How to Run a Tenant Background Check
Considering renting out your property? Great!
But before you hand over the keys, there’s something you absolutely cannot skip: tenant background checks.
Below, we show you how.
Why Tenant Background Checks Are Non-Negotiable
But before we do that, let’s quickly glance over why a tenant background check is a good idea:
Background checks are your first line of defense. A thorough tenant background check significantly minimizes risk. You get a clear picture of who you’re allowing to live in your investment, reducing the chances of dealing with unpaid rent, preventing major property damage, and steering clear of that stressful, time-consuming eviction process.
These checks buy you something priceless: peace of mind. Knowing you’ve done your due diligence allows you to lease with confidence, trusting that you’ve selected a responsible individual or individuals who will respect your property and fulfill their lease obligations.
The Steps to Running a Tenant Background Check
No more delay. Let’s walk through the steps of running a tenant background check, from the initial screening to landing on a tenant who fits the bill.
Step 1: Establish Your Clear Screening Criteria
Before you even think about listing your rental property, you’ve got to define your ideal tenant. It might seem like an unnecessary step, but setting an objective, non-discriminatory criterion keeps you compliant with fair housing laws and avoids approving any nightmare tenants, minimizing any potential legal headaches that might arise.
We’ll walk you through it over the next few steps, but just to give you a quick idea, your criteria should cover key areas like:
- Income-to-Rent Ratio: What’s the minimum income a tenant needs to comfortably afford the rent? (A common rule of thumb is 3x the monthly rent.)
- Credit Score Thresholds: What’s the lowest credit score you’re comfortable with? This’ll help gauge financial responsibility.
- Pet Policies: Are Fido and Fluffy allowed? If so, what are the rules and any associated fees?
- Acceptable Rental History: Will you consider applicants with past evictions or a history of late payments?
- Criminal Background: What types of criminal background history are acceptable, if any? Remember to keep this relevant to tenancy and comply with applicable tenant screening laws.
Having these standards clearly defined before you lease helps evaluate every applicant fairly and legally, making your entire real estate journey smoother.
Step 2: Pre-Screen Through Initial Communication and Listing
Alright, next step: It’s time to start finding some potential tenants. To do this, let’s set up an early filtering process, making sure you’re attracting the right crowd from the get-go and getting them to share the exact information you need. No time-wasters.Start by crafting a crystal-clear rental listing. Beyond the basics of bedrooms and bathrooms, include key details about your established screening criteria (like the Ziprent list below, where they’ve clearly outlined that pets are only allowed on a case-by-case basis with a $500 deposit). Establishing your preferences and non-negotiables from the start will attract the right prospective tenant and deter those who clearly won’t qualify, saving everyone time.

Next up, the rental application itself. Ensure your application is detailed, asking for personal details, full employment history, current and previous addresses, and contact information for references. The more information a rental applicant provides upfront, the more thorough your later checks can be.
Step 3: Obtain Written Consent for Checks
Hold your horses before you hit that “run report” button. This next step is a non-negotiable: you must obtain written consent from every single tenant who will be on the lease before you proceed with any kind of background check.
Why? Because it’s a legal requirement, plain and simple. Without explicit written permission, you’re stepping into a legal minefield when accessing sensitive information like credit reports or criminal records.
Your consent form should clearly specify exactly what types of checks you’ll be performing, such as credit checks, criminal background checks, and eviction history reports. Their consent protects both you, the property owner, and the applicant. Get it in writing, every single time.
To help you out here, here’s a tenant background check consent form template. Simply download it as a PDF or DOCX file, and edit it to your liking.
Step 4: Run a Comprehensive Credit Check
Okay, once you’ve got that all-important written consent, it’s time to get to the financial heart of your prospective tenant: their credit history. For obvious reasons, running a thorough credit check is arguably one of the most important steps in the entire screening process.
So, what does a good credit report reveal? You’ll get a snapshot of their financial responsibility, including their credit score, detailed payment history (do they pay on time or are they constantly late?), and any outstanding debts.
A credit check determines their ability to make consistent rent payments reliably each month. A strong tenant credit check indicates a lower risk of bounced checks or unpaid rent, giving you confidence in their financial stability.
Stuck? We’ve got you. Ziprent, that’s us, specializes in the fastest tenant placement in the industry.
Our platform integrates everything from secure, on-demand self-guided showings and instant application processing (including full verification of income, credit, and criminal background checks via our proprietary ZipScore system) to instant lease generation and direct security deposit processing.
Simply head over to our tenant placement services page to get started.
Step 5: Verify Rental and Eviction History
Right, you’ve checked their finances. Now let’s see how they’ve behaved in past living situations. How? By verifying their rental history. Here’s a tip for you: don’t just contact their current landlord. Why? Because sometimes, a current landlord might give a glowing reference just to get a problem tenant off their hands. Sneaky!
Instead, always try to speak with a previous landlord or two as well. It’ll give you a more unbiased view. Do some prep work, and when you call, be ready with a list of pointed questions, like:
- Did they pay rent on time, consistently?
- Did they give proper notice before moving out?
- How did they maintain the property? (Any excessive damage beyond normal wear and tear?)
- Were there any significant complaints from neighbors?
- And most importantly, ask directly: “Do they have any eviction history?” or “Would you rent to them again?”
Getting the scoop on their past tenancy helps you avoid a future eviction headache.
Step 6: Perform a Criminal Background Check
Let’s talk about the criminal background check. This step protects your property, your other tenants, and your peace of mind. Why? A comprehensive tenant criminal background check typically screens for serious offenses like felonies, certain misdemeanors, and checks against sex offender registries.
However, there’s a balance you need to strike here: you must adhere strictly to fair housing laws. Federal guidance from Housing and Urban Development (HUD) emphasizes that while you can consider certain criminal history, blanket bans or policies that disproportionately affect protected classes (without a direct and substantial business necessity) can lead to discrimination claims.
Meaning you need clear, consistent criteria for what types of criminal background issues are relevant to tenancy safety and property preservation, and apply them uniformly to all applicants. It’s a tricky tightrope, but essential for legal compliance.

