Tenant Screening in 2025: A Practical Framework for Landing and Keeping Quality Tenants

With rental fraud and eviction costs on the rise, landlords need more than gut instinct to protect their income and assets. Screening well doesn't just avoid bad tenants, it also increases lease renewals and reduces vacancy.

This guide walks through a modern, practical, and compliant screening process. Whether you're managing one home or hundreds, you'll find practical tips and updated insights that reflect today's legal standards and tech tools.

What is Tenant Screening?

Tenant screening is the process of evaluating a rental applicant to determine if they are qualified to lease a property. It usually includes reviewing credit reports, income, criminal background, eviction history, and references.

Done correctly, tenant screening helps protect your rental income, prevent property damage, and avoid costly legal issues. Done poorly, it can lead to discrimination claims, long vacancies, or months of unpaid rent.

Why Thorough Screening Matters in 2025

National vacancy rates are hovering around 7%, and delinquency is ticking upward in several markets. At the same time, platforms like SmartMove have made tenant fraud easier to detect, but only if you know how to use them.

In fact, TransUnion data shows that ResidentScore (a renter-optimized credit metric) can predict evictions 15% more accurately than a regular credit score. More owners are leaning on structured screening criteria, especially in cities where renters are spending a large share of their income on housing, like Los Angeles, Austin, and Seattle.

A strong screening process also helps with renewals. Residents who feel the rules are clear and evenly applied are more likely to stay, and longer stays reduce turnover costs significantly.

Step-by-Step Screening Framework

1. Attract the Right Applicants

The process starts before anyone applies. Listings should be clear about income requirements, pet policies, and expectations. Adding screening criteria directly to your listing (e.g., "3x income required, no prior evictions") helps filter out mismatched renters.

On platforms like Zillow and Apartments.com, listings that include transparent criteria see higher-quality leads and lower bounce rates. Adding high-resolution photos and thoughtful descriptions will set the tone for a professional experience.

Pricing also plays a major role in the type of applicants you attract, especially when listings are optimized with market-aligned rent and clear value propositions.

2. Prescreen Early

Use a short prescreening questionnaire or phone call to confirm basics like move-in date, employment, and pets. This helps avoid wasted showings and allows you to gauge communication style and reliability.

Many landlords report that just five minutes of prescreening helps cut total showings by 30 to 50%. That means less wasted time and faster placements.

3. Use a Compliant Application

Make sure your rental application includes a Fair Credit Reporting Act (FCRA)-compliant disclosure. If you're in a state like California, you also need to follow state rules about screening fees and applicant disclosures. Always get written consent before running any background or credit check. 

At Belong, we handle the entire screening and leasing process upfront without charging homeowners anything until a lease is signed. Our team owns the process end to end, ensuring compliance, consistency, and peace of mind.

4. Run the Right Reports

Before approving any applicant, it's essential to collect a well-rounded set of reports. These should include credit, eviction history, and a criminal background check. Services like TransUnion SmartMove or Experian Connect make it easier to access all of these in one secure process.

• ID verification: Before anything else, verify that the applicant is who they say they are. Belong uses Persona for ID and selfie verification, which allows for three automatic attempts. We don’t stop at that, at Belong we also conduct a video call and online profile check. Acceptable IDs include U.S. driver's licenses, passports, and government-issued cards. If needed, applicants may be asked to provide a second form of ID. This protects against fraud and ensures legal compliance.
• Credit score: A good credit score is not enough, especially if it's below 700. Look deeper at the report to validate the drivers of the score. Check for late payments, how severe they were, any active or past delinquencies, charge-offs, bankruptcies, and the overall debt-to-credit ratio. Also consider the number of recent credit inquiries and the length of credit history. These details provide a clearer signal on whether someone is likely to pay rent reliably, and allow Belong to offer rent guarantee every month.
• Income: Use tools that connect directly with payroll providers or bank accounts to avoid fraud (e.g., Plaid). If you're reviewing paystubs or bank statements, use document-checking software to flag fake submissions. AI-generated fakes are more common now than ever. For bank statements, confirm they are personal accounts, not business ones. Look for consistent, recurring income deposits, not just one-time lump sums. Ask for at least four months of statements or paystubs. If verifying with an offer letter, call the company to confirm employment.
• Evictions: Avoid recent filings, especially for non-payment.
• Criminal records: Focus on severity and recency, and follow HUD guidelines.

As a general rule, if the applicant doesn’t meet income requirements or has weak credit, require a guarantor who earns 72 times the monthly rent and apply the same rigorous screening process to them.

5. Contact References

Speak to past landlords and verify employment. Ask landlords whether the tenant paid on time, followed lease terms, and left the property in good condition. Document every call and keep notes for your records.

6. Make a Fair and Consistent Decision

Use a scoring rubric so your decisions are consistent and legally sound. For example, deduct points for late payments or gaps in employment, and award points for long tenancy or high credit. This approach protects you if you're ever challenged on a decision. It also keeps your process fast and repeatable.

7. Send the Right Notices

If you accept, great. If you deny or require a co-signer or extra deposit, you must send an "adverse action notice" explaining why. Most screening platforms automate this step for you.

Local Requirements to Know

Screening rules vary widely. In 2025:

• California limits screening fees to $62.02 and requires disclosure of all public records used.
• Washington bans consideration of certain misdemeanor arrests.
• New York restricts use of criminal background data unless directly related to tenancy.

Always check local laws or consult with a housing attorney in your city.

Summary

Screening takes time, but it pays off. A well-qualified tenant is more likely to pay on time, treat your home with care, and renew their lease. That means fewer vacancies and less turnover cost.

On average, an eviction costs over $7,000 when you factor in missed rent, legal fees, and repairs. Solid screening avoids that outcome.

At Belong, we combine proactive service, responsive support, and well-maintained homes to help ensure residents stay longer and renew more often. For more on what that looks like in practice, take a look at our approach to reducing vacancies and increasing renewals.

FAQ

What is tenant screening?

Tenant screening is the process of reviewing a rental applicant's financial, rental, and criminal history to decide whether to approve their application.

What credit score is considered good for a tenant?

Most landlords look for a score above 650, but income, rental history, and references also matter. At Belong, we go a step further by not just looking at the score, but evaluating the full credit profile. That includes recent delinquencies, debt-to-credit ratio, bankruptcies, and the underlying trends that indicate how likely someone is to pay rent on time.

Can I deny someone based on criminal records?

You can, but you must follow HUD guidelines and use an individualized assessment. Blanket bans may violate fair housing laws.

Do I need to send a formal notice if I reject someone?

Yes, the Fair Credit Reporting Act requires landlords to send an adverse action notice if they reject or conditionally approve a tenant based on screening results.