Which documents should I request from a tenant?

As a listing agent, knowing which documents to ask from applicants can significantly streamline the tenant screening process and ensure landlords make informed decisions. Collecting the right documents not only helps you evaluate applicants but also helps landlord’s protect their property, stay compliant, and ensure a harmonious tenancy. Here’s a comprehensive guide on the essential documents you should request from every prospective renter.

Documents needed for a rental application

1. Rental application

It goes without saying that in order to approve an applicant, you need to have them fill out a rental application. The rental application should capture essential information like their complete name, email address, and phone number, and other contact details. It should also include sections for them to list their residence history, employment and income, and references.

2. Identification documents

In the past year, 93.3% of apartment owners, developers, and managers have encountered instances of fraud. Some of the most common types of fraud include fake or manipulated identities (58%), misrepresenting income (57%), and identity theft (53%). 

To avoid dealing with dishonest applicants, it's crucial to insist each prospective renter submits official identification. A government-issued ID such as a driver's license, passport, or social security card is sufficient. Any or all of these documents combined can help you verify their identity to confirm their legal status and applicants are who they claim to be.

3. Background check information

Running a comprehensive background check will give you a really clear picture of an applicant’s rental history, creditworthiness, criminal record, and overall reliability as a tenant. But per the Fair Credit Reporting Act (FCRA), you must obtain written consent from applicants beforehand. It's also best practice to provide candidates with information about what the background check will entail and how the gathered information will be used in the decision-making process. 

4. Proof of income

One of the most important things to ask potential tenants for is proof of income. Before you accept an applicant, you need to determine whether or not they can afford the rent and make timely payments. To assess their financial status, ask for documents like: 

• Pay stubs
• W-2 tax forms
• W-4 forms
• Bank statements
• Court-ordered settlements
• Employment contracts
• Social security benefits statement

Additionally, consider contacting the applicant’s employer directly to confirm the information they’ve included in the application is accurate. 

5. Credit report

In addition to proof of income, requesting a credit report allows you to evaluate the applicant's financial history, including their credit score and any outstanding debts. A good credit history indicates financial responsibility and reliability in meeting financial obligations. A bad credit history, however, can be a red flag so it’s best to do additional vetting before officially deciding to reject an applicant. You can obtain a credit report with the applicant's consent from any or all of the three major credit reporting agencies: TransUnion, Equifax, or Experian. 

6. Rental history

Has the applicant ever been evicted? Have there been any complaints filed against them? Did they respect their neighbors and the property where they previously lived? Gathering rental history documents from previous landlords will help you answer these questions and provide insight into the applicant's past behavior as a tenant. 

The best way to do your due diligence is to ask for references from their prior landlords. You can also call the references yourself to ask if the tenant will be a good fit or if there are red flags to consider like unexplained gaps in their history. 

7. References

Along with contacting previous landlords, you can ask applicants to provide two to three additional references. In cases where someone doesn’t have an extensive rental history, you can ask the applicant to submit professional or personal references, or both. Be cautious of applicants who provide only family or friends as references, as their opinions might be biased. When interviewing an applicant's references, you’ll want to ask questions like:

• How long have you known the applicant?
• Can you describe the applicant's personality and demeanor?
• What three words would you use to describe this applicant?
• Have you ever witnessed the applicant in a challenging situation, and how did they respond?
• Would you recommend the applicant as a tenant? Why or why not?

8. Pet history

If you allow pets on your property, double check they are compatible with your property's policies and environment. Understanding a pet's behavior, size, breed, and history, including vaccinations and past incidents, helps assess potential risk like property damage, noise, or disturbances to neighbors. If you plan to charge a pet deposit, pet rent, or require pet insurance, let applicants know before they sign the lease. 

9. Vehicle registration and proof of insurance

Does your property include a parking lot or garage for tenants’ cars? If yes, it’s important to request vehicle registration and vehicle proof of insurance to ensure their vehicles are legally registered and adequately insured. 

Uncovering all the details

It can feel like there are a lot of different documents needed for renting an apartment that you have to gather. However, by requesting these documents and conducting thorough screenings, you can make it easier for landlords to make informed decisions about potential renters, mitigate risks, and protect their rental property. 

If you’re looking for a tenant screening service to process all these documents, consider RentSpree. Not only is it free for listing agents and landlords, but it’s fast, accurate, secure, and powered by TransUnion. Sign up here.