How to screen tenants
Write down your rental criteria first, apply them the same way to every applicant, and collect a signed rental application with consent to run credit and background checks. Then verify income, call previous landlords, and decide. If you turn someone down because of a consumer report, the Fair Credit Reporting Act requires an adverse action notice.
Step by step
- Set written criteria: minimum income (often 2.5 to 3 times the rent), credit standards, rental history, occupancy limits, pets.
- Advertise fairly: describe the property, not the tenant you want.
- Collect the application with signed consent for screening reports.
- Run reports: credit, eviction records and, where allowed, criminal background, through a screening service that complies with the FCRA.
- Verify income: pay stubs, offer letter, bank statements or tax returns for the self-employed.
- Call previous landlords: ask about on-time payment, notice given and the condition of the unit.
- Decide and document why, against your written criteria.
Fair Housing rules
The federal Fair Housing Act prohibits discrimination based on race, color, religion, sex, national origin, familial status and disability. Many states and cities add more, such as source of income, age or sexual orientation. Blanket bans on anyone with a criminal record can also violate fair housing law; consider the type of offense, how long ago it was, and local rules.
Fees and limits
| Item | What to check |
|---|---|
| Application fee | Some states cap it or require it to match the actual screening cost |
| Criminal history | Some cities restrict when or whether you can ask |
| Income requirement | Some places restrict minimum income ratios for voucher holders |
| Adverse action notice | Required under the FCRA when a report contributed to a denial or worse terms |
From approval to first rent. Use the free rental application form, then set the tenant up in RentLedger HQ with rent, deposit and due date. Pro posts rent for all tenants, adds late fees after the grace period and prints receipts. $7 a month.
Rental application formQuestions
Can I run a credit check without permission?
You need a permissible purpose under the FCRA, and screening services require the applicant’s written consent. Always get it in the application.
What if two applicants qualify?
Many landlords take the first complete, qualified application. Whatever rule you use, write it down and apply it every time.
How long should I keep applications?
Keep applications and screening notes for at least a few years in case of a fair housing complaint, and store them securely.
Checked against the Fair Housing Act, the Fair Credit Reporting Act and HUD and FTC guidance for landlords, November 2026. State and local rules vary.