Finding the right residents for your apartments is one of the most important parts of property management. But let’s be honest—it can also be one of the most stressful. You’re busy. You’re juggling maintenance requests, lease renewals, and move-ins all at once. The last thing you want is to deal with a resident who ends up causing problems because of something you could’ve caught early on.
That’s where background checks come in. When done right, they help you pick residents who are more likely to pay on time, take care of the unit, and follow the rules. This guide will walk you through everything you need to know to run safer, smarter background checks—without wasting time or making things more complicated than they need to be.
Quick Tools for Tenant Screening (If You’re Short on Time)
Don’t have time to read the full guide right now? Here are a few solid platforms you can check right away.
TransUnion SmartMove
Full credit, criminal, and eviction checks with a reliable ResidentScore. Applicant pays.
Visit SmartMove
RentSpree
Streamlined applications and reports; integrates with Zillow and other platforms.
Visit RentSpree
Zillow Rental Manager
Built-in background screening for applicants on Zillow. Simple and all-in-one.
Visit Zillow Rental Manager
Avail (by Realtor.com)
FCRA-compliant credit, criminal, and eviction checks with added rental tools.
Visit Avail
Hemlane
Rental management with built-in screening and applicant scoring tools.
Visit Hemlane
DoorLoop
Property management software with screening integrated into workflows.
Visit DoorLoop
RentRedi
App-based screening with TransUnion reports; ideal for mobile-friendly managers.
Visit RentRedi
MyRental (CoreLogic)
In-depth checks with a SafeRent Score to assess rental risk.
Visit MyRental
E-Renter
Fast and affordable checks with multiple screening packages.
Visit E-Renter
Tenant Background Search
Quick, budget-friendly reports with flexible package options.
Visit Tenant Background Search
Let’s get started.
Understanding the Basics of Resident Screening
What Is a Background Check?
When you’re looking to fill a rental, background checks are your early warning system. They give you a clearer picture of who you’re handing the keys to—not just based on what someone says on their application. Think of it as your way of confirming whether this person will be a reliable, responsible addition to your property.
It’s not about being overly cautious or prying into someone’s personal life. It’s about making sure you’re not caught off guard by missed rent payments, disruptive behavior, or even potential safety concerns. A well-done background check can save you from big headaches later on. You’re checking if someone is stable, trustworthy, and able to hold up their end of the rental agreement.
This process might sound time-consuming at first, but it actually helps you work smarter. It gives you confidence that you’re choosing someone who’s likely to pay on time, care for the unit, and get along with neighbors.
What’s Usually Included in a Background Check?
A typical resident background check covers several key areas. Each one offers a different piece of the puzzle.
Identity verification is first. This means confirming that the name, birthdate, and Social Security number all match up. It might sound basic, but it’s an important step to avoid fraud and ensure you’re checking the right person.
Credit history is a big part of the picture. It shows how well someone handles their finances. A few small debts might not be a problem, but consistent late payments, collections, or a very high debt load could mean they’re more likely to fall behind on rent.
Criminal background checks dig into past legal trouble. Not every charge is a deal-breaker. What matters is how recent the offense was, whether it was serious, and whether there’s a pattern of risky behavior. Some property managers also consider the nature of the offense—something non-violent from years ago might not carry as much weight as a recent charge involving damage or harm.
Eviction records are another important piece. If someone was removed from a previous apartment, you’ll want to know why. Was it a one-time issue during a rough patch, or a sign of repeated trouble?
Many reports also include employment and income verification and rental history. These help confirm that the person is financially stable and has been a good resident in the past. A current job with steady income and a reference from a former property manager can go a long way in easing concerns.
Services like TransUnion SmartMove, RentSpree, and Zillow Rental Manager provide these kinds of checks in an easy-to-use format.
Why This Step Matters
As a property manager, you’re juggling a lot. Every bad resident situation—missed payments, complaints, property damage—takes up time and energy that could’ve gone to better things. That’s why taking the time upfront to run a solid background check pays off.
