14 min readSome landlords learn the hard way why tenant screening is so important. A rental’s success largely depends on its tenants, meaning landlords should always check that applicants are a good fit before they sign a lease.
A good tenant makes passive income a reality, whereas a troublesome tenant can be a constant (and costly!) headache. Being a good judge of character isn’t enough—that’s where tenant screening services for landlords come in.
The best tenant screening services provide a reliable and thorough process that helps protect your investment. You’ll feel more confident handing over the keys to a new tenant, knowing you’ve taken the proper steps to give you the best chance of success.
What is a tenant screening service?
A tenant screening service is a series of checks to assess whether applicants are who they claim to be and whether the information they provide is correct. Every landlord wants to avoid late payments, disputes, or evictions. Tenant screening helps identify any red flags that could lead to future problems.
Tenant screening can feel tedious, especially when a keen and seemingly trustworthy applicant is ready to move in. But it’s not worth cutting any corners. On average, landlords will screen two applicants every time they need to fill a vacant property. Tenant screening is an essential step that could prevent you from rushing into a lease with someone who may cause problems down the line.
Tenant screening services include:
- Credit checks: Assessing the prospective tenant’s credit score and credit history to confirm they can afford rent and don’t have any alarming debts or bankruptcies. This allows landlords to gauge the likelihood of the applicant paying rent on time.
- Criminal background checks: A search to see if they have a concerning past—felonies, misdemeanors, pending charges, etc. Landlords use these checks to identify potential safety risks or legal complications, helping them to find a responsible fit for their property.
- Rental history verification: Screeners will contact previous landlords to confirm the applicant’s rental track record. Finding out the tenant paid rent on time and respected their past rental property can help ease the new landlord’s mind.
- Eviction history: Checks to see if the applicant has a history of being evicted. Multiple evictions can indicate a pattern of problematic behavior, such as non-payment or a breach of the rental agreement.
- Employment history and income verification: Verifying the prospective tenant’s employment status and income to ensure they have the financial means to pay rent. For nearly 60% of landlords, a steady job is more important than credit history.
- References: Previous landlords, employers, and other relevant contacts can help verify the applicant’s character and confirm the accuracy of the information on their application.
How do tenant screening services work?
Tenant screening starts as soon as you receive a rental application.
The landlord/property management company must inform the applicant that a background check is required to proceed. By law, the applicant must give their consent before you can access sensitive information, like their credit or criminal history.
The screening service runs a series of checks on the applicant after receiving consent. The results will then be compiled into a report for you to review.
If the screening results are satisfactory, you can accept the application and send a lease agreement to the applicant. If you don’t like the results, you can reject the application and keep searching for a tenant. Under United States law, you may need to inform the applicant of the specific reasons for their rejection.
How long do tenant screening services take?
There’s no definitive answer as there are many different tenant screening services for landlords. The timeline of the services will depend on the complexity of the screening, for example:
- Basic screening: a few minutes/hours.
- Comprehensive screening: 1-3 days.
- Advanced screening: 3-5 business days.
What are the benefits of using tenant screening software?
Landlords don’t need to use tenant screening software, and many take a DIY approach to vetting tenants. However, manual tenant screening will likely be a longer process and more prone to errors.
The best tenant screening services offer landlords a convenient option that reduces mitigation, saves time, and ensures legal compliance. While no screening service guarantees a perfect tenant, of course, they greatly improve your odds of finding reliable and responsible tenants.
7 best tenant screening services for landlords
1. AppFolio
AppFolio is one of the biggest names in the property management software space. It’s highly versatile software for landlords and property management companies of all sizes. And its tenant screening is versatile, too. AppFolio has two pricing tiers for tenant screening services, with paid add-ons available for both.
What’s included as standard:
- Credit reports
- Criminal background checks
- Eviction history
- Income and employment verification
- Rental history
- Customizable screening criteria
- Integration with AppFolio property management
Premium features:
- Income verification
- Customizable criteria
- Online application planning
Price:
- $15.00 to screen for credit, rental payment history, nationwide eviction, and rental history verification. Volume discounts apply.
- $20.00 to include criminal background screening too. Discounts are available for volumes of searches.
- You can also add income verification screening to either package for an additional $12 per completed application.
2. RentPrep
RentPrep is a popular choice for landlords with large portfolios as they offer discounts for those with over 50 properties.
The standard approach to screening is heavily technology-based, with huge amounts of databases screened at rapid speed. RentPrep, on the other hand, performs manual screening supported by technology for a more accurate reading.
What’s included as standard:
- SSN validation
- Nationwide evictions
- Bankruptcies
- Judgment and liens
Premium features:
- Full credit report
- ResidentScore – RentPrep’s own scoring model to predict an applicant’s likelihood of being a good tenant
- Rental background check
- Full credit report with ResidentScore
- SSN verification/address history
- Nationwide criminal & sex offender search
- Bankruptcies
- Applicant pay option
- Income verification
Price:
- RentPrep background check starts at $21.
- The TransUnion full credit report (SmartMove) starts at $40.
- If you have 50+ doors, you qualify for their enterprise solution.
