Tenant Screening Kit

This kit provides a compliant tenant screening questionnaire, scoring rubric, and adverse action notice guidance for landlords and property managers.

Property: [[Property Address]]
Applicant: [[Applicant Full Name(s)]]
Date: [[Screening Date]]

1. Permissible Screening Criteria

Landlords may consider:

• Income and employment verification (e.g., income at least 3x rent)
• Rental history and references
• Credit history (with proper FCRA authorization)
• Criminal background (consistent with fair housing guidance)
• Eviction history

2. Prohibited Topics (Fair Housing)

Do not ask about or consider:

• Race, color, national origin
• Religion
• Sex, gender identity, sexual orientation
• Familial status (except limited senior housing)
• Disability (except reasonable accommodation requests)
• Source of income where protected by local law

3. Screening Questionnaire

1. Full legal name and any prior names: [[ ]]
2. Current and previous addresses (3 years): [[ ]]
3. Employment: current employer, position, income: [[ ]]
4. Previous landlord references and contact: [[ ]]
5. Number of occupants and relationship: [[ ]]
6. Pets: [[ ]]
7. Vehicles: [[ ]]
8. Emergency contact: [[ ]]

Applicant authorizes verification of the above information.

4. Scoring Rubric (Example)

Minimum passing score: [[Score]]

5. FCRA Adverse Action Notice

If adverse action (denial, higher deposit, etc.) is taken based on a consumer report, the applicant must receive:

1. Notice of the adverse action.
2. Name and contact of the consumer reporting agency.
3. Statement that the agency did not make the decision.
4. Notice of right to obtain a free copy of the report and dispute it.

Use the model forms provided by the CFPB.

6. Record Retention

Retain screening records for [[Years]] years or as required by law. Dispose of sensitive information securely.

7. Signatures and Authorization

Applicant authorizes screening: Signature _______________ Date ___

Landlord / Manager: Signature _______________ Date ___, -

*Sample template, not legal advice. Comply with FCRA, FHA, ECOA, and state/local fair housing and screening laws. Use consistent criteria for all applicants. Consult counsel for your jurisdiction. As of June 2026.*

8. Additional Screening Steps

1. Verify photo ID.
2. Contact previous landlords with written questions.
3. Run credit and background through FCRA-compliant provider with signed authorization.
4. Verify income with pay stubs or tax returns.
5. Document all steps and decisions in writing.

9. Sample Adverse Action Letter Language

"We regret to inform you that your application has been denied based in whole or in part on information in a consumer report obtained from [CRA Name, Address, Phone]. You have the right to obtain a free copy of the report within 60 days and to dispute its accuracy."

10. Fair Housing Safe Harbor

Apply criteria uniformly. Document business reasons for any policy (e.g., income ratio for ability to pay). Offer reasonable accommodations for disability-related requests.

11. State and Local Variations

Some jurisdictions ban or limit use of criminal history, eviction history, or credit. Check local rules before screening.

Local Rules Applicable: [[List or "None noted"]]

12. Authorization Form Language

"I authorize the landlord and its agents to obtain consumer reports, contact references, and verify the information I have provided for the purpose of evaluating my tenancy application. I understand that this may include credit, criminal, and rental history reports."

13. Record of Decision

Application Decision: [[Approved / Denied / Approved with Conditions]]
Date of Decision: [[Date]]
Reason (if adverse): [[Reason based on permissible criteria]]

Landlord Initials: ____

14. Attachments

• Applicant Authorization Form
• Sample Adverse Action Notice
• Move-in Criteria Summary (for posting or providing)

15. Final Certification

The screening was conducted in good faith and in compliance with applicable law.

16. Resources

• CFPB FCRA forms and guidance
• HUD Fair Housing guidance on criminal background screening
• State consumer protection and housing agencies

17. Acknowledgment

Applicant received copy of authorization and criteria summary.

18. Compliance Statement

All criteria applied consistently to all applicants.