It also makes the whole process fairer. When you have clear standards and use the same screening steps for everyone, you’re protecting yourself from accidental discrimination and treating every applicant the same. You’re building a system that’s both smart and respectful.
Following the Rules
There are legal rules tied to background checks, too. One of the most important is the Fair Housing Act, which says you can’t treat people differently based on race, religion, national origin, sex, disability, or family status.
That’s why having a written process is so helpful. If you screen every applicant the same way, using the same steps and standards, you’re less likely to face complaints or legal trouble. If you ever feel uncertain, it’s best to talk to a legal expert just to make sure everything is in line.
Pre-Screening: Setting Yourself Up for Success
Before you even run a background check, there’s a lot you can learn through pre-screening. This step helps you quickly figure out who meets your basic standards—and who doesn’t—so you don’t waste time reviewing people who aren’t a fit.
Define Your Ideal Resident
Start by getting clear about what you’re looking for. Think of this as your own checklist of what makes someone a good match for your property.
Income is usually at the top of the list. A common rule of thumb is that a resident should earn at least three times the monthly rent. This helps ensure they won’t be stretched too thin.
Credit score is another factor. Some managers set a minimum, like 650 or 680, depending on the area and property. A higher score often means the person pays bills on time and keeps their finances in check.
Rental history tells you whether someone pays on time, follows the rules, and takes care of their space. A solid history of on-time rent and no complaints from former property managers is a great sign.
Employment status also matters. You’re looking for steady, verifiable work or income from a reliable source. Some people may be self-employed or freelancers, which is fine—as long as they can show they earn enough consistently.
Pets and smoking policies should also be part of your criteria. Be clear upfront about what’s allowed. This helps avoid misunderstandings and frustration down the line.
For help creating a full criteria checklist, check out Landlord Gurus—they offer helpful templates and tips for keeping your process simple and fair.
Communicate Your Requirements Clearly
Once you’ve figured out your criteria, share it. Put this information directly in your listings or on your website. Something as simple as, “Applicants must earn three times the rent and have a minimum credit score of 650,” can save everyone time.
This also encourages applicants to be honest from the start. They know whether they’re a fit or not, and you get fewer unqualified applications. RentSpree recommends this step as one of the easiest ways to pre-filter without even needing a background check yet.
Start With a Quick Chat
When someone shows interest, consider doing a short phone call before setting up a tour. Ask about their current housing, job situation, and why they’re moving. These casual conversations can tell you a lot. If something feels off—or they can’t answer basic questions confidently—it might be a sign to slow down.
Avail suggests using these early conversations to spot red flags and avoid wasting time on showings with applicants who aren’t a fit.
Choosing the Right Screening Tools and Services
After you’ve laid out your resident criteria and done some basic pre-screening, it’s time to choose the tools that will help you actually run the background checks. With so many options out there, the goal is to find something reliable, easy to use, and thorough enough to catch any serious red flags.
Free vs. Paid Screening Tools
It might be tempting to search for a “free background check” online, but this can be risky. Free tools often pull incomplete data or don’t provide enough detail to be useful. Worse, some of them may not be legally compliant, which could put you at risk.
Paid services, on the other hand, are designed for property managers. They offer full reports that include credit checks, criminal background info, eviction history, and sometimes even employment verification. These services are often FCRA-compliant, which is important when you’re making decisions based on personal data.
Think of it this way—spending a small amount now on a thorough screening can save you thousands later in unpaid rent or damages.
Popular Screening Services to Consider
Several platforms make the screening process simple and secure. Here are a few that property managers often recommend:
- TransUnion SmartMove: This service is fast and thorough. It provides a credit check, criminal report, eviction history, and a “ResidentScore,” which predicts how likely someone is to pay rent on time. You don’t have to collect Social Security numbers or payment info—SmartMove handles it directly with the applicant.
- RentSpree: RentSpree is known for being easy to use and includes everything you need in a report—credit, criminal, eviction, and application data. It also integrates with Zillow and other rental listing sites, making the process even smoother.
