What Is a Tenant Background Check Form?
A tenant background check form is a legal document that landlords use to obtain written permission from the tenant to conduct a screening. It is usually given after the tenant fills out a rental application.
A tenant background check authorization form allows you to screen potential tenants and review important records, including:
- Credit reports
- Criminal history
- Rental history
- Employment or income details
- References or other public records
You are required to get written consent before collecting any of this information under the Fair Credit Reporting Act (FCRA). This law protects the tenant’s privacy and requires that you clearly explain what checks you’ll run and how the results may affect your decision. Legal Templates provides a free tenant background check form that you can customize to your needs. Follow our step-by-step questionnaire to download yours in PDF or Word format.
Benefits of Using a Tenant Background Check Form
A tenant background check authorization form helps you follow the law, protect your property, and ensure that each applicant is treated fairly.
- Legal Compliance: By using a formal tenant background check authorization form, you reduce the risk of violating privacy laws. Moreover, you can stay in compliance with FCRA.
- Risk Reduction: It helps you identify red flags, such as poor credit scores, eviction history, or criminal records, before signing a lease.
- Fair Screening: A tenant background check form ensures that each applicant is screened the same way, without any discrimination.
- Tenant Trust: The tenant background form clearly outlines to the tenant what will be checked and why. This helps build trust and transparency from the start.
How to Fill Out a Tenant Background Check Authorization Form
Here’s a step-by-step guide on how to complete the form correctly before running a background check on a tenant.
Step 1 – Enter the applicant’s information
Start by adding the applicant’s personal information. This information helps identify the correct person when ordering screening reports.
- Full name and any previous names, aliases
- Date of birth
- Current address and contact information
- Social Security Number (SSN) or driver’s license number
Step 2 – Add the requesting party’s information
Write the name of the person or company who will run the background check. This is usually the landlord, property manager, or authorized agent.
Step 3 – Disclose what you plan to check
Clearly list the types of checks you’ll perform. These often include checking credit history, criminal history, rental history, employment and income verification, eviction reports, and any other relevant public records. Being transparent about this step is a legal requirement under the FCRA.
Use a free rental verification form to confirm a tenant’s rental history, including payment habits and lease compliance, directly with their previous landlord.
Step 4 – Include a clear authorization statement
Your tenant background check form should include language that clearly indicates the applicant’s full permission for the background check. The statement should explain what types of reports will be pulled, how that information will be used, and that the tenant understands and agrees to this check.
Step 5 – Sign and date the form
Once the form is complete, have the tenant sign and date the form to confirm their consent to the background check. A signed form is required before you can legally request any reports. The tenant should also receive a copy of the form for their records.
Sample Tenant Background Check Form
View a sample tenant background check form below to see what details to include. Then, use our step-by-step questionnaire to customize and download your form in PDF or Word format.
State Laws for Tenant Background Checks
Some states have specific rules for when and how you can conduct background checks on rental applicants:
- California: You must follow the same process for all applicants. In California, you can inquire about an individual’s criminal record, but you must follow fair housing rules and avoid making decisions based solely on arrest records (California Civil Rights Department).
- New York: You can charge a screening fee, but it must be $20 or less, and you should provide a receipt to the tenant (New York Real Property Law § 238-A).
- Washington: Under RCW 59.18.257, you are required to provide written notice before screening and clearly explain how the information you collect will be used (RCW 59.18.257).
- Ohio: Landlords are not liable for renting to a registered sex offender. When reviewing criminal history, you should focus on offenses that may directly affect the safety of others (Ohio Rev Code § 5321.051).
What to Do After Running a Background Check
Once you’ve reviewed the results for all applicants, you’ll need to decide whether to approve or deny the rental application.
- If you decide to approve, you can proceed with the lease and request that the tenant complete a rental application if they haven’t already done so.
- If you decide to deny the application, you must send an adverse action notice if the decision was based on information from the background or credit report. This notice explains the reason for the denial and provides the applicant with information about their rights. You can use a free rental application rejection letter for this purpose.
