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The resident screening process is your most valuable tool if you’re setting out to find the ideal residents for your rental property. The process you use to evaluate applicants will be the difference between finding residents that are just fine, and those that are perfect for you. By establishing clear and effective screening criteria to use in this process, you can attract the right individuals and minimize risk.
In this article, we’ll explore four key areas to consider when developing your screening criteria: income, rental background checks, references, and federal Fair Housing laws.
Income
Establishing the Right Income Threshold
The first and most obvious criterion to screen potential residents for is their income. It’s crucial to evaluate the income level of your residents to ensure they can comfortably afford rent and associated expenses. We recommend setting an income requirement of three times the monthly rent amount, a standard practice among rental managers. You can decide whether to accept the net or gross equivalent, but it should not be lower than 3x. Anything below this threshold may lead to complications, while anything higher (3.5-4x) will generally yield better results.
Acceptable Sources of Income
Now that you understand what income threshold to use in your resident screening process, it’s important to discuss what sources of income are common and acceptable. You will likely see various sources of income in a resident's application and these details give you valuable insight into their financial stability.
One of the most common sources of income is employment but in today’s market, freelancers or self-employed individuals are becoming more prevalent. While some landlords and property managers prefer residents with a steady job and regular paychecks because of the reliability it extends, it's essential to be open to alternative sources of income as well, especially if they meet the required threshold. For example, freelancers or self-employed individuals may not have a traditional employment arrangement, but they can still demonstrate a stable income through contracts and invoices.
Government assistance programs can also be a valid source of income. Programs such as Section 8 housing vouchers or disability benefits can provide a reliable monthly payment for rent. It's important to familiarize yourself with the specific requirements and regulations of these programs to ensure compliance and a smooth rental process.
You may also come across retirement benefits as another potential source of income as many retirees rely on pension plans, social security, or other retirement savings to cover their living expenses. These sources of income can be stable and predictable, making them a viable option for meeting the income requirement for a rental property.
By considering various sources of income and taking a comprehensive approach to the resident screening process, you can ensure that financially responsible and reliable residents occupy your rental property.
Employment Verification
It's also essential when evaluating income to verify employment directly by contacting applicants' employers. This adds credibility to the income claims made by applicants, ensuring that the information provided is accurate and trustworthy.
Rental Background Checks
Rental background checks are incredibly useful for landlords and property managers when assessing potential residents. Many companies offer rental background checks as a standalone service for landlords looking to manage a property themselves. Good property management companies also utilize these kinds of software when hired to place a resident on an owner’s behalf. Rental background checks often include credit, criminal, and eviction history and each check helps landlords gain critical information.
The Importance of Credit Checks
Understanding a potential resident’s credit history provides valuable insight into their history of financial responsibility. By running a credit check on each resident, you will be able to identify a pattern of late or missed payments or a general lack of financial stability. However, it’s important to consider any extenuating circumstances that may have contributed to their negative credit history. For example, they may have experienced a job loss or a medical emergency that temporarily impacted their ability to make timely payments.
The Importance of Background Checks
At Evernest, we go a step further in evaluating potential residents by running a background check on each person. We recommend adding this extra step to your resident screening process because the security of your rental property and existing residents is incredibly important. We consider a good rule of thumb to be no violent felonies, no felonies less than 10 years old, and no history of multiple misdemeanors.
The Importance of Eviction Checks
Eviction records provide insight into an applicant’s rental history and the likelihood that you may experience an eviction as their landlord. While it can be a red flag, it is important to allow applicants to explain the circumstances as there might have been a misunderstanding or other elements to the story that led to an eviction. These are important factors to consider when making your decision. It’s important to remember that conducting background checks is not about making snap judgments or discriminating against potential residents. It's about ensuring the safety and security of your property and existing residents. By approaching the process with fairness, open-mindedness, and a willingness to consider individual circumstances, you can make informed decisions and create a positive living environment for everyone!
References
Gathering references is a crucial step in the screening process, offering insights into a potential resident’s behavior and character. We recommend contacting previous landlords and personal references to gain a comprehensive view.