- Zillow Rental Manager: If you’re already using Zillow to list your rentals, their built-in background check tool makes things simple. It pulls credit and criminal background info and lets you manage everything in one place.
- Avail: Owned by Realtor.com, Avail is designed for landlords and property managers. It offers bundled tools for background checks, rent collection, maintenance tracking, and more.
Each of these services has its own strengths, so you’ll want to think about what matters most for your workflow—speed, integration with your software, or pricing.
Choosing Tools That Work With Your System
If you’re already using property management software, check to see which background check tools it connects with. Some platforms like Buildium or AppFolio have screening services built in. Others, like Stessa or Azibo, let you connect third-party screening tools for a smoother process.
For example, Stessa has strong integration options for independent property managers, while Azibo offers financial tools and screening features tailored for small landlords and managers.
When everything is connected, your team can move faster and avoid mistakes from manual data entry.
Step-by-Step Guide to Running a Background Check
Now that you’ve chosen your screening service, it’s time to run the background check. This step can feel a little intimidating at first, but once you’ve done it a few times, it becomes second nature. Here’s a clear breakdown to help you move through the process with confidence.
Step 1: Get Written Consent
You must get written permission from the applicant before pulling any reports. This isn’t just a courtesy—it’s required by law under the Fair Credit Reporting Act (FCRA). Without it, you could be in legal trouble.
The good news is most reputable screening platforms, like RentSpree, have digital forms that collect this consent for you. This keeps everything compliant and takes the paperwork off your plate.
If you’re collecting applications on paper or through email, include a background check authorization form and make sure the applicant signs it before you move forward.
Step 2: Collect the Right Information
Before starting the check, make sure you have the basics:
- Full legal name
- Date of birth
- Social Security number (or permission for the screening service to collect it directly)
- Current and past addresses
- Employment and income details
- Contact info for past landlords (if available)
Some platforms, like Zillow Rental Manager, let the applicant enter this info themselves through a secure online form. This keeps things private and avoids data entry errors.
Step 3: Submit the Background Check
Once everything is in place, go ahead and submit the request through your chosen service. Most reports are ready within a few minutes to a few hours. If it takes longer, it’s usually because something needs to be verified manually, like a work history or criminal record.
With tools like TransUnion SmartMove, the resident pays for the screening themselves and the report is shared with you as soon as it’s complete.
Step 4: Review the Results Carefully
When the report comes back, take your time reviewing it. You’re looking for signs of consistency and responsibility. Here’s what to keep an eye on:
- Does the credit report show steady payments, or lots of unpaid bills?
- Are there recent or serious criminal charges?
- Does the eviction history show one-time trouble, or a pattern?
- Does the income check line up with what the person said?
Sometimes a report might show something unexpected. If that happens, it’s okay to ask the applicant for more details or clarification. Services like Landlord Studio offer helpful guides on reading and understanding these reports.
Keep in mind that errors can happen in credit or background data, so if something doesn’t make sense, dig a little deeper before making a final decision.
5. Handling Red Flags the Right Way
Understanding Criminal Records
Not all criminal records are deal-breakers. Consider the nature of the offense, how long ago it occurred, and whether it’s relevant to the safety and well-being of your property and other residents. For instance, a minor offense from a decade ago may not be as concerning as a recent violent crime.
Evaluating Credit Issues
A low credit score doesn’t always mean an applicant is unreliable. Look at the overall financial picture: Are there consistent late payments, or was there a one-time issue? Consider factors like debt-to-income ratio and recent financial behavior. LeaseRunner offers tips on interpreting credit reports in the context of tenant screening.
Assessing Eviction History
An eviction on record warrants a closer look. Determine the reasons behind it—was it due to non-payment, property damage, or something else? Also, consider how long ago it happened and whether the applicant has had stable housing since.
Making Informed Decisions
When red flags arise, it’s important to balance caution with fairness. Engage in open dialogue with the applicant to understand the context of any issues. This approach not only helps you make informed decisions but also ensures compliance with fair housing laws. For more on this, RentSpree provides guidance on handling sensitive information responsibly.
