Free Tenant Screening Checklist

Organize a consistent applicant review process and record the local requirements you need to verify.

Important: This checklist is educational, not legal advice. Screening requirements vary by jurisdiction. Verify current fair housing, consumer-reporting, source-of-income, criminal-history, eviction-record, fee, and notice rules with official sources or a qualified local professional.

Written Criteria

  • Define objective criteria before accepting applications
  • Check federal, state, and local protected classes
  • Check local source-of-income protections
  • Apply the same process to every applicant
  • Document lawful accommodation procedures

Application

  • Use the same application for every applicant
  • Request only information permitted in your jurisdiction
  • Explain required documents and any lawful fees
  • Obtain written consent before requesting consumer reports
  • Protect applicant information and limit access

Income Verification

  • Use a consistent written income standard if permitted
  • Accept lawful forms of income required by local rules
  • Use the same verification options for every applicant
  • Document which records were reviewed
  • Avoid collecting information you do not need

Consumer Reports

  • Use an FCRA-compliant screening provider
  • Confirm the applicant authorized each requested report
  • Review the complete report under your written criteria
  • Check local restrictions on criminal and eviction history
  • Follow adverse-action notice requirements when applicable

Rental History

  • Use consistent questions for prior housing providers
  • Verify dates and payment history where permitted
  • Document contact attempts and responses
  • Offer the same alternative evidence to every applicant
  • Evaluate results only against written criteria

Final Review

  • Confirm every applicant completed the same steps
  • Record the criteria supporting the decision
  • Keep application records for the required period
  • Send required notices without unnecessary personal details
  • Consult a local professional when requirements are unclear

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