Finding a tenant is easy. Finding the right tenant takes a little more work — and it's worth it.
A difficult tenant can cost you months of stress, unpaid rent, and property damage that far exceeds any vacancy period. Here's how to screen applicants properly before you sign anything.
Why screening matters more than you think
Most landlords learn this the hard way. A tenant who seemed fine at viewing turns out to have a history of late payments. A professional-looking applicant stops paying rent after month two. The lease is signed, the keys are handed over, and now you have a problem that takes months — and sometimes legal proceedings — to resolve.
Good screening doesn't eliminate all risk. But it removes the most avoidable mistakes.
What to check
Income and employment
The most important factor is whether the applicant can actually afford the rent. A general rule: monthly net income should be at least 2.5–3x the monthly rent.
Ask for proof. Payslips for the last 2–3 months, or a work contract showing salary. Self-employed applicants should provide recent bank statements or tax returns.
Don't just ask. Verify.
Previous landlord references
This is the most underused screening tool. Most landlords ask for references — few actually call them.
Call the previous landlord directly. Don't just use the number in the application — look it up independently if you can. Ask three questions:
1. Did they pay rent on time?
2. Did they leave the property in good condition?
3. Would you rent to them again?
If the answer to question 3 is a long pause, you have your answer.
Credit history
In many EU countries you can run a credit check with the applicant's written consent. This shows whether they have a history of missed payments, court judgments, or unresolved debts.
Availability varies by country — in Lithuania, a report can be obtained from the Credit Bureau (Creditinfo). In Germany, a SCHUFA check is standard. In Poland, BIK is widely used.
A poor credit history doesn't automatically mean rejection, but it warrants a conversation. Ask about it directly.
Employment stability
A permanent contract is more reliable than a short fixed-term contract. Probationary employment is higher risk — someone on a 3-month trial has uncertain income. This doesn't mean you shouldn't rent to them, but it's a factor to weigh.
Reason for moving
Ask why they're leaving their current place. "The lease ended" and "I'm moving to a new city for work" are normal answers. "Issues with the landlord" is worth probing. "We had to leave quickly" is a flag.
Red flags to watch for
- Urgency to move in immediately — sometimes legitimate, but also a sign they may have left a previous property badly
- Reluctance to provide references — "my landlord and I didn't get on" can mean anything; find out what it actually means
- Unable to show proof of income — cash income with no documentation is a risk
- Multiple address changes in a short period — not always a problem, but worth asking about
- Damage or mess at viewing — someone who drops litter during a viewing may not treat your property differently
How to run the process fairly
In most EU countries, you cannot reject a tenant on the basis of nationality, religion, gender, disability, or other protected characteristics. Your screening criteria must be consistent and based on financial and tenancy history.
Keep notes on every applicant you assess. This protects you if a rejection is ever challenged.
The gut feeling test
After you've done your checks and everything looks fine — trust your instincts. If something still feels off, it probably is. A good tenancy is a relationship. It helps if you start it feeling confident.
Once you've chosen
Get the lease signed before anyone moves in. Never hand over keys on a handshake.
With Leasily, you can store the signed lease document, set up automatic payment tracking, and give your new tenant their own portal — all before they walk through the door on day one.