As a property owner, one of the most important decisions you’ll ever make is choosing the right tenant for your rental property.
But can you actually screen your tenants before signing the lease?
The answer is yes, and you absolutely should.
Tenant screening helps landlords avoid late payments, evictions, and property damage. It’s your first line of defense in protecting your rental investment.
In this article, we’ll explain:
- How tenant screening works.
- What’s included in a background check?
- And how to use the best tenant screening services to find responsible renters.
What Is Tenant Screening and Why Does It Matter for Landlords?
Tenant screening is the process of evaluating a prospective tenant’s background to determine whether they’re a good fit for your rental. As a landlord, you have the legal right to screen tenants, and it’s considered best practice.
This process usually includes reviewing a rental application, pulling a credit report, running a background check, and contacting rental references.
The goal? To find a reliable tenant who pays rent on time and takes care of your property, and respects the terms of the lease.
When done right, tenant screening can help landlords avoid bad tenants and reduce costly turnover.
Can a Property Owner Legally Screen Tenants?
Yes, landlords and property managers are legally allowed to screen tenants, as long as they follow the law.
You must comply with Fair Housing laws, the Fair Credit Reporting Act (FCRA), and any applicable tenant screening laws in your state or city.
These laws protect applicants from discrimination and ensure you use consumer reports (like credit and background checks) fairly and consistently.
To stay compliant:
- Always get written permission before ordering a credit and background check
- Use the same screening criteria for every applicant
- Avoid questions or screening practices that could be seen as discriminatory
- Provide a copy of the adverse action notice if you reject someone based on their tenant screening report
What Does the Tenant Screening Process Typically Include?
The tenant screening process helps you evaluate whether a potential tenant is financially responsible and trustworthy. A thorough screening often includes:
- Credit report – to assess their credit score, credit history, and debts
- Background check – to look for criminal records, identity verification, and past behavior
- Eviction history – to see if the tenant has been evicted before
- Rental history – to verify their previous rental experience
- Employment and income verification – to make sure they can afford the rent
Some tenant screening services for landlords also include an instant tenant background summary and recommendations based on the report.
How Do Landlords Screen Tenants Without a Property Manager?
You don’t need a property management company to screen tenants. Many independent landlords use online tenant screening tools that walk you through the process step by step.
Here’s how you can do it yourself:
- Ask potential renters to complete a rental application
- Get written consent to run a credit and background check
- Review the tenant screening report
- Verify employment, income, and rental references
- Compare results to your rental criteria
This simple approach lets you screen prospective tenants quickly and legally, without needing a third-party manager.
What Should Landlords Look for in a Tenant Screening Report?
When reviewing a tenant screening report, focus on these red and green flags:
Green flags (positive signs):
- Strong credit score (typically 670+)
- No prior eviction history
- Steady employment and income
- Positive rental references
- Clean criminal background check
Red flags (warning signs):
- Late payments, collections, or bankruptcies on their credit report
- Unverifiable or inconsistent income
- Prior evictions
- Negative feedback from previous landlords
- Felony convictions or violent offenses
These factors can help you identify a good tenant versus a bad tenant before signing a rental agreement.
Do Landlords Have to Pay for Tenant Background Checks?
Not always. In many cases, landlords can charge a screening fee to cover the cost of the tenant background check. This fee is usually paid by the applicant during the application process.
Depending on your location, the law may limit how much you can charge for screening. For example, in California, the screening fee is capped and must reflect the actual cost of processing the application and screening.
Always check your local tenant screening laws before charging fees.
How Long Does Tenant Screening Take?
With online tenant screening, you can get results in as little as a few minutes to a couple of days.
On average, the full tenant screening process takes 24 to 72 hours.
Can You Deny a Tenant Based on Screening Results?
Yes, but you must follow proper legal steps. If the tenant screening report reveals a reason to deny the applicant, like poor credit, a history of evictions, or a criminal background, you must:
- Provide a written adverse action notice
- Include a copy of the consumer report used in your decision
- Let the applicant know they have a right to dispute the report
Being transparent protects you from legal trouble and keeps the screening process fair.
