A landlord verification form (or a rental verification form) confirms a tenant’s identity and rental history. It’s a crucial part of the tenant screening process, as it ensures tenant-provided information is accurate.
A tenant’s previous or current landlord fills it out to verify details like the rent they paid, their lease status, and their timeliness. The details supplied help landlords assess a tenant’s suitability and financial responsibility.
Additional Documents for the Tenant Screening Process
- Rental Application Form: Evaluates prospective tenants and determines their suitability as renters for the property.
- Affidavit of Residence: Used to validate an applicant’s address and residency status.
- Background Check Authorization Form: Lets the landlord obtain a tenant’s permission to perform a background and credit check.
- Recommendation from Previous Landlord: Particularly important when a prospective tenant has a low credit score or high competition for the rental.
How to Verify a Tenant’s Rental History
Step 1 – Issue a Rental Application
Before sending a landlord verification form to a current or previous landlord, you must first qualify the applying tenant.
Have them complete a rental application form to collect initial information about them as a tenant. Review these details to determine if the applicant meets your criteria. If they do, proceed to the next steps. Otherwise, you may choose to reject them at this stage.
Step 2 – Request the Applicant’s Consent
Obtain the applicant’s consent before contacting their previous or current landlords. This consent is often present in the rental application. If not, request authorized consent separately.
Applying tenants may hesitate to provide consent. As a landlord, it’s important to clarify the importance of verification in the property’s standard procedures and reassure the applicant about the privacy of their information.
Privacy
Refrain from soliciting information beyond what the applicant has consented to, particularly sensitive details like credit scores or medical conditions, without full and informed consent from the applicant.
Step 3 – Contact Previous Landlords
To verify the tenant’s rental history, contact their former or current landlords using the details in the rental application.
- Manual Verification: Reach out to landlords directly and cross-reference the information provided by the tenant with the details from the landlord. This process helps ensure an accurate depiction of the tenant’s rental history.
- Automated Verification: If available, supplement manual checks with automated background checks. These checks may include criminal record searches, social security validations, and debt inquiries, giving a more comprehensive view of the applicant’s background.
Step 4 – Keep Verification in Writing
While verbal verification is possible, landlords typically opt for written verification for accuracy and easier record-keeping. This written record is crucial in case the applicant disputes the outcome or claims discrimination.
Step 5 – Send with Return Postage
Encourage a prompt and accurate response by including a prepaid return envelope with your verification request. This way, the landlord won’t be dissuaded by a lack of a return method.
Why Is Rent History Verification Important?
Verifying a tenant’s rental history is crucial for several reasons:
- Risk Mitigation: Helps landlords identify potential red flags, such as late payments or lease violations, minimizing the risk of renting to unreliable tenants.
- Informed Decision Making: Enables landlords to make informed decisions based on verified rental history, ensuring the selection of responsible and trustworthy tenants.
- Legal Compliance: Demonstrates due diligence in tenant screening, reducing the likelihood of legal disputes or eviction issues down the line.
- Property Protection: Ensures landlords entrust their properties to tenants who will maintain them well and comply with lease agreements, preserving the property’s value and integrity.
Risks of Not Verifying Renters
Failing to verify rental history poses several risks:
- Poor Tenant Selection: Increases the likelihood of selecting tenants unsuitable for the property or with a history of problematic behavior.
- Financial Losses: Landlords risk facing losses stemming from unpaid rent or property damage caused by tenants.
- Reputation Damage: The presence of unqualified tenants can lead to negative online reviews, tarnishing the landlord’s reputation and complicating efforts to attract responsible tenants in the future.
How to Create a Landlord Verification Form
Here’s how to create a landlord verification form:
- Address the landlord. Address the landlord, who will confirm the tenant’s details. Leave space for the landlord to include their address and indicate whether they’re the tenant’s current or former landlord.
- Include the tenant’s details. State the name of the tenant for whom you’re requesting information.
- State the tenant’s consent. Clarify that you have the tenant’s consent to verify tenancy-related details.
- Inquire about rental history. Ask relevant questions regarding the tenant’s rental history. Allow the landlord to expand on issues with rental payments, late payments, compliance issues, or other pertinent violations.
- Certify Answers: Include a statement at the bottom for the landlord to sign, certifying the accuracy of their responses to each question.
Questions to Ask Prior Landlords
Here are some questions to ask the tenant’s previous landlord:
- Where is the current or former residence located?
- Can you provide a property description?
- How much did the tenant pay in rent?
- How much was the security deposit?
- What were the lease start and end dates?
- Did the tenant ever pay rent late? If so, how often were their payments late?
- Has a tenant ever submitted an insufficient payment (a bounced check, etc.)?
- Did you ever have to issue a lease violation notice (for behavioral or compliance issues)?
- Did the tenant communicate well with you?
- How well did the tenant maintain their unit when renting from you?
Landlord Verification Sample
Frequently Asked Questions
What should I do if the prospective tenant has no rental history?
It’s not uncommon for some potential tenants, particularly recent college graduates, to have no prior rental experience. In such cases, you can use other methods besides landlord verification forms to gain insight into their personal and financial backgrounds.
For example, you can request a recommendation letter attesting to their character. Additionally, it’s advisable to review their employment status and pay stubs to assess their financial capability to meet rental obligations.
How long does the rent verification process usually take?
Typically, it takes around 48 to 72 hours for a rental property to complete the verification process. However, this timeline may vary, depending on the responsiveness of previous landlords or property management agencies contacted for verification.
If a landlord receives multiple applications for the same property, the verification process may take longer as landlords must thoroughly evaluate and compare the applicants. Additionally, if there are any discrepancies or additional details required during the verification process, it can prolong the timeline.
What happens if a tenant provides false information during rent verification?
If a tenant provides false information during rent verification, the misinformation may cause the landlord to make decisions based on incorrect data, potentially resulting in renting to an unsuitable tenant.
Additionally, false information about financial details, such as income or rental history, can cause rental payment issues and lead to eviction proceedings in the future.