutes spent screening today can save months of stress later.
This article appears in my DIYLandlord Substack which you can access here: https://open.substack.com/pub/diylandlord/p/how-to-screen-your-tenants-the-ultimate?r=8jomtz&utm_campaign=post&utm_medium=web&showWelcomeOnShare=true
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