6 AI Tenant Screening Examples for Property Managers

TENANT SCREENING CRITERIA — [Property Management Company] Effective Date: [Date] | Applies to all units uniformly FAIR HOUSING STATEMENT These criteria are applied equally to all applicants regardless of race, color, national origin, religion, sex, familial status, disability, or any other protected class under federal, state, and local fair housing laws. All screening decisions are based solely on the objective criteria documented below. 1. INCOME REQUIREMENT Criterion: Verifiable gross monthly income must equal or exceed 3x the monthly rent. - $1,200/mo unit: minimum income $3,600/mo ($43,200/yr) - $1,500/mo unit: minimum income $4,500/mo ($54,000/yr) - $1,800/mo unit: minimum income $5,400/mo ($64,800/yr) Accepted verification: 2 most recent pay stubs, employer verification letter, tax returns (self-employed), bank statements (3 months for non-traditional income), Section 8 voucher (counted as income per Fair Housing) NOTE: You may NOT reject based on source of income if the applicant meets the 3x threshold. 2. CREDIT HISTORY Criterion: Minimum credit score of 620. - 620+: Meets criteria - 580-619: Conditional approval with additional security deposit (one month's rent) - Below 580: Does not meet criteria Evaluate: Bankruptcies (discharged 2+ years ago = acceptable), collections (medical collections excluded per policy), rental-related debt (unpaid landlord debt is weighted more heavily) NOTE: Lack of credit history is NOT automatic disqualification. Applicants with no credit score may qualify with additional rental references or a co-signer. 3. RENTAL HISTORY Criterion: Positive rental history for the most recent 24 months. - Verified on-time rent payments (landlord reference required) - No eviction filings in the past 5 years - No lease violations resulting in non-renewal Acceptable alternatives: First-time renters may qualify with a co-signer or additional deposit. Applicants transitioning from homeownership: mortgage payment history substitutes for rental history. 4. CRIMINAL BACKGROUND Criterion: Individualized assessment as required by HUD guidance. - Conviction for violent felony within 7 years: likely denial (with individualized review) - Conviction for drug-related felony within 5 years: likely denial (with individualized review) - Arrest without conviction: NOT considered (arrests are not evidence of criminal activity) - Misdemeanor convictions: evaluated individually based on nature, severity, and recency REQUIRED: All criminal history denials must include an individualized assessment documenting the nature of the offense, time elapsed, evidence of rehabilitation, and the specific risk to the property or other tenants. NOTE: Blanket "no felons" policies violate Fair Housing guidance. 5. EMPLOYMENT VERIFICATION Criterion: Current employment or verifiable income source. - Employed: employer verification within 30 days - Self-employed: 2 years of tax returns + 3 months bank statements - Retired: Social Security statement or pension documentation - Student: co-signer required meeting income threshold APPLICATION PROCESS - Same application form for all applicants - Same criteria applied in the same order - All decisions documented in writing - Adverse action notice required for all denials (per FCRA) - Applicants may appeal within 14 days with additional documentation This document must be provided to every applicant before application submission.

APPLICATION REVIEW SUMMARY Applicant: Sarah M. Unit: 12B — 2BR/1BA — $1,450/month Application date: February 5, 2026 Review date: February 6, 2026 CRITERIA EVALUATION: 1. Income: PASS - Required: $4,350/month (3x $1,450) - Verified: $4,800/month (3.31x rent) - Source: Vanderbilt Medical Center, RN, employed 4 years - Verification: Pay stubs received (2 most recent). Employer phone verification completed Feb 6. 2. Credit: PASS - Required: 620 minimum - Score: 645 - Notes: No collections. One closed auto loan, paid in full. Two active credit cards, both current. No derogatory marks. 3. Rental History: PASS - Required: 24 months positive history - Current landlord: Confirmed 3 years tenancy, no late payments, no lease violations, would rent to again. Landlord reference completed Feb 6 via phone. - Prior rental: Not required (current tenancy exceeds 24-month threshold) 4. Criminal Background: PASS - National criminal background check: Clear - Sex offender registry: Clear - Completed via [screening service] on Feb 5. 5. Employment: PASS - Verified: Full-time RN, Vanderbilt Medical Center - Tenure: 4 years - Verified by: HR department, Feb 6 ADDITIONAL NOTES: - Pet: 1 cat. Pet deposit of $300 applies per lease terms. - Requested move-in: March 1 (unit available Feb 28) OVERALL ASSESSMENT: All criteria met. No conditional items. RECOMMENDATION: Approve application. Proceed with lease preparation. NEXT STEPS: 1. Send approval notification to applicant (within 3 business days per policy) 2. Collect security deposit ($1,450) and pet deposit ($300) 3. Schedule lease signing 4. Provide move-in checklist and key pickup instructions Reviewed by: [Property Manager Name] Date: February 6, 2026

