Pre-Screening vs. Rental Applications: Differences Explained for Landlords

A comprehensive, well-structured screening strategy increases your chances of finding a reliable, responsible tenant. It roots out applicants who are a poor fit right away, lowering your risk of missed rent payments, costly evictions, and property damage.

An effective screening process consists of two stages: pre-screening and a rental application. Both are critical, but each plays a distinct role in helping you evaluate applicants. This article breaks down the differences between the two screening techniques and how to use both to find your ideal tenant.

Pre-screening: what it is and how it works

Pre-screening is an initial assessment to determine whether an applicant meets your minimum tenant requirements. It’s the first step in the formal screening process after an individual has expressed interest in renting your property.

Pre-screening enables you to filter out unqualified candidates before moving to the formal evaluation process. It typically involves asking applicants basic questions to learn if they’ll be a good fit for your lease.

But why bother with pre-screening interviews or questionnaires in the first place? Why not provide everyone with a rental application to fill out and review them all at once?

The reason is that pre-screening applicants saves a tremendous amount of time, money, and resources. It streamlines the rental application process, making it easier and faster to find a dependable and trustworthy tenant. Pre-screening applicants narrows your list of potential tenants early, allowing you to focus on those who show promise.

How pre-screening is done

During pre-screening, you gather basic information about an applicant to determine their suitability for tenancy. You can begin the process once someone responds to your rental ad and shows interest in your rental property. To collect the necessary information, contact the applicant through a rental listing platform, email, or by phone.

The key to proper pre-screening is asking the right questions. The key is to collect information that helps you quickly identify deal breakers, such as a monthly income that makes paying rent impossible. However, avoid asking for sensitive information during this stage, such as banking details or a copy of their driver’s license.

Here are some examples of questions to ask potential tenants during pre-screening:

•  Can you tell me a little about yourself?
•  When are you planning to move in?
• What is your preferred lease term?
• How many people will be living with you?
•  What is your monthly income?
• Have you given proper notice to your current landlord?

Ensure that you ask applicants if they are willing to consent to a credit and background check – this is a crucial part of the formal tenant screening process.

Download our tenant pre-screening checklist to ensure you don’t forget to ask potential tenants key questions.

Rental application: what it is and how it works

A rental application is a standardized form that potential tenants fill out during the formal screening process. It allows you to gather more in-depth information about applicants in a single document. You can then use these details to conduct a sweeping evaluation of each applicant. Ultimately, the rental application serves as the basis for your decision to accept or reject an applicant.

Creating a rental application requires careful planning and thought. One thing to keep in mind is to apply the same criteria and benchmarks to all applicants. Treat everyone equally and make your decisions free of bias.

An objective rental application doesn’t simply improve your chances of finding a quality tenant – it protects you from legal trouble. Human rights laws in Canada and the United States prohibit discrimination against job applicants based on specific characteristics. These include race, gender, religion, age, sexuality, family status, and disability. You cannot deny a lease to someone based solely on these characteristics or “protected grounds, so make sure your rental application doesn’t reference them.

What does a rental application generally consist of?

Below is some information to consider asking for in your rental application.

Personal details. Basic information about the applicant, including name, current address, and phone number. These details not only help you verify a person’s identity but also help during a legal dispute, such as an eviction.

Employment status and history. Provides you with details about their occupation (full-time, part-time, contract, etc.) and financial reliability.

Residential history. Provides insight into an applicant’s current location and how often they move.

Proof of income. Bank statements, pay stubs, and tax returns are all valid as proof of income. You can use these documents to verify whether the applicant earns what they claimed during the pre-screening interview.

References. Obtaining information from the applicant’s employer and past landlords provides you with valuable insight, both positive and negative, about how they may behave once they move into your property.

Occupant details. Ask how many other people will be living with the tenant (such as spouses, children, or friends). This information will let you determine if your rental can accommodate them. 

Applicant consent. You must obtain permission from a tenant before you can conduct a credit and background check on them.

Government-issued identification. Ask for at least one piece of identification. That way, you can verify that the applicant is who they claim to be.

Pets, vehicles, and other relevant details. Ask questions about pets, vehicles, smoking habits, eviction history, criminal records, and other topics that may impact your ability to rent out a property and accommodate a tenant.

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Tips for moving from pre-screening to rental applications

When is it time to move from the pre-screening stage to a rental application? You can invite potential tenants to fill out an application form after they have:

• Met your minimum criteria during the pre-screening interview (or questionnaire) and
• Attended a viewing of your property and expressed genuine interest in signing a lease agreement.

Here are some tips for a smooth transition between the two screening stages:

1. Use a standardized form. Apply the same criteria to all applicants. This ensures consistency and neutrality in the screening process, allowing you to judge everyone fairly and quickly.
2. Explain the next steps in the screening process. Inform the applicant of the next steps in the screening process (credit check, verification of references, etc.) and provide clear instructions. Doing so ensures they know what to expect.
3. Explain how long the formal screening process will take. Let the applicant know when they can expect a decision.
4. Reiterate the requirement of a credit and background check. Explain what a credit and background check consists of, and that the applicant must provide their consent before you can conduct one.
5. Allow the applicant to ask questions. Address any questions or concerns the applicant has up front. Doing so ensures you receive a complete rental application the first time, and fast, with no need to follow up with the applicant for missing details.
6. Retain a copy of all rental applications. Store a copy of all rental applications in a secure location and keep them for the duration of your tenancy. These documents will serve as crucial evidence if you are faced with a discrimination claim or need to evict a tenant.

Our final thoughts

Pre-screening and rental applications are valuable tools for evaluating potential tenants. The former helps you filter out applicants who fail to meet your basic requirements. The latter arms you with in-depth knowledge about their employment status, residential history, financial stability, and other essential facts. Using both will help you confidently decide if an applicant deserves the key to your rental.

Looking for a fast and easy way to complete your pre-screening? If so, sign up for a SingleKey account today to get access to our custom pre-screening template. You can choose what information applicants must provide and invite them to complete the form by email or a shared link. Or, if you’re ready to collect rental applications, order SingleKey’s Tenant Report to receive all the details you need to screen potential tenants.