A tenant screening checklist you apply the same way every time
Picking the wrong tenant can cost months of rent, but screening by gut feeling is unfair and can break fair housing law. This prompt has your agent build a tenant screening checklist from your own criteria: written standards, each verification step in order, the questions to ask references and a simple scoring sheet so every applicant is judged the same way.
The prompt
- Create a tenant screening checklist for my [PROPERTY TYPE] in [LOCATION], rent [RENT]. My criteria: [YOUR CRITERIA]. Build: 1) a one-page written screening criteria sheet I can give every applicant before they apply, 2) a step-by-step checklist in order: application complete, ID check, income verification (pay stubs, bank statements or offer letter), credit report, eviction and background check where allowed, previous landlord reference, employer check, 3) 8 reference questions for past landlords, 4) red flags to look for and how to verify them politely, 5) an Excel scoring sheet with pass/fail for each criterion and notes, and 6) a short adverse action / decline letter template. Look up the main screening rules for my area (application fee limits, criminal history rules, source of income protections, deposit caps) with links, and tell me to confirm them with a local lawyer or housing authority.
What to change
- [PROPERTY TYPE]: E.g. "2-bed apartment", "single-family house", "room in my home".
- [LOCATION]: City and state or country. Screening rules differ a lot by place.
- [RENT]: Monthly rent, e.g. "$1,850". Used for the income test.
- [YOUR CRITERIA]: Objective standards, e.g. "income 2.5x rent, credit 620+ or a guarantor, no evictions in 5 years, 2 references".
Example result
- Screening criteria (give to every applicant)
- Rent: 1,850/month. Applications are reviewed in the order they are received complete.
- • Gross household income of at least 2.5x rent (4,625/month), from any lawful source
- • Credit score of 620 or more, or a qualified guarantor
- • No eviction judgments in the last 5 years
- • Positive reference from at least one previous landlord
- • Valid photo ID for every adult who will live there
- Step-by-step checklist
- • [ ] Application complete and signed, consent to checks signed
- • [ ] Photo ID matches the name on the application
- • [ ] Income verified: last 2 pay stubs or 3 months of bank statements, or a signed offer letter
- • [ ] Credit report reviewed: score, late payments, collections, debt-to-income
- • [ ] Eviction search (and criminal background only where local law allows and in line with your written policy)
- • [ ] Previous landlord called, not just the current one
- • [ ] Employer confirms job and start date
- • [ ] Score sheet completed, decision recorded with the date
- Questions for previous landlords
- • Can you confirm the dates they rented and the monthly rent?
- • Did they pay on time? How often were they late?
- • Were there complaints from neighbors?
- • Did they give proper notice before moving out?
- • Was any of the deposit kept for damage?
- • Would you rent to them again?
- • Were there any lease violations?
- • Is there anything else I should know?
- Red flags to verify
- • Landlord reference phone number that turns out to be a mobile with no business record: look up the property owner in public records
- • Pay stubs with round numbers or wrong math: ask for bank statements too
- • Pressure to skip checks or pay in cash: keep the same process for everyone
- Scoring sheet (Excel)
- Applicant | income ratio | credit | evictions | landlord ref | ID | result | notes | date
- Decline letter (template)
- Thank you for applying for 18 Fulton St, Apt 3. After reviewing your application against our written criteria, we are unable to offer you the unit. This decision was based in part on information from Riverton Screening Co., which you can contact for a free copy of your report.
- Check locally
- Some places limit application fees, restrict criminal history checks or protect income from vouchers. Confirm with a local lawyer or housing authority.
How to do it with todo.is
- Copy the prompt and fill in your property, location, rent and criteria.
- Send it in todo.is or to your agent on WhatsApp or Slack.
- Your agent writes the full kit as a PDF, an Excel scoring sheet and a decline letter, and links the local rules it found.
- Use the same kit for every applicant. Ask your agent later to check a pay stub or bank statement you attach against your income rule.
Tips for a better result
- Write your criteria down before you advertise and give them to everyone. Consistency is your best protection.
- Call the previous landlord, not only the current one. A current landlord may praise a tenant they want to leave.
- Count all lawful income, including benefits or vouchers where the law protects them.
- Keep screening records for the time your local rules require, and store applicants' documents securely.
tenant screening checklist: FAQ
- What should a tenant screening include? A complete application, ID check, income verification, credit report, eviction history, and landlord and employer references, all judged against written criteria you apply to everyone.
- What is a good income-to-rent ratio? Many landlords ask for gross income of about 2.5 to 3 times the monthly rent. Some areas restrict how income rules can be applied, so check locally.
- Can I refuse a tenant because of a criminal record? It depends on where you are. Some cities and states limit how criminal history can be used, and blanket bans can raise fair housing problems. Check local rules with a lawyer.
- Can my agent run credit checks? No. Your agent builds the checklist, compares local screening services with links and can review documents you attach. Credit and background checks go through a licensed screening company with the applicant's consent.
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