CONDITIONAL APPLICATION RISK ASSESSMENT Applicant: James R. Unit: 8A — 1BR/1BA — $1,350/month Assessment date: February 6, 2026 CONDITIONAL ITEM 1: Credit Score (595 vs. 620 threshold) Risk level: LOW Analysis: The 595 score is 25 points below threshold. However, the only derogatory items are two medical collections totaling $800. Medical collections are increasingly excluded from credit scoring models and represent healthcare costs, not financial irresponsibility. No missed rent payments, no other collections, no bankruptcies. Mitigating factors: - Income at 3.5x rent (well above 3x minimum) - 6 years stable employment - Current landlord confirms on-time rent payments Conclusion: Credit score does not reflect rental payment risk. Medical collections are not predictive of rental default. CONDITIONAL ITEM 2: Rental History (18 months vs. 24-month threshold) Risk level: LOW Analysis: The gap in rental history is due to the previous building being sold — not a tenant-initiated departure or eviction. The applicant has maintained continuous tenancy; the 6-month gap in meeting our threshold is circumstantial. Mitigating factors: - Current landlord reference is positive (18 months, on-time, no issues) - Reason for previous tenancy ending is verifiable and non-tenant-related - No eviction filings Conclusion: Rental history gap is circumstantial and does not indicate risk. OVERALL RISK ASSESSMENT: LOW RISK RECOMMENDATION: Approve with conditions Conditions: 1. Additional security deposit of one month's rent ($1,350) — per policy for credit scores 580-619 range. Total deposit: $2,700. 2. Standard 12-month lease (no short-term option) Documented reasoning: Both conditional items have low risk indicators and strong mitigating factors. Income exceeds threshold by 17%. Employment is stable at 6 years. Current landlord reference is positive. The conditional approval with additional deposit appropriately addresses the credit score threshold while providing adequate financial protection. IMPORTANT: This same assessment framework must be applied to ALL conditional applicants regardless of protected class characteristics. Document all conditional reviews using this format. Assessed by: [Property Manager Name] Date: February 6, 2026

ADVERSE ACTION NOTICE [Property Management Company Name] [Address] [Phone] | [Email] Date: February 6, 2026 To: Michael T. [Applicant Address] Re: Application for Unit 15C, [Property Address] Dear Michael, Thank you for your interest in Unit 15C at [Property Name]. After reviewing your application against our published screening criteria, we are unable to approve your application at this time. REASONS FOR DENIAL: Your application did not meet the following criteria, which are applied uniformly to all applicants: 1. Income requirement: Our policy requires verifiable gross monthly income of at least 3 times the monthly rent ($4,500 for this unit). Your verified income was below this threshold. 2. Credit score requirement: Our policy requires a minimum credit score of 620. Your credit score was below this threshold. SCREENING INFORMATION: This decision was based in whole or in part on information obtained from: RentPrep Phone: 1-888-877-8501 Website: www.rentprep.com RentPrep did not make this decision and cannot provide the specific reasons for it. YOUR RIGHTS UNDER THE FAIR CREDIT REPORTING ACT: You have the right to: - Obtain a free copy of your consumer report from RentPrep within 60 days of this notice - Dispute the accuracy or completeness of any information in your report directly with RentPrep - Submit a statement of dispute to be included in your file You may also obtain a free copy of your credit report from www.annualcreditreport.com. APPEAL PROCESS: If you believe this decision was made in error or if you have additional documentation that may affect this decision, you may submit a written appeal within 14 days to [Property Management Company] at the address above. We encourage you to continue your housing search and wish you the best. Sincerely, [Property Manager Name] [Title] [Property Management Company]

