The 7-Step Tenant
Screening Checklist

Gross monthly income must be at least 3× the monthly rent. Collect two to three recent pay stubs, the most recent W-2 or 1099, and a current bank statement showing at least two months of consistent deposits.

• Pay stubs (last 2–3 months)
• W-2 or 1099 (most recent tax year)
• Bank statements showing recurring deposits
• Offer letter or employment contract if recently hired
• Verify self-employed income with two years of tax returns

Pull a full tri-merge credit report with the applicant's written consent. Look for recent late payments, charge-offs, collections, and total debt load—not just the score. A 620 or above is a reasonable floor for most markets, but always apply the same threshold to every applicant.

• Written credit-check authorization signed
• Score reviewed (620+ is a common minimum)
• No late payments in the past 12 months
• No open collections or charge-offs
• Debt-to-income ratio assessed alongside income

Run a nationwide eviction search in addition to any state or county court records. An eviction filing—even one that was dismissed—signals a history of landlord conflict and is worth a direct conversation with the applicant.

• Nationwide eviction database searched
• County courthouse records checked for the last 7 years
• Any prior eviction or filing noted and discussed
• Reason for filing understood (non-payment vs. lease violation)
• Prior landlord asked directly about eviction proceedings

Do not rely solely on documents the applicant provided. Call the employer's main line—not the number the applicant wrote on the application—to confirm job title, employment status, and length of service. For self-employed applicants, verify business registration or client contracts.

• Employer phone number independently verified
• Employment status (full-time, part-time, contractor) confirmed
• Start date and length of tenure confirmed
• Self-employed: business license or LLC registration reviewed
• Any large income gaps in the past 24 months explained

Call at least two prior landlords—ideally the current and previous. Use the phone number on the lease or public property records, not the reference the applicant provided. Ask specifically about on-time payment, property condition at move-out, noise complaints, and whether they would rent to this person again.

• Current landlord contacted (verify they are the actual owner)
• Previous landlord contacted
• On-time rent payment history confirmed
• Move-out condition described
• Lease violations or complaints noted
• 'Would you rent to them again?' asked directly

Collect a government-issued photo ID (driver's license, passport, or state ID) and verify that the name, address, and date of birth match the application. Cross-check the ID against the credit report to confirm the same Social Security number on file.

• Government-issued photo ID collected
• Name matches application exactly
• Date of birth verified against application
• Address on ID noted (prior residence cross-check)
• SSN on credit report matches application

Run a criminal background check covering at least a 7-year lookback period across all states the applicant has lived in. Apply the same written criteria to every applicant—HUD guidance requires individualized assessment that considers the nature, severity, and recency of any conviction. Never use arrest records alone as a basis for denial.

• Background check authorized in writing
• 7-year multi-state search completed
• Written screening criteria applied equally to all applicants
• Nature, severity, and recency of convictions assessed
• Arrest records alone not used as basis for denial
• Local 'ban the box' or fair-chance laws reviewed