Tenant screening is one of the most important steps in protecting your rental property and maintaining a steady cash flow. A thorough and consistent screening process helps landlords avoid late payments, lease violations, property damage, and legal disputes. But even experienced landlords can make mistakes that allow red flags to slip through the cracks. These errors often lead to problem tenants who cost more in time, money, and stress than they’re worth. Knowing what screening missteps to avoid can save you from the hassle of difficult tenancies and help you find reliable, long-term renters.
Mistake 1: Failing to Verify Income and Employment
One of the most common screening shortcuts landlords take is accepting an applicant’s stated income without proper verification. Just because an applicant claims to earn a certain amount does not mean they have the financial stability to pay rent consistently.
Why it’s a problem:
Tenants who don’t actually meet your income requirements may struggle to make monthly payments, resulting in late rent, bounced checks, or eventual eviction. Without proper income verification, you’re making a decision based on trust instead of facts.
How to avoid it:
- Require recent pay stubs or tax returns
- Request employer contact information and call to verify employment
- Use income-to-rent ratio guidelines (typically 2.5x to 3x the monthly rent)
- Ask for bank statements for self-employed applicants
Reliable tenants should be willing and able to provide proof of stable income. If they hesitate or submit suspicious documents, consider it a red flag.
Mistake 2: Not Running a Credit Check
Skipping the credit check to speed up the process or reduce screening costs is a risky move. A credit report provides valuable insight into how an applicant handles financial obligations, including patterns of late payments, collections, and outstanding debts.
Why it’s a problem:
An applicant with poor credit may have a history of financial irresponsibility, making them more likely to pay rent late, skip payments altogether, or ignore other lease obligations.
How to avoid it:
- Use a reputable tenant screening service to pull a full credit report
- Set minimum credit score standards based on your risk tolerance
- Look for red flags like collections, charge-offs, or high debt-to-income ratios
- Consider the full picture—some applicants may have low scores due to medical bills but still be responsible renters
A credit check should never be the only factor, but it’s an essential piece of the screening puzzle that helps you make informed decisions.
Mistake 3: Skipping Reference Checks
Another frequent mistake is not contacting past landlords or personal references. Tenants with a pattern of lease violations or payment issues may look great on paper but can only be fully assessed through reference feedback.
Why it’s a problem:
Problem tenants may provide false information on their application or skip details that paint them in a bad light. Without calling previous landlords, you miss the opportunity to confirm their rental history.
How to avoid it:
- Call at least one or two previous landlords, not just the current one
- Ask specific questions:
- Did they pay rent on time?
- Did they follow the lease terms?
- Would you rent to them again?
- Cross-check the reference contact information to ensure it’s legitimate
If the applicant provides vague or unverifiable references, consider requiring a co-signer or moving on to the next applicant.
Mistake 4: Inconsistent Screening Criteria
Not having a written screening policy—or applying your criteria inconsistently—is a recipe for both bad tenants and potential fair housing violations. When decisions are made subjectively, it’s easier for bias or poor judgment to creep in.
Why it’s a problem:
Inconsistent screening can lead to legal problems, including discrimination claims, and increases the chance of approving risky tenants who don’t meet your standards.
How to avoid it:
- Create a documented rental criteria checklist
- Apply the same criteria to every applicant without exception
- Clearly outline income requirements, credit standards, rental history expectations, and criminal background limits
- Make all decisions based on documented policies, not gut feelings
Consistency not only protects you legally—it also helps you make smarter, more objective decisions that lead to better tenant relationships.
Mistake 5: Ignoring Criminal Background Checks
While landlords must be careful not to discriminate unlawfully, especially under fair housing guidelines, failing to screen for serious criminal activity can create safety and liability concerns. California allows landlords to consider certain criminal convictions when making rental decisions, with some restrictions.
Why it’s a problem:
Tenants with a history of violent crimes, property damage, or drug offenses may pose a threat to other residents, neighbors, or your property. Not checking criminal history can expose you to lawsuits or damage your reputation if an incident occurs.
How to avoid it:
- Use screening services that comply with California law and only report legally allowable convictions
- Evaluate criminal history on a case-by-case basis
- Focus on relevant factors, such as the nature and date of the offense
- Avoid blanket bans and ensure decisions are tied to legitimate business interests (e.g., safety of residents)
Always stay informed about local and state laws that govern how and when you can consider criminal records.
Create a Screening System That Works
A strong tenant screening process is your first line of defense against problem tenants. Avoiding these five common mistakes—failing to verify income, skipping credit checks, ignoring references, using inconsistent criteria, and overlooking criminal backgrounds—can dramatically reduce your risk. It’s worth taking the extra time to ensure each applicant meets your standards and is a good fit for your property.