Subject: Welcome to Unit 12B — your move-in guide Hi Sarah — Congratulations on your approved application. We're glad to have you at [Property Name]. Here's everything you need for a smooth move-in. BEFORE MARCH 1: Lease signing: We'll meet at our office on [Date] at [Time] to sign your 12-month lease (March 1, 2026 — February 28, 2027). Please bring a government-issued photo ID. Deposits due at signing: - Security deposit: $1,450 - Pet deposit: $300 - First month's rent: $1,450 - Total due: $3,200 (cashier's check or money order) Utilities to transfer by March 1: - Electric: Nashville Electric Service (615-736-6900) — transfer to your name by Feb 28 - Internet: your choice of provider - Water/sewer: included in rent - Renter's insurance: required, minimum $100K liability, proof due at lease signing MOVE-IN DAY (MARCH 1): Key pickup: Available at our office between 9am-5pm. You'll receive 2 unit keys, 1 mailbox key, and a parking decal. Move-in inspection: Before you unload, walk the unit and complete the move-in condition checklist we'll provide. Document any existing damage with photos. Return the checklist within 48 hours. This protects your security deposit at move-out. Parking: Your assigned spot is [#]. Guest parking is available in the uncovered lot. FIRST WEEK: Maintenance requests: Submit through our online portal at [URL] or call (615) XXX-XXXX during business hours (M-F 9am-5pm). We aim to respond within 24 hours for non-emergency requests. Emergency maintenance: For after-hours emergencies (water leak, no heat/AC, electrical hazard), call our emergency line: (615) XXX-XXXX. Rent payment: Due the 1st of each month. Pay online at [URL], by check mailed to [address], or via drop box at the office. Late fees apply after the 5th ($50 flat fee). Community guidelines: A copy of the community rules is included with your lease. The highlights: quiet hours 10pm-7am, no grilling on balconies, pets must be leashed in common areas. QUESTIONS? Reply to this email or call me at (615) XXX-XXXX. I'm here to help make the transition easy. Welcome home — [Property Manager Name] [Property Management Company]

TENANT SCREENING DOCUMENTATION CHECKLIST Complete for every applicant — no exceptions ☐ STEP 1: APPLICATION RECEIVED - Date/time application received: ___________ - Applicant name: ___________ - Unit applied for: ___________ - Application fee collected: ☐ Yes ☐ N/A - Written screening criteria provided to applicant: ☐ Yes - Document: Copy of completed application filed ☐ STEP 2: SCREENING INITIATED - Date screening ordered: ___________ - Screening company: ___________ - Services ordered: ☐ Credit ☐ Criminal ☐ Eviction ☐ Employment ☐ Rental history - Document: Screening authorization form signed by applicant filed ☐ STEP 3: INCOME VERIFICATION - Income verified: ☐ Yes ☐ No - Income amount: $___________ /month - Income-to-rent ratio: ___x (required: 3x) - Verification method: ☐ Pay stubs ☐ Employer letter ☐ Tax returns ☐ Bank statements - Result: ☐ PASS ☐ CONDITIONAL ☐ FAIL - Document: Copies of income verification filed ☐ STEP 4: CREDIT EVALUATION - Credit score: ___________ - Meets threshold (620+): ☐ Yes ☐ Conditional (580-619) ☐ No - Derogatory marks noted: ___________ - Result: ☐ PASS ☐ CONDITIONAL ☐ FAIL - Document: Credit report summary filed (do NOT keep full SSN on file) ☐ STEP 5: RENTAL HISTORY - Current landlord contacted: ☐ Yes | Date: ___________ - Landlord name/property: ___________ - Payment history confirmed: ☐ On-time ☐ Late payments ☐ Eviction - Lease violations: ☐ None ☐ Documented: ___________ - Would rent again: ☐ Yes ☐ No ☐ N/A - Result: ☐ PASS ☐ CONDITIONAL ☐ FAIL - Document: Landlord verification form filed ☐ STEP 6: CRIMINAL BACKGROUND - Background check completed: ☐ Yes | Date: ___________ - Results: ☐ Clear ☐ Records found - If records found: individualized assessment completed: ☐ Yes - Individualized assessment documentation filed: ☐ Yes ☐ N/A - Result: ☐ PASS ☐ CONDITIONAL ☐ FAIL - Document: Background check results filed ☐ STEP 7: DECISION - Date of decision: ___________ - Decision: ☐ APPROVED ☐ APPROVED WITH CONDITIONS ☐ DENIED - If conditional: conditions documented: ___________ - If denied: adverse action notice sent: ☐ Yes | Date: ___________ - Decision made by: ___________ (name/title) - Document: Decision memo filed with reasoning ☐ STEP 8: APPLICANT NOTIFICATION - Applicant notified: ☐ Yes | Date: ___________ | Method: ☐ Email ☐ Mail ☐ Phone - If approved: lease preparation initiated: ☐ Yes - If denied: FCRA adverse action notice sent: ☐ Yes - Document: Copy of notification filed RETENTION REQUIREMENTS: - Approved applicants: retain all documentation for duration of tenancy + 3 years - Denied applicants: retain all documentation for 4 years minimum - Storage: secure digital filing system with restricted access - Destruction: shred physical documents, permanently delete digital files after retention period AUDIT NOTE: If a Fair Housing complaint is filed, this file is your primary defense. Complete documentation showing consistent, criteria-based screening across all applicants is the strongest protection against discrimination claims.