The short answer
Set lawful written criteria, collect an application, verify relevant information, review reports for errors and document the decision. Use a consistent process and check requirements for the property location.
On this page
1. Set criteria before applications arrive
Decide what information is relevant and permitted, how it will be evaluated and how applicants can request assistance. Check local limits on application fees, credit or eviction records, income criteria and timing. Avoid changing standards after seeing an applicant.
2. Collect and verify information securely
Use the appropriate application and authorization process. Verify identity, income and rental references using relevant evidence. Do not send sensitive documents to a general mailbox or an unverified contact. Request only what is needed for the lawful purpose.
3. Review reports with context
Check that records belong to the applicant and distinguish allegations, filings and final outcomes. Give applicants a way to identify errors. A missing credit file, a mismatched record and a verified unpaid obligation are different situations and should not be treated as interchangeable.
Do not use social-media posts or photos as a shortcut for judging whether someone will be a good tenant. A profile may reveal protected traits or present incomplete, misleading context; do not infer household status, disability, pet status, or rental behavior from it. Use lawful written criteria, apply them consistently, and verify relevant information through appropriate sources. Review Rentari’s fair-housing guidance before establishing a screening policy.
4. Record the decision and communicate it
Document the criteria and verified facts used. Follow adverse-action requirements when consumer-report information contributes to unfavorable terms. If approved, confirm the next steps and lease details. A recommendation from software does not remove the landlord's responsibility for the decision.
Your next-step checklist
- Set lawful written criteria
- Collect information securely
- Verify identity and records
- Address errors
- Document and communicate the decision
Sources and further reading
- FTC: Using Consumer Reports as a Landlord
- HUD: Fair Housing Rights and Obligations
- FTC: Disputing Tenant Background Check Errors
- HUD: Fair Housing Act guidance on rental applicant screening
Detailed screening guides: set written rental criteria, understand what screening reports show, review eviction records in context, and communicate an application decision. Use verified facts and lawful, consistently applied criteria rather than labels or assumptions about a person.
Written and maintained by the Rentari team. Examples explain a decision; they are not customer results. Found an error or an unclear step? Send a correction with this page's address and the detail to review.
Your next step
Request and review a screening report