How to Screen Tenants and Avoid Problem Renters

A bad tenant costs far more than the time it takes to screen a good one properly. Here's a practical process that doesn't require hiring a background check service.

Start with a simple application

Ask prospective tenants for: full name and valid government ID, current employer and proof of income (payslip or employment certificate), previous landlord's contact information, and emergency contact details. Requiring this upfront filters out anyone unwilling to be transparent before you've invested time in a viewing.

Verify income against rent

A common rule of thumb is that monthly rent shouldn't exceed roughly a third of the tenant's gross monthly income — asking for a payslip or Certificate of Employment with salary lets you sanity-check affordability before signing, reducing the risk of missed payments down the line.

Call the previous landlord

This single step catches more red flags than anything else. Ask directly: Did they pay on time? Did they take care of the unit? Would you rent to them again? A previous landlord who hesitates or gives a vague answer is itself useful information.

Meet in person before signing

A short in-person or video meeting tells you more than any document — it's a chance to ask questions naturally and get a read on how the person communicates, which matters for the entire tenancy.

Respect data privacy

Only collect information that's actually relevant to the tenancy decision, and don't share a rejected applicant's personal information with anyone outside the screening process — the Data Privacy Act of 2012 (RA 10173) applies to landlords collecting personal data just as it does to businesses, and unnecessary data collection or careless handling creates avoidable liability.

Put the agreed terms in writing

Once you've decided to proceed, use a proper lease — see our free lease contract template for a starting point, including the legal limits on advance rent and security deposit under the Rent Control Act for covered units.

A note on discrimination

Screening should be based on ability to pay and rental history — not on protected characteristics. Beyond being the right thing to do, blanket exclusions unrelated to tenancy risk can expose a landlord to legal complaints.