3. MyRental
MyRental, powered by SafeRent Solutions, is one of the most straightforward screening services we tested. It’s popular with independent landlords and property managers with moderate-sized portfolios. MyRental has one of the most intuitive interfaces of all the software on this list too.
What’s included as standard:
- Housing court data
- Additional address information
- Terrorist alert
- Multi-state criminal
- Multi-state sex offender
Premium features:
- Housing court data
- Credit report
- Renter pay option
- TU rental score
Price:
- Basic – $24.99 per applicant.
- Premium – $37.99 per applicant.
- You can also purchase individual reports.
4. SmartMove (TransUnion)
SmartMove is more suited for small management groups and independent landlords who don’t need to screen tenants regularly. It’s quick and easy to use, even for those who aren’t tech-savvy.
What’s included as standard:
- ResidentScore – a score built specifically for tenant screening based on payment history, credit utilization, credit history, credit availability, and inquiries.
Premium features:
- Credit report
- Eviction related report
- Income insights report
Price:
- SmartCheck Basic – $25 per applicant.
- SmartCheck Plus – $40 per applicant.
- SmartCheck Pro – $45 per applicant.
5. RentSpree
RentSpree’s screening service is powered by TransUnion. You can submit screening service requests in as little as two minutes. The results are easy to evaluate with a clean and simple interface that breaks down all information.
What’s included as standard:
- Rental application
- Credit report
- Background check
- Rental history
Premium features:
- Income estimate
- Automated references requests
- Document uploads
Price:
- Standard – Free for agents & landlords, $39.99 for applicants.
- Premium – Free for agents & landlords, $49.99 for applicants.
- Application only – Free for agents, landlords, and applicants.
6. DoorLoop
As you’d expect from one of the leading property management software providers, DoorLoop’s tenant screening is expansive yet simple to use. Making informed decisions is easy as the applicant’s details are broken down and ready to review.
What’s included:
- Background checks
- Credit history
- Eviction history
- Bankruptcy
Price:
- Starter – $34.50 per month for the first two months.
- Pro – $69.50 per month for the first two months.
- Premium – $99.50 per month for the first two months.
7. TurboTenant
TurboTenant’s dashboard makes it easy to jump in and use the screening services. There’s an “invite to apply” page, which makes it possible to send an invite via email in a few minutes.
What’s included:
- Credit report and score
- Criminal background checks
- Eviction history
- Identity verification
Premium features:
- Income insights
- In-depth rental history
- Advanced criminal background checks
Price:
- Free for landlords. The tenant pays $45 or $55, depending on which plan the landlord is on.
What to look out for in tenant screening service?
- Data protection: Property management software is a fiercely competitive space. To be on the safe side, check what steps they take to ensure data is protected. You can find this in their privacy policy. Contact them if you can’t find it on their website.
- Legal compliance: Check how companies find people’s information to ensure they obtain it legally.
- Integration options: See if services have integrations with tools you already use. This isn’t essential, but integrations can save time and reduce manual work that invites errors.
- Reliable customer support: Any hiccups in tenant screening can delay move-in dates. That’s why fast and reliable customer support is key. Check the company’s reviews to make sure they have a proven track record of quick and helpful customer service.
How to pick the best tenant screening service.
- Identify current needs: Start by listing all of the reports you’ll need from a tenant screening service. There’s no point in signing up with a service to later find out they can’t provide a specific feature you’re looking for.
- Predict future needs: It’s worth anticipating how your needs could change in the near future. For example, you may plan to expand your portfolio and need a cost-effective service for multiple properties. Choosing a service that can grow with you saves the hassle of switching screening providers later.
- Price: Lots of software providers have introductory offers to secure your custom. Assess the costs once the introductory period is over to reduce the chance of changing providers down the line.
- Ease of use: It pays to pick software that you enjoy using. You’ll likely use your screening services countless times over the years. Be wary of letting price be the deciding factor.
- Start a free trial: Lots of property management software offers a free trial period. Make a list of the tools that meet your needs and start some free trials to get a feel for the process.
How SignMore can help landlords and property managers grow.
Both landlords and property managers need streamlined workflows. Landlords strive for passive income, while property managers need efficient systems to handle their growing portfolios. Without these processes, both landlords and property managers risk getting overwhelmed with to-do lists and phone calls.
And tenant screening is just one area that takes time.
Another challenge that can cause burnout among landlords and property managers is answering phone calls. As the number of properties you manage increases, so do the calls. You can’t be expected to always be available and pick up every call that comes through. However, missed calls can mean a backlog of voicemail messages and the occasional emergency not getting immediate attention. It can also lead to dissatisfied tenants and lost opportunities.
So what can you do?
A live answering service can answer calls for you around the clock. Protocols are created and followed for every call type. With SignMore, you can turn your phone off and know every caller will receive great service from a property-focused answering service.
Landlords and property managers can’t afford to be on their laptops all day or answering calls at all hours. Space is needed to focus on tasks that grow your portfolio. The best tenant screening service mixed with an answering service can free up many hours each week to help you grow.
See how SignMore can provide exceptional customer support and qualify leads for you around the clock. Book a free 15-minute consultation.
