Small Landlord Tenant Screening Checklist
14 concrete items to verify before signing a lease — from income proof and prior landlord references to eviction history, red flags, and readiness. Use this checklist for every applicant, every time.
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Verify income at 3× monthly rent
Request the last two pay stubs or three months of bank statements. Gross monthly income must cover at least 3× the rent. For self-employed applicants, require a prior-year tax return (Schedule C or 1099) alongside statements.
Confirm employment status and duration
Get employer name, supervisor contact, and start date. Call or email to verify — especially for new jobs (under 90 days) or self-employment. A job change right before applying is not disqualifying, but unexplained employment gaps are worth asking about.
Run a formal credit check
Require written authorization and use a service like TransUnion SmartMove or RentPrep. Review the score (most small landlords set a floor of 600–650), but also read the report: medical debt matters less than collections from prior landlords or utilities.
Search eviction records explicitly
Ask on the application and run an eviction records search (PACER, your state court records, or a screening service). Any eviction judgment in the last five years warrants an automatic conversation. Don't rely on a credit report alone — evictions don't always appear there.
Call the landlord before last, not just the most recent
Current landlords sometimes give glowing references to move a problem tenant out. Call the landlord from one placement prior. Ask: Did they pay on time every month? Did they give proper notice? Did they leave the unit in acceptable condition? Would you rent to them again?
Check government-issued photo ID
Request a copy of a driver's license, state ID, or passport. Verify the name and signature match the application exactly. If anything differs, ask for clarification before proceeding.
Run a criminal background check
Use a compliant screening service. HUD guidelines require individualized assessment — you generally cannot use a blanket 'no criminal history' policy. Review the nature, recency, and severity of any record. Know your state's restrictions on what you can consider.
Require a fully completed signed application
Every field must be filled or explicitly marked N/A. Blank fields, especially on eviction history or prior addresses, are disqualifying. Require a wet or electronic signature acknowledging your screening criteria.
Confirm all occupants by name and age
Require full names and dates of birth for everyone who will live in the unit. HUD's general guideline is two persons per bedroom. Undisclosed occupants are a lease violation waiting to happen — make occupancy limits explicit before signing.
Document pets, breeds, and weights upfront
If pets are allowed, require breed, weight, and up-to-date vaccination records before approval. Note whether the applicant disclosed pets proactively or only when asked directly — the latter is a red flag for full disclosure on other topics.
Confirm move-in date is consistent
The move-in date stated on the application should match what they told you in initial messages. Applicants who pressure for an unusually fast move-in or keep shifting the date may be dealing with an unresolved lease obligation or housing instability.
Verify they can cover all upfront costs
Confirm the applicant can pay first month, last month (where applicable), and security deposit at signing. Ask payment method in advance — certified check or bank transfer only. If they need a payment plan for the deposit, that is a signal about cash reserves.
Watch for these warning signs
Refusal to authorize a credit or background check. Story changes between messages on income, occupants, or pets. Pressure to skip steps or decide before you've finished screening. Offering several months' rent in cash upfront. Inability to name a prior landlord or provide any rental reference. Each one alone may be explainable — two or more together are a pattern.
Always schedule an in-person or video showing
Never approve a tenant who hasn't seen the unit. Applicants who decline a showing or can only view it after signing should be deprioritized. A showing also gives you a chance to assess how they treat the property and interact with you.
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