Tenant-screening documentation
A record of the checks made on an applicant, the standards used and the reasons for the decision.
The paperwork for screening prospective tenants.
- Business / Legal document
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Key features
Standards set before applications
A blank for the criteria applied in the same way to every applicant, with the date they were last reviewed.
Checks recorded one by one
Identity, income and employment, and current and previous landlord references, each with date, who checked and what it showed.
Reports obtained
Three rows for what each report covers, who supplied it, when and a summary.
Decision and reasons
Accepted, conditions, declined or waiting list, by whom, and the reasons by reference to the stated criteria.
Telling the applicant and keeping papers
What the applicant was told and given, where papers are kept, who may see them and when they are destroyed.
About this document
A tenant screening record is the landlord's or agent's own file note on an application: the written standards applied to every applicant, the checks made on identity, income and landlord references, reports obtained, how any explanation was taken into account, the decision and the reasons, and what was told to the applicant.
This blank form is completed by hand. It is built to show that applicants were assessed on the same stated basis and that reasons were written down at the time. It does not tell you which criteria are lawful. Screening and fair-housing rules, and what must be said to an applicant when a report is used, differ by state and locality, so check them or ask a lawyer.
Is this document right for you?
Useful when
- You screen several applicants and want to treat each the same way
- You want the reasons for each decision on file
- A manager or owner reviews decisions later
Commonly used by
- Landlords and property managers
- Letting agents
- Owners with several units
Not sure? about your situation first.
Alternatives
These are separate documents, for different jobs.
- Rental applicationsApply to rent a property, or collect applications as a landlord.View document
- Property-management agreementsAppoint someone to manage a property for you.View document
- Residential lease agreementsSet the terms for renting a home.View document
- Landlord legal supportLegal help for the matters landlords face.View document
When to use this
- Recording references and reports for one application
- Showing that every applicant faced the same criteria
- Handling money taken with an application
What happens next
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More in Prior to Leasing
- Rental applicationsApply to rent a property, or collect applications as a landlord.View document
- Commercial Lease ApplicationCollect a prospective tenant's details for a commercial lease.View document
- Gift deedFormally give property to someone as a gift.View document
- Residential lease agreementsSet the terms for renting a home.View document
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Questions
About the tenant-screening documentation
No. It has a blank for your criteria. Which ones are allowed, and what must be said when a report influences a decision, depends on the law where the property is.
Still have a question? .