Tenant screening is one of the most consequential things you do as a landlord. That’s because the difference between a good tenant and a bad one often makes or breaks your success as a landlord. They can either fuel a positive ROI or completely tank it.
While credit checks and income verification can tell you a lot about whether a tenant will be a good fit, those are only a couple of the components. It’s the references that tell you the rest.
Here’s what to ask each reference when you get a couple of minutes to speak with them.
Did the Tenant Pay Rent on Time?
This is the most important question on the list, and it’s the one you ask first. A previous landlord’s answer here tells you more about what to expect than almost any other data point in your screening process.
Listen carefully to how they answer. A straightforward “yes, always on time” is what you’re hoping for. Hesitation, qualifiers like “mostly,” or a long pause before answering communicate something different. Some landlords won’t come out and say directly that a tenant was consistently late, but their tone and word choice will tell you what you need to know.
If the tenant was late, ask how late and how often. A single late payment in a two-year lease is very different from a pattern of paying five to ten days late every month. Patterns matter more than isolated incidents.
One thing to be aware of: If the tenant is currently renting from the person you’re calling, that landlord might have a motivation to give a positive reference just to get the tenant out of their property. Calling the landlord prior to the current one, if possible, gives you a reference from someone with no incentive either way.
How Did the Tenant Leave the Property?
The condition a tenant leaves a property in tells you a lot about how they’ll treat yours. Ask specifically about the move-out condition. Was the unit left clean? Were there damages beyond normal wear and tear? Did the tenant receive their full security deposit back?
A tenant who left the previous unit in good condition and got their deposit back has demonstrated that they respect the space they live in. A tenant who left behind damage, excessive mess, or required significant turnover work is likely to repeat that pattern.
Ask for specifics if the landlord mentions damage. There’s a difference between a few nail holes and scuffed paint and holes in walls or broken fixtures from neglect and abuse. The details help you figure out what to expect.
Did the Tenant Communicate Maintenance Issues Promptly?
This question catches a lot of landlords off guard because they don’t think to ask it. But a tenant’s approach to maintenance communication is a strong indicator of how they’ll treat your property.
Ask the previous landlord whether the tenant reported maintenance needs in a timely manner and whether they were reasonable in their requests. A tenant who submits constant complaints about minor cosmetic issues is a different challenge than one who never reports anything until the ceiling is caving in. You want someone in the middle of that spectrum.
Were There Any Complaints From Neighbors?
A tenant’s behavior inside the unit is one thing. Their behavior as a member of a shared community is another. If the property you’re renting is a multi-family building, a duplex, or any situation where neighbors are in close proximity, this question is super important.
Noise complaints, parking disputes, confrontational behavior, unauthorized occupants, and general disregard for shared spaces all affect your other tenants (or neighbors). A previous landlord who dealt with repeated complaints about your applicant is giving you valuable information about what your experience will look like.
Would You Rent to This Person Again?
This is the question you close with, and it’s the most telling one of all. It forces the previous landlord to give you a bottom-line assessment.
A clear, immediate “yes” is the answer you want. It means the previous landlord’s overall experience was positive enough that they’d willingly enter into the relationship again. That’s a strong endorsement.
Making References Part of a Complete Process
References are one piece of a thorough screening process, but they aren’t everything. Pair them with a credit check, income verification (most landlords require income of at least three times the monthly rent), a background check, and your own judgment.
If the volume of applications you’re processing makes thorough reference checks difficult, or if you’d rather have someone experienced handling the screening process consistently, working with a professional property manager is worth considering. A good property management company runs the same screening process on every applicant, every time, which reduces the risk of a bad placement and the legal risk of inconsistent screening practices.
The goal of screening isn’t to find a perfect tenant. It’s simply to find enough information to make a confident decision about whether this person is likely to pay on time and take care of the property. The questions above give you most of what you need to make that call.
