Screening tenants is one of the most important steps in managing a rental. It’s about protecting your property, reducing turnover, and finding tenants who pay on time and treat the home with care. However, if you don’t know how to properly screen your tenants, you could end up with plenty of challenges, no matter what property you’re hoping to rent!

Whether you’re renting out your first unit or managing several, having a clear process matters. This guide covers six essential steps for screening tenants, plus updated trends and legal changes for 2024 and 2025.

What is the Tenant Screening Process?

Tenant screening helps landlords decide if an applicant is a good fit. It goes beyond credit scores. The process includes reviewing the application, checking background and credit history, confirming income, and contacting past landlords. Some landlords also do a quick interview.

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The goal is to find someone who pays rent on time, follows the lease, and respects the property. To stay compliant, use the same steps for every applicant. A consistent process keeps things fair and helps prevent legal trouble.

Federal law bans discrimination based on race, religion, sex, familial status, and more. Many states add protections like voucher use or gender identity. By focusing on facts and documenting your process, you make better decisions and protect your rental.

How is Tenant Screening Done?

The best screening systems follow a clear path. Start by setting rental criteria. Many landlords look for tenants who earn three times the rent, possess a credit score of 620 or higher, and show a clean rental history.

Next, have every applicant fill out the same rental application. It should include income details, rental history, references, and signed consent for background checks. Using the same form helps keep the process fair.

Before running tenant screening reports, get written permission. This is required under the Fair Credit Reporting Act. If you deny someone based on the results, you have to send an adverse action notice explaining the source and their right to dispute errors. Following a step-by-step system keeps you protected and effective.

6 Steps to Screen Tenants

Finding the right tenant is about choosing someone who will respect your space, pay rent on time, and stick to the lease. A solid screening process gives you a better chance at long-term stability, fewer surprises, and less stress.

Here’s a step-by-step guide that can help you stay consistent, fair, and in control of your rental decisions.

Step 1: Set Minimum Criteria

Before reviewing applications, decide what makes someone a strong fit for your property. Most landlords look for:

  • A credit score of 620 or above
  • Income that’s at least three times the monthly rent
  • No recent evictions or serious rental issues

Make sure your expectations line up with what’s typical in your area. If your property is in a more affordable neighborhood, requiring an unusually high score might keep qualified renters from applying. Once your standards are clear, apply them evenly. This helps you stay fair and compliant with housing laws.

Step 2: Request a Rental Application

The application is your first look at the person behind the inquiry. It should cover:

  • Basic contact information
  • Where they work and how much they earn
  • Past addresses and rental history
  • References
  • Signed consent for background and credit checks

Using the same form for everyone keeps things fair. TenantCloud makes it easy to send, track, and review applications in one place. As you go through each one, pay attention to inconsistencies or missing details. A quick follow-up call can often clear things up.

Step 3: Run Background Checks and Review the Credit Report

Once the application is complete, it’s time to pull the data. Most screening services offer reports that include:

  • A credit report
  • Criminal background information
  • Eviction history
  • Other public records

The average renter has a credit score around 650. You don’t need perfect credit, but repeated late payments or large debts might signal a problem.

Always get written permission before running these checks. If you choose to reject someone based on what you find, the Fair Credit Reporting Act requires that you notify them with a formal letter. That letter should include the reporting agency’s contact info and let the applicant know they have the right to dispute the results.

Step 4: Contact Employers and Previous Landlords

Reports are helpful, but they don’t tell the whole story. A quick verification call to employers and former landlords can give you real insight. Start by calling the employer using a public phone number, not one provided by the applicant. You might ask:

  • What’s their job title?
  • How long have they worked there?
  • Are they full-time or part-time?
  • Does their income seem stable?

Ask for documents like pay stubs or W-2s to confirm earnings. If they’re self-employed, a tax return or letter from a CPA works too.

Then check in with former landlords. You’ll want to know if the tenant paid their rent on time, cared for the rental property, and followed the lease. One of the most telling questions is whether that landlord would rent to them again.

Keep notes during these calls. If any issues come up later, your documentation will be important.

Step 5: Interview the Applicant

While not required, a short interview—by phone or in person—can give you a clearer picture of who you’re renting to.

Use this time to:

  • Confirm the info they listed
  • Ask about any gaps in work or rental history
  • Go over pets, roommates, or other household details
  • Share your expectations for communication, repairs, or payment timing

Let them ask questions, too. This is a two-way relationship, and a quick conversation often gives you a feel for how they’ll handle things once they move in.

Step 6: Compare Applicants and Make a Decision

Once you’ve reviewed the reports, checked the facts, and spoken to references, compare each applicant against your original criteria. Don’t rely on instinct or personality. Stick to what the numbers and history show.

If more than one person qualifies, you can choose the one with stronger financials or go with the first complete application. Whatever you decide, document the reason.

If you approve someone, send the lease and explain what’s needed next. With TenantCloud, you can generate a state-specific lease and send it for e-signature right away.

If you decline an applicant based on their credit or background report, remember to send an adverse action letter. This letter needs to include the credit reporting agency statement and explain how the applicant can dispute the information.

Keep every piece of paperwork: applications, reports, emails, and notes. Staying organized helps you stay protected and keeps your process fair from beginning to end.

2024–2025 Fair Housing Updates and Screening Trends

Screening tenants is more than a box to check. It is important in protecting your rental property and comes with legal responsibilities. Over the past year, both laws and market trends have shifted, so landlords need to pay attention to more than just credit scores.

At the federal level, the proposed Landlord Accountability Act of 2025 would add source of income to the listed protected classes under the Fair Housing Act. That would mean you couldn’t deny an applicant just for using housing vouchers like Section 8. While not yet law, the bill signals growing support for renter protections.