For more information, HUD has a whole doc on fair housing standards. Find it here.
Step 7: Confirm Employment and Income
Now that you’ve got a good handle on their financial past, let’s verify their financial present and future. To do this, you’ll need to look into their income verification, ensuring the prospective tenant can consistently afford the rent without breaking a sweat (or your lease agreement).
So, how do you get solid proof they’re bringing in the bucks?
- Pay Stubs: Request recent pay stubs (usually the last 2-3 months). Look for consistency in pay dates and year-to-date totals. Be wary of generic formatting or perfect, rounded numbers; these can be red flags.
- Employer Contact: With the tenant’s consent, contact their employer directly. You’ll typically confirm their employment status, job title, start date, and current salary. Many larger companies have HR departments that handle these requests quickly.
- Tax Returns/W-2s/1099s: For self-employed individuals, freelancers, or those with varied income, W-2s (from previous employers) or 1099s (for contract work) and recent tax returns (last 1-2 years) provide an overview of their annual earnings.
- Bank Statements: Requesting 2-3 months of bank statements can show consistent income deposits and overall financial management, especially useful for self-employed applicants.
- Offer Letters/Benefit Statements: If an applicant is starting a new job, an official offer letter can serve as provisional proof. For those receiving benefits (Social Security, disability, etc.), you’ll want to see official statements.
Always remember: don’t just collect the documents, verify them at the source whenever possible. Approaching it like this will significantly reduce your risk of future payment issues.
Step 8: Verify and Cross-Reference All Information
So, you’ve gathered all the pieces of the puzzle: credit scores, criminal reports, rental history, and employment details. But here’s where the truly diligent landlord shines: it’s not enough to just collect the data. You absolutely must verify and cross-reference all information across every single report and reference.
Look for inconsistencies in the tenant screening report. Does the income listed on the application match the pay stubs? Do the dates of the previous tenancies line up with what the previous landlord told you? Are there any gaps in employment or residency that raise a red flag?
Sometimes, a seemingly minor discrepancy can hint at a larger issue. Cross-referencing is what elevates your tenant background checks from a simple collection of data to a robust, informed assessment, giving you the complete, honest picture of your prospective renter.
Step 9: Make an Informed, Compliant Decision
You’ve done the legwork: gathered applications, pulled reports, verified references, and cross-referenced every detail. Now comes the moment of truth: making your final decision. As a landlord, it’s crucial to compile all that gathered information and assess it against the clear, objective screening criteria you established in Step 1.
The key here is objectivity and consistency. Make your decision based solely on the facts presented in your tenant screening process, applying your criteria uniformly to every applicant.
This is where a deep understanding of the Fair Housing Act (find it here) principles becomes paramount.

You must avoid any form of discrimination based on protected characteristics (race, religion, sex, etc.) throughout your decision-making. The ultimate goal? To secure a financially responsible and respectful good tenant who will be a positive addition to your property and community.
Beyond the Check: Ongoing Property Management
You’ve screened, verified, and finally found that perfect, reliable tenant. High five!
But here’s the reality check: tenant screening is just the beginning of a successful landlord journey.
Ongoing maintenance, rent collection, lease renewals, compliance with changing landlord-tenant laws, and the occasional late-night emergency call – managing a rental property involves so much more than just the initial screening.
This is precisely where professional property management services like ours shine.
We streamline everything from listing and showing your property to instant application processing and secure rent collection.Drop by our property management services page, and allow us to handle all the hard work.
Learn how to run a background check on a tenant step-by-step. Ziprent’s tenant screening helps landlords find qualified tenants.
Ziprent is a full-service property management company. For a flat fee of $150/mo per property we’ll handle everything from finding you the best tenants through our tenant screening and background checks to managing the day to day communication, repair and maintenance requests, lease renewals, inspections, and more.