How Do Property Managers Find and Screen Tenants?

Introduction

Finding the right tenant isn’t just about filling a vacancy—it’s about protecting your investment. A reliable, long-term tenant can mean steady cash flow and fewer headaches, while a poor fit can lead to late payments, property damage, and costly evictions.

That’s why successful property managers follow a proven process to find and screen tenants—ensuring they place qualified renters who will pay on time, respect the lease, and treat the property with care.

In this guide, we’ll walk you through the step-by-step process property managers use to:

• Advertise rental listings
• Attract the right applicants
• Perform thorough background checks
• Make informed leasing decisions
  Let’s dive in.

1. How Property Managers Find Tenants

A. Listing the Property Online

The first step in attracting tenants is effective marketing. Property managers list vacancies on top rental websites like:

• Zillow Rental Manager
• Apartments.com
• Rent.com
• Craigslist
• Facebook Marketplace
• HotPads

Many also syndicate listings through property management software like Buildium, AppFolio, or Avail.

Best Practices for Listings:

• Use high-quality photos and video walkthroughs
• Write a clear, compelling description
• Highlight key amenities (pet-friendly, in-unit laundry, parking)
• Include rental price, deposit, lease term, and move-in date

B. Utilizing Social Media and Local Networks

Beyond listing sites, property managers often promote rentals through:

• Instagram or Facebook pages
• Local real estate or housing groups
• Referral programs with current tenants or realtors

This boosts visibility and can attract applicants who are already connected to the community.

C. Hosting Open Houses or Showings

Some property managers:

• Offer scheduled tours
• Use self-guided tour systems (via smart locks or codes)
• Host virtual tours via video calls

This pre-qualifies prospects and ensures only genuinely interested renters apply.

2. How Property Managers Screen Tenants

After attracting applicants, the screening process begins. This is where property managers separate good tenants from risky ones—legally and fairly.

A. Rental Application

The tenant completes a rental application providing:

• Full name, contact info
• Employment and income details
• Rental history
• References
• Social Security Number (for background/credit check)

Many use digital platforms (like RentPrep, TurboTenant, or MyRental) to streamline this step.

B. Credit Check

Credit reports help gauge financial responsibility. Property managers look for:

• Credit score (often 620+ minimum)
• On-time payment history
• Debt load (especially related to rent or utilities)
• Collections or judgments

🔍 Note: A low credit score doesn’t always disqualify an applicant, but it may require a co-signer or larger deposit.

C. Background Check

This includes:

• Criminal history: Focus on recent, serious offenses (property managers must follow Fair Housing laws and local regulations)
• Eviction history: Past evictions can be a red flag
• Public records: Bankruptcy filings, liens, judgments

Many services combine background and credit checks into a single report.

D. Income and Employment Verification

Managers usually require income of 3x the monthly rent and verify via:

• Pay stubs
• W-2s or tax returns
• Employment letters
• Bank statements (especially for self-employed applicants)

Some call employers to confirm job status and salary.

E. Rental History and References

Managers contact previous landlords to ask:

• Did the tenant pay rent on time?
• Were there any lease violations?
• Was the property well maintained?
• Would you rent to them again?

This helps validate the applicant’s behavior beyond what credit scores can reveal.

F. Pet Screening (If Applicable)

If the unit allows pets, a separate pet application may be required, detailing:

• Pet type, breed, weight
• Vaccination records
• Behavior history (e.g., previous damage, aggression)

Some use third-party services like PetScreening.com to standardize this process.

G. Compliance With Fair Housing Laws

Property managers must:

• Screen consistently across all applicants
• Avoid discrimination based on race, color, religion, national origin, sex, familial status, or disability

States may have additional protections (e.g., source of income, gender identity).

3. Making the Final Decision

Once all screening is complete, property managers:

• Review all reports and references
• Compare against written criteria (e.g., minimum income or score)
• Choose the applicant who best meets the criteria
• Notify approved and denied applicants (often in writing)

They then prepare the lease agreement, collect deposits, and schedule the move-in.

4. Tools Property Managers Use

Conclusion

Finding and screening the right tenants isn’t luck—it’s a strategic process backed by tools, experience, and legal know-how. Property managers combine smart marketing with thorough screening to minimize risk, reduce vacancy time, and ensure reliable rental income.

By understanding this process, landlords can confidently delegate tenant placement—or even follow the same best practices themselves.