Several states have made updates of their own:

Renter screening trends are shifting, too. The average renter credit score is about 650, lower than the national consumer average of 715. Most application denials stem from low credit, unverifiable income, eviction history, or bad references.

Eviction rates are rising, and 83 percent of landlords report false information on applications. Verifying everything—and documenting your process—is your best protection.

Verifying Employment, Rental History, and Conducting Interviews

After reviewing an applicant’s paperwork and background reports, it’s important to take that extra step to verify the details they’ve shared. Speaking directly with employers and previous landlords gives you a clearer sense of who the applicant is—not just on paper, but in real life.

These conversations can reveal things that a credit score or rental application won’t show. They also help you confirm whether the applicant has been honest and whether they’re likely to be a responsible, stable tenant.

Questions to Ask Employers

When calling an applicant’s employer, use the company’s official phone number or business email—not a contact provided by the applicant. This helps ensure you’re speaking with someone legitimate.

Here are a few questions that can help you confirm their employment status and get a sense of financial reliability:

  • What is their job title?
  • How long have they worked for the company?
  • Are they employed full time or part time?
  • Have there ever been concerns about their reliability or work ethic?

In addition to the phone call, it’s a good idea to ask the applicant for supporting documents, like any recent pay stubs, W-2 forms, or bank statements. If the applicant is self-employed, a tax return or a letter from an accountant may be more appropriate.

Questions to Ask Previous Landlords

Landlord references are just as important as employment verification. Speaking with someone who has rented to the applicant in the past can give you valuable insight into how they treated the rental property and whether they followed the lease.

Here are some questions worth asking:

  • Did the tenant pay rent on time?
  • Were there any issues with noise, complaints, or rental property damage?
  • Did the tenant follow the lease terms?
  • Would you rent to them again?

If possible, try to speak with more than one landlord. A single glowing review might not reflect the full story, especially if the most recent rental ended poorly.

Interviewing the Applicant

While not always required, a short conversation with the applicant can help tie everything together. It’s your chance to confirm what’s already on the application and ask a few open-ended questions to get a better feel for who they are.

You might ask:

  • What brings you to the area, or why are you moving at this time?
  • Can you discuss the gaps in your employment or rental history?
  • Have you ever been evicted or missed rent payments?
  • Are you prepared to cover the application fee and security deposit?
  • Do you have any questions about the lease, the property, or the next steps?

This conversation doesn’t have to be long or formal. Even a five-minute call can help you catch inconsistencies or learn something helpful. It also shows the tenant that you’re thorough and care about finding the right fit—for both sides.

Why These Steps Matter

Taking the time to verify details, ask questions, and document the responses can protect you from future problems. It helps ensure your decision is based on real evidence, not assumptions or guesswork.

By using the same set of questions for every applicant, you also stay compliant with local fair housing laws and maintain a consistent screening process across the board.

What is the Best Way to Do a Background Check on a Tenant?

The easiest way to run a tenant background check is by using a trusted tenant screening service. Many platforms provide detailed reports with credit scores, eviction records, criminal history, and other public data. These tools are built for landlords and save time while ensuring accuracy.

While you can gather information on your own, professional services give you access to broader databases and help reduce errors. Most cost between $25 and $75 per applicant, and you can choose who pays the fee.

No matter the method, follow the law. Get written consent, apply the same criteria to every applicant, and send an adverse action notice if you deny someone based on the report.

Frequently Asked Questions

Can I deny someone because of their criminal history?

You can take criminal convictions into account, but not arrests that didn’t lead to a conviction. That said, laws vary depending on where you live. Some cities and states limit how criminal history can be used when making housing decisions. Avoid blanket policies and take each case on its own. Always follow local guidelines to stay compliant.

What’s a good minimum credit score to look for?

Most landlords set their minimum somewhere between 620 and 650. Right now, the average renter credit score is around 650. Keep in mind that a lower score doesn’t automatically mean someone’s a bad fit—especially if they have strong income, a co-signer, or a solid rental history.

Do I really need to send an adverse action letter?

Yes. If you reject someone based on what shows up in their credit or background check, federal fair housing laws say you need to send them an adverse action notice. This letter should include the name of the credit reporting agency and explain how the applicant can dispute any errors.

Can I screen tenants who use Section 8 or housing vouchers?

It depends on your location. Some states and cities already have laws that protect applicants from being denied just because they use vouchers. And there may be new federal rules coming soon that make source-of-income discrimination illegal. Always check your local laws before making a decision.

How long does the screening process usually take?

If the applicant turns in everything quickly, screening usually takes about two to three business days. Delays can happen if information is missing or if references are hard to reach, so keeping communication open helps move things along.

Can I ask about pets, roommates, or smoking?

Yes—as long as you’re asking the same questions of every applicant and those questions are part of your standard rental criteria. Just be consistent, and make sure everything you ask is relevant to the lease or property rules.

Smarter Screening Starts with a Solid Process

Tenant screening is one of the most important steps in protecting your rental and setting yourself up for success. A clear process helps you stay compliant, reduce risk, and build strong relationships with your tenants from day one.

When you use objective criteria like income, credit score, and rental history—and apply them equally—you create a fair system that helps prevent missed rent, lease issues, or evictions. Modern screening tools make this easier. You can review background checks, credit reports, and eviction history in one place, giving you the insight you need to make informed decisions.

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As rental laws and tenant protections continue to evolve, staying up to date is essential. A strong screening process is smart—and necessary.

TenantCloud gives you the tools to do it right. Customize your application, select your screening level, and manage everything from one dashboard. Try it free for 14 days and see how easy it is to find a qualified tenant with the right tools in place.