Screening tenants and managing applications

Finding the Right Tenant

A vacant unit costs you money, but a bad tenant can cost you much more. Proper screening is your first line of defense against late payments, property damage, and eviction headaches.

Creating Application Forms

Before you can receive applications, you need to set up your application form. RentMouse provides a flexible form builder that lets you collect exactly the information you need.

Accessing the Form Builder

1. Click on Properties in the left menu.
2. Select Application Forms.
3. Click "Create Form" to start a new form.

Setting Up Your Form

1. Enter a Form Name (e.g., "Standard Tenant Application").
2. Set the Application Fee amount charged to applicants.
3. Set the Screening Fee for background or credit checks.

Choosing Form Sections

Check the boxes to include sections in your form:

• Current Address: Street, city, province, and postal code fields.
• Application Details: Interest in property and desired move-in date.
• Emergency Contact: Name, phone, and relationship.
• Supporting Documents: Proof of income uploads.
• Pets: Do you have pets? (No, Cat(s), Dog(s), Other).
• Pet Details: Breed, size, and age information.
• Smoking Preference: No, Inside, or Outside Only.
• Number of Occupants: How many people will live in the unit.
• Parking Spaces: Number of parking spaces needed.
• Personal References: Reference name and phone number.

Publishing Your Form

1. Click "Create Form" to save your form as a draft.
2. Review your form settings.
3. Click "Publish" to make the form available for use.

Linking Forms to Units

Once your form is published, connect it to your rental units:

1. Go to Properties > Units.
2. Click "Edit" on the unit you want to update.
3. Select the Application Form from the dropdown.
4. Check that the unit is marked as Available.
5. Click "Update Unit" to save.

Now applicants can apply for that unit using your custom form!

Creating a Listing

When you mark a unit as "Available", create a listing with:

• Photos of the unit
• Description highlighting features
• Rent price and available date
• Requirements (no smoking, pets, etc.)

This generates a shareable page you can post anywhere. The listing automatically links to your application form.

Sharing Your Application Link

Each listing gets a unique application URL you can share:

• Post it on Craigslist, Facebook Marketplace, or Kijiji.
• Include it in your "For Rent" signs with a QR code.
• Send directly to interested prospects.

Receiving Applications

When someone submits an application, you'll get an email notification. All applications appear in your Applications dashboard.

Each application includes:

• Personal Information: Name, contact, ID.
• Employment: Employer, income, length of employment.
• Rental History: Previous landlord contacts.
• References: Personal and professional.
• Documents: Any uploaded files like pay stubs or ID.

Reviewing Applications

Check Income

The rule of thumb: rent should be no more than 30% of gross income. Request pay stubs to verify.

Contact Previous Landlords

Ask: Did they pay on time? Leave the unit in good condition? Would you rent to them again?

Run Background Checks

With consent, you can order credit reports, criminal background checks, and eviction history through RentMouse's screening partners.

Making a Decision

Consider income-to-rent ratio, credit history, rental history, and employment stability.

If you approve: send them a lease, collect the deposit, and invite them to the portal.

If you decline: RentMouse generates the required adverse action notice if the decision was based on their background check.

Fair Housing Reminder

Never discriminate based on race, religion, sex, national origin, familial status, or disability. Apply the same criteria consistently to all applicants.