Making a Final Decision
Documenting Your Process
Keeping a record of your screening decisions is crucial. This documentation serves as a reference in case any questions arise later. It also helps ensure consistency in your decision-making process.
Communicating Approval or Denial
When you’ve made your decision, communicate it promptly and professionally. If approving, let the applicant know the next steps. If denying, it’s important to provide a clear reason, especially if the decision was based on information from a background check. This not only helps the applicant understand but also ensures compliance with regulations. For more on this, RentPrep offers insights into handling these communications.
Training Your Team
If you have a team assisting with property management, ensure they’re trained on your screening process. Consistency is key, and everyone should be on the same page regarding criteria and procedures. Regular training sessions can help maintain this consistency. Resources like CRS Credit API provide practical guides for property managers.
7. Tips for Speeding Up the Screening Process Without Sacrificing Safety
Automate Where Possible
Automation can significantly reduce the time spent on screening without compromising thoroughness. Tools like Ocrolus offer AI-driven document automation, helping you process applications faster and detect potential fraud. Similarly, Leasey.AI provides solutions for automating tenant screening, ensuring consistency and compliance.
Create a Ready-to-Go Checklist
Having a standardized checklist for each applicant can streamline your process. This checklist should include all necessary documents and information you require. By ensuring every application is complete before review, you save time and reduce back-and-forth communication. The American Apartment Owners Association offers resources to help you develop such checklists.
Avoid Common Time-Wasters
Identify and eliminate tasks that unnecessarily consume time. For instance, chasing down incomplete applications or unclear references can be avoided by setting clear expectations upfront. Utilizing platforms like RentSafe can help you manage applications more efficiently, reducing the likelihood of such issues.
Keeping Resident Data Secure
Why Data Security Matters
When you handle background checks, you’re dealing with sensitive information—social security numbers, financial details, and more. Protecting this data isn’t just good practice; it’s a legal requirement under laws like the Fair Credit Reporting Act (FCRA). Ensuring data security helps maintain trust and keeps you compliant.
Secure Storage Solutions
Utilize property management software that offers secure document storage. Platforms like Rentec Direct provide encrypted storage options, ensuring that sensitive documents are protected against unauthorized access.tenantfile.comrentecdirect.com
Limit Access
Ensure that only authorized personnel have access to sensitive resident information. Implement role-based access controls within your management systems to restrict data access appropriately.
Regular Audits and Updates
Conduct regular audits of your data storage practices to identify and rectify potential vulnerabilities. Keep your software and systems updated to protect against the latest security threats.
9. Real-Life Scenarios and What to Do
Scenario 1: Applicant with a Minor Criminal Record
Imagine an applicant who discloses a misdemeanor from several years ago. They’ve had a stable job and positive rental history since then. In such cases, consider the time elapsed and the applicant’s behavior since the incident. Engaging in an open conversation can provide context and help you make an informed decision.arxiv.org+17revolutionrentalmanagement.com+17mysmartmove.com+17
Scenario 2: Discrepancy in Employment History
An applicant’s employment history shows gaps. Upon inquiry, they explain periods of freelance work or caregiving responsibilities. Verifying these explanations through references or documentation can clarify the situation.
Scenario 3: Previous Eviction Due to Unforeseen Circumstances
An applicant has an eviction on record due to a medical emergency that impacted their finances. They’ve since recovered and maintained stable housing. Assessing their current financial stability and obtaining references from recent landlords can provide insight into their reliability.
10. Bonus: How Pest Issues Can Be a Sign of a Deeper Screening Problem
Pest Complaints as Red Flags
Frequent pest complaints can sometimes indicate deeper issues, such as poor housekeeping or neglect. During the screening process, consider discussing cleanliness habits and inspecting previous rental references for related concerns.
Proactive Measures with Pest Share
Implementing services like Pest Share can help manage and prevent pest issues proactively. By offering residents access to pest control resources, you promote a healthier living environment and demonstrate your commitment to property maintenance.