Call Multiple Previous Property Owners
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When checking references, it’s important to speak with multiple previous landlords, not just the most recent one. This approach provides a more comprehensive picture of the applicant's rental history and past behavior.
Conduct Personal Interviews
In addition to reference checks, consider conducting face-to-face interviews with potential residents. These interactions can reveal valuable information about their personality and compatibility with your property, going beyond what can be gleaned from applications alone.
Questions to Ask Previous Landlords and Personal References
When contacting previous landlords, consider asking:
What was their payment history? Were there any late payments or instances of non-payment?
Did the resident respect the property and its rules?
Were there any lease violations or complaints from neighbors?
Did the resident communicate effectively with you as their landlord when issues arose?
Were there significant maintenance or repair issues during their tenancy?
For personal references, ask questions such as:
Are they trustworthy and responsible?
Do they demonstrate good judgment and decision-making skills?
Are they reliable communicators?
By gathering numerous references and conducting one-on-one interviews, you can make a well-informed decision about who will occupy your property.
Federal Fair Housing Laws
In the resident screening process, the ultimate consideration to bear in mind is ensuring compliance with Federal Fair Housing Laws. These laws aim to safeguard individuals from discrimination based on race, color, national origin, religion, sex, familial status, or disability status. Review your screening criteria closely and ensure you are not taking any of the following actions throughout the rental process;
Refuse to rent or sell housing;
Refuse to negotiate for housing;
Make housing unavailable;
Deny a dwelling;
Set different terms, conditions, or privileges for sale or rental of a dwelling;
Provide different housing services or facilities;
Falsely deny that housing is available for inspection, sale, or rental;
For-profit, persuade owners to sell or rent (blockbusting);
or Deny anyone access to or membership in a facility or service (such as a multiple listing service) related to the sale or rental of housing.
Examples of Discrimination in Rental Practices
Some discrimination in renting is obvious, but there are more subtle ways it can happen. That’s why it is important to understand the nuances of these regulations and how to always stay compliant. One common example occurs when it comes to familial status. Property managers need to be aware of the definition of “family” under the law as it includes not only the nuclear family but also single parents, pregnant women, and individuals with legal custody of children. Landlords cannot deny access or alter rental prices based on familial status.
Another common way discrimination can arise is for applicants with disabilities. Property managers should be knowledgeable about reasonable accommodations and modifications that may be required for individuals with disabilities. This includes making necessary changes to policies, procedures, or physical structures to ensure equal access and opportunity for all applicants and residents.
Unintentional discrimination is more common than you might think so it’s crucial to regularly review and analyze your screening process to identify any unintentional biases and make necessary adjustments to ensure fairness and equal treatment. Moreover, staying up-to-date with Fair Housing laws is an ongoing responsibility. These regulations can evolve, and it is essential to stay informed about any changes or updates.
Enhance Your Screening Process
Watch Out for Scams and Fraud
With the rise in AI and various online services, there is an increased potential for applicants to provide fake documents or create false employment situations when applying for a rental property. This underscores the necessity of thorough verification and due diligence during the screening process. Utilizing legitimate, secure software providers such as FinDigs or TransUnion ResidentScore can help ensure you reference real, unaltered information.
Collect Feedback to Make Data-Driven Decisions
After showings, consider surveying potential residents to gain insights into their perceptions of the property. This can help identify any concerns that might affect their interest. Tracking inquiry and showing data is equally important; it provides valuable insights into market trends and can inform decisions about pricing and property improvements.
Final Thoughts: How to Effectively Screen Potential Residents
Establishing robust resident screening criteria and a solid screening process is essential for promoting fairness and ensuring you find the best residents possible. By incorporating income verification, comprehensive rental background checks, and reliable references—including personal interviews—you can be confident in your resident selections. This thorough approach will lead to fewer headaches down the road.
If you’re ready to list your property and want expert guidance on your side, consider partnering with a property management company like Evernest. Whether you're seeking enhanced resident relations or a streamlined management process, our services can help you unlock the full potential of your investment.
