How to screen tenants fairly and consistently

Write a short assessment framework tied to the tenancy: completeness, identity verification, demonstrated ability to meet the rent, relevant rental history, references, proposed occupants and agreement timing. Separate mandatory requirements from preferences.

Follow the jurisdiction’s permitted document rules. Where sighting an original is enough, do not retain a copy without a lawful need and appropriate consent. Restrict document access and never use identity data for an unrelated purpose.

Use permitted evidence to understand whether the proposed rent is sustainable for the applicant. Avoid demanding transaction-level bank data where it is prohibited or unnecessary. Apply the same evidence standard to employment, self-employment, benefits, savings or other lawful income sources.

Obtain consent, confirm the referee’s relationship and ask factual questions relevant to the tenancy. Record the answer and source. Give the applicant a reasonable opportunity to explain missing history or an inconsistency rather than treating it automatically as a rejection.

Tenancy-database access and disclosure rules are jurisdiction-specific. If a listing is found, official rules may require written notice and information about correcting it. Do not use an informal online search as a substitute for verified assessment.

Accommodation is covered by anti-discrimination law. Do not rank people on protected characteristics or use a supposedly neutral rule that unfairly excludes a protected group without a lawful basis.

• ✓Record the criteria used and the evidence checked.
• ✓Keep decision notes factual and brief.
• ✓Do not circulate applications beyond authorised decision-makers.
• ✓Notify applicants without revealing another person’s information.
• ✓Delete, de-identify or return records when the applicable rule or stated purpose requires it.