Before you start: define your criteria
Your goal is to evaluate ability to pay and likelihood of being a good residentusing consistent steps. Write down your criteria so your decisions are repeatable.
- Minimum income standard (ex: income-to-rent ratio)
- Required documents (pay stubs, employment letter, etc.)
- Reference requirements (previous landlord preferred)
- Occupancy limits and pet policy (as allowed)
- Timeline for decision and holding deposits (if applicable)
Step-by-step tenant screening checklist
1) Collect a complete application
- Full legal name, DOB (as permitted), phone/email
- Current address + last 2ā3 addresses
- Employment and income details
- References (landlord + personal)
- Emergency contact
- Signed consent for checks (where required)
2) Verify identity
- Government-issued ID check (match name + photo)
- Confirm contact details (phone/email)
3) Verify income and employment
- Recent pay stubs and/or employment letter
- Confirm employer contact details and job status
- For self-employed: bank statements and/or tax documents
4) Review rental history
- Confirm move-in/move-out dates
- Ask about payment history and lease compliance
- Ask if they would rent to the tenant again
5) Check references
- Prior landlord reference (best signal)
- Personal/professional reference
Tip: Ask open-ended questions (āTell me aboutā¦ā) and listen for consistency.
6) Make a decision and document it
- Compare the application to your written criteria
- Keep notes on what was verified and when
- Send next steps quickly (lease, deposit, move-in details)
Common screening mistakes (and how to avoid them)
- Inconsistent process: use the same checklist for every applicant.
- Not verifying documents: confirm employment and review dates/names carefully.
- Slow follow-up: strong applicants get rented quicklyārespond fast.
Make screening easier with RentMouse
RentMouse helps you stay organized: applications, tenant profiles, documents, and communicationāso you can screen consistently and move faster.