Choose the correct application process
Check the authority for the property location before reusing an old form. Some jurisdictions prescribe the form, permitted questions, supporting documents or submission choices. Keep the process accessible and avoid prohibited application fees.
Collect only relevant information
More data does not necessarily produce a better decision. It increases privacy, security and retention risk.
- Applicant contact and proposed occupancy details
- Identity verification allowed by the jurisdiction
- Evidence relevant to meeting the rent
- Rental or residential history where permitted
- Nominated referees and consent to contact them
- Preferred start date and agreement term
Tell applicants how data is handled
At or before collection, explain the purpose, likely disclosures, access process and what happens if information is not provided. Limit access to people involved in the decision and use secure transfer and storage.
Compare applications consistently
Assess the same factors in the same order. Distinguish verified facts from assumptions, follow up material gaps consistently and do not reward one applicant for providing excessive information that was not requested.
Reference checks and decisions
Contact only nominated or otherwise lawfully contacted referees. Ask factual tenancy-related questions, note the source and give proportionate weight to the answer. Record the final decision in neutral language.
After the decision
- Confirm the selected applicant’s next steps and timeframe.
- Notify unsuccessful applicants promptly.
- Do not disclose the selected person’s details.
- Return or securely destroy information when required.
- Move only necessary records into the tenancy file after agreement.
Sources and further information
Official guidance changes. Check the source for the current rule in your jurisdiction.