Why you need a written checklist
Fair housing laws require consistent treatment of all applicants. A written checklist isn't just good practice — it's legal protection. If a rejected applicant claims discrimination, your documented, uniform process is your defense.
Beyond legal protection, a checklist improves decision quality. Gut feelings are unreliable. A structured evaluation surface red flags you'd otherwise miss and prevents you from overlooking good tenants who just have unusual circumstances.
Phase 1: Pre-screening (before showing)
Pre-screening saves time by filtering out clear mismatches before you invest in a showing. Ask every prospect the same questions:
- Move-in date: Is their timeline compatible with your availability?
- Monthly budget: Industry standard is 3x rent in gross monthly income.
- Household size: How many occupants? Local occupancy laws may limit this.
- Pets: Number, type, size, and breed. Check your insurance policy for breed restrictions.
- Employment status: Where do they work, and how long have they been there?
- Deal-breakers: Smoking, past evictions, criminal history — whatever your policy specifies.
Phase 2: Application review
Once a prospect applies, verify the information they provided. This is where most landlords cut corners — and where most problems originate.
- Income verification: Request two recent pay stubs, a W-2, or a bank statement showing regular deposits.
- Employment verification: Call their employer directly. Confirm job title, start date, and that they're currently employed.
- Rental history: Contact previous landlords from the last 2–3 years. Ask: did they pay on time, leave the unit in good condition, and would you rent to them again?
- Credit check: Look for patterns, not just scores. Recent late payments matter more than an old medical debt.
- Background check: Follow local laws on criminal history. Some jurisdictions ban the box entirely.
Phase 3: Reference calls
Personal references are usually worthless — friends and family will say anything. But employer references and past landlord references are gold.
When calling past landlords, ask open-ended questions: 'If you had a vacancy today, would you rent to them again?' A hesitation tells you everything. Ask about noise complaints, unauthorized occupants, and whether they gave proper notice before moving out.
Red flags you should never ignore
Some warning signs are deal-breakers regardless of how charming the applicant seems:
- Refusing to provide income documentation or offering to pay several months upfront in cash.
- Pressuring you to skip the application or background check.
- A history of evictions or judgments from previous landlords.
- Inconsistent information between the application and what references confirm.
- An unwillingness to tour the unit in person or meet virtually.
Document everything
Keep a file for every applicant: application, screening results, reference notes, and your decision rationale. If you reject someone, note which screening criterion they failed. This documentation is your best defense against a fair housing complaint.
Digital tools make this easier. A good property management platform stores all applicant data, logs screening interactions, and generates rejection letters that cite the specific criterion failed — all automatically.