Getting the Right Tenant: A quick guide to Tenant Screening and Selection process

John Stuart Mill famously once said “Landlords grow rich in their sleep,” which implies the accumulation of rental income with minimal effort. However, it is also equally true that being a landlord can at times ‘rob away your sleep.’ Non rent payments, late payments, tenant disputes and property damages are some of the common stressful nightmares any landlord would want to avoid.

Getting it Right from the Onset

As a property owner, or managing agent, a proactive approach is the most reliable safeguard against avoidable tenant related problems. Getting it right from the outset — through due diligence in the screening and selection process, helps to avoid forced future evictions, along with the associated legal costs, delays, potential loss of income, and even emotional turmoil or drudgery

As the saying goes, “Hindsight explains the injury that foresight would have prevented.” The ability to anticipate potential problems and implement protective measures beforehand is what enables landlords to select the right tenants for their properties.  

You are better-off with a vacant property, than a troublesome tenant

Some properties are naturally "hard-to-rent”, and it is often the case that after a prolonged vacancy, the desperation to secure a tenant creeps in. In such moments, to secure the rental proceeds and stop further income losses, the temptation to compromise and hurry the tenant screening process heightens.  While the temptation is understandable, relaxing your screening criteria and standards is risky and can be costly in the long run. Ultimately, ‘you are better off with a vacant property than with a troublesome tenant.’

Key Factors to Consider When Selecting a Tenant

First things first, establish a clear preselection criterion and document your requirements in a “Rental or Tenant Application form.” This form will guide your assessments, referrals and background checks. In your evaluation, objectively consider the following:

1. Income

In their landlord's legal guide, Ann O' Connell and Janet Portman recommend the landlord to think twice before renting out to applicants whose rent will take more than one third of their gross income. The Landlord Association of South Africa (LASA), similarly advises “the tenant’s monthly income to be at least three times the rent.”

Verifying income is essential to determine the applicant’s ‘financial ability’ to meet monthly rental obligations, consistently. Check at least three months of payslips, bank statements, and employment confirmation letters.

2. Rental History

“Past landlord has no motive to give a falsely glowing report on a troublemaker” (Stewart, Portman & O’Connell, 2024, p 18). Enquire from previous landlords and weigh every behavioural sentiment to