Tenant Screening Guide: How to Screen Tenants Like a Pro in 2025
As a landlord, finding reliable tenants is crucial to protecting your investment and ensuring a smooth rental experience. A thorough tenant screening process helps minimize risks, reduce evictions, and foster positive landlord-tenant relationships.
In this guide, we’ll cover:
✅ Core tenant screening steps
✅ Additional screening reports
✅ How to legally raise rent
✅ Reporting rent payments to credit bureaus
Why Tenant Screening Matters
Finding the right tenant isn’t just about filling vacancies—it’s about securing your financial future. A single bad tenant screening can cost you thousands in lost rent, property damage, or legal fees.
Skipping tenant screening can lead to:
🔹 Late or missed rent payments
🔹 Property damage
🔹 Legal disputes and costly evictions
A well-screened tenant is more likely to:
✔ Pay rent on time
✔ Respect lease terms
✔ Take care of your property
Main Tenant Screening Process
1. Rental Application
Start with a detailed rental application that collects:
- Full name, contact details, and SSN (for background checks)
- Employment and income verification
- Rental history (previous addresses, landlord references)
📌 Pro Tip: Use digital applications (e.g., Zillow Rental Manager, Avail) for faster processing.
2. Identity Verification
Avoid fraud by verifying the tenant’s identity with:
- Government-issued ID (driver’s license, passport)
- Cross-checking application details
3. Credit Check
A credit report reveals financial responsibility. Look for:
🔸 Credit score (650+ is ideal)
🔸 Debt-to-income ratio (rent should be ≤ 30-35% of income)
🔸 Late payments, collections, or bankruptcies
💡 Best Practice: Use TransUnion SmartMove or Experian Connect for tenant-specific credit reports.
4. Background Check
A criminal background check helps avoid high-risk tenants by checking:
- National and state criminal databases
- Sex offender registries
- Terrorist watchlists
⚠️ Fair Housing Tip: Apply the same screening criteria to all applicants to avoid discrimination claims.
5. Eviction History
Past evictions can signal future problems. Use:
- Eviction reports (via RentPrep, MyRental)
- Court records (some states allow free searches)
🚩 Red Flag: Multiple recent evictions may indicate a risky tenant.
6. Employment & Income Verification
Confirm the tenant can afford rent by:
- Contacting their employer
- Requesting pay stubs, W-2s, or bank statements
- For self-employed tenants, ask for tax returns or 1099s
💰 Rule of Thumb: Monthly rent should not exceed 30-35% of gross income.
7. Landlord References
Call previous landlords to ask:
- Did they pay rent on time?
- Were there noise complaints or lease violations?
- Would they rent to this tenant again?
📞 Key Question: “Why did they move out?” (Look for honest feedback.)
Additional Tenant Screening Reports
1. Tenant Screening Services
Companies like RentPrep, MyRental, or TransUnion SmartMove provide bundled reports (credit, background, eviction checks).
2. Social Media Review (Optional)
Check public profiles for red flags (excessive partying, illegal activity).
⚠️ Be ethical—avoid discrimination based on personal beliefs.
3. Income Verification Services
For gig workers or freelancers, use:
- Plaid (bank transaction verification)
- The Work Number (employment history)
4. Pet Screening (If Allowing Pets)
- Require vaccination records
- Check for aggressive breeds (if restricted in your lease)
- Use PetScreening.com for pet background checks
5. Co-Signer or Guarantor Checks
If the tenant’s income is insufficient, screen the co-signer just as strictly.
Raising Rent Legally & Fairly
1. Legal Considerations
- Check state/local rent control laws (some areas limit increases).
- Review the lease agreement (some require 60-90 days’ notice).
2. How to Communicate a Rent Increase
- Provide written notice (email + certified mail).
- Explain the reason (e.g., inflation, rising maintenance costs).
- Offer incentives (e.g., a 2-year lease at a locked-in rate).
3. Retaining Good Tenants
- Renewal discounts for long-term tenants.
- Smaller, incremental increases instead of large jumps.
Reporting Rent to Credit Bureaus (Helps Tenants Build Credit)
By reporting on-time rent payments to all three credit bureaus through services like AxcessRent, landlords create a powerful win-win: tenants build credit history without taking on debt, while property owners benefit from more consistent payments (TransUnion reports 63% of tenants pay earlier when rent affects their credit score). This simple process – just verify the lease and payment history – attracts financially responsible renters and can reduce turnover by over 20%, making it one of the most effective tenant retention tools available to modern landlords.
Why Report Rent?
✅ Encourages on-time payments
✅ Helps tenants build credit
✅ Attracts financially responsible renters
How to Report Rent Payments
AxcessRent makes it simple and effective for renters to build credit by reporting their rent payments to all major credit bureaus — Experian, Equifax, and TransUnion.
Steps to Report Your Rent Payments:
Track Your Progress
Log in anytime to track reported payments and monitor your credit-building journey.
Sign Up with AxcessRent
Create an account and provide your lease and landlord information.
Verify Rent Details
AxcessRent verifies your lease agreement and rent payment history with your landlord or property manager.
Start Reporting
Once verified, your past and ongoing rent payments are reported to all three credit bureaus — boosting your credit profile without needing a credit card or loan.
Final Thoughts
A comprehensive tenant screening process saves time, money, and stress. By verifying income, checking credit, and reviewing rental history, you’ll find reliable tenants who respect your property.
🔹 Want to attract better tenants? Consider reporting rent payments to help them build credit.
🔹 Need to raise rent? Do it fairly and legally to maintain good relationships.
By following this guide, you’ll minimize risks and create a hassle-free rental experience!