What’s the Best Way to Create a Fair Tenant Screening Process?
The most effective tenant screening strategy is one that’s consistent, fair, and legal. Here are tips for building your own process:
- Set clear rental criteria (minimum credit score, income requirements, etc.)
- Use the same application and tenant screening reports for every applicant
- Don’t make exceptions for one potential tenant over another
- Keep records of every rental application, screening report, and decision
- Follow federal and local tenant screening laws
By creating a system that applies to every prospective tenant, you’ll protect your business and find the best tenants for your property.
Are There Any Risks to Skipping Tenant Screening?
Absolutely. Failing to properly screen tenants can cost you thousands in:
- Lost rent
- Property damage
- Eviction fees
- Legal trouble
- Stress and time wasted
A thorough tenant screening process helps you identify tenants who are more likely to pay rent on time, treat your rental with care, and follow the lease.
Whether you’re managing multiple rental properties or just one, don’t skip this step. It’s the smartest way to protect your investment and secure reliable tenants.
Partner with Connerth & Co. Property Management for Stress-Free Screening and Management
At Connerth & Co. Property Management, we make tenant screening simple and reliable for Clarksville, TN and the surrounding areas. From credit reports and criminal background checks to rental history verification, we handle every step so you can be sure your next tenant is a great fit.
Plus, our full-service property management takes care of maintenance, rent collection, and all the daily details—freeing you to grow your investment without the headaches. Call us today!
Summary: Key Takeaways About Tenant Screening
- Yes, property owners can and should screen tenants before leasing.
- Tenant screening helps landlords avoid issues like nonpayment, evictions, and damage.
- It typically includes a credit report, background check, rental history, and income verification.
- Always follow legal requirements, including the FCRA and local tenant screening laws.
- Charge a screening fee if permitted and provide an adverse action notice when rejecting applicants.
- Create a consistent process with defined screening criteria to choose the right tenant.
- Skipping tenant screening increases the risk of bad tenants and costly problems down the road.
For more insights on optimizing your tenant screening process, check out our blog, “Do Landlords Have to Accept Portable Tenant Screening Reports?” We explain the pros and cons of portable screening reports and how they can impact your decision-making as a landlord.
FAQs
Q. What is the most important responsibility of a tenant?
A. The most important responsibility of a tenant is to pay rent on time and in full, as specified in the rental agreement or lease. Timely rent payments ensure that the landlord’s financial obligations are met and help maintain a good relationship between both parties.
Additionally, tenants must maintain the rental property, report any damages or needed repairs promptly, and comply with the terms of the lease regarding noise, occupancy limits, and other property rules. By following these basic responsibilities, tenants can create a positive and long-term rental experience.
Q. How to evaluate a tenant?
A. Evaluating a tenant requires a thorough tenant screening process that assesses the applicant’s financial stability, rental history, and personal character. Start by reviewing their credit report to check their credit score and any outstanding debts or payment issues.
A good tenant should have a positive history of paying bills and rent on time. It’s also important to check their criminal background and eviction history, as this can help you avoid potential risks. Additionally, asking for rental references from previous landlords can give you insight into their behavior and reliability as a tenant.
Finally, reviewing the applicant’s employment status and income ensures they can afford the rent, providing peace of mind for both parties.
Q. How to screen tenants in Clarksville, TN?
A. Screening tenants in Clarksville, TN, follows a similar process to other areas but requires adherence to local landlord-tenant laws. First, ensure you have a written rental application that asks for basic personal information, rental history, employment details, and consent for a background check and credit report.
In Clarksville, you can utilize tenant screening services for landlords to access a tenant background check, criminal record check, and credit report. You’ll also want to verify rental history with past landlords and look into any eviction records. It’s crucial to apply consistent rental criteria to all applicants to avoid discrimination and ensure fairness.
Finally, familiarize yourself with tenant screening laws in Tennessee to ensure that your screening process is legal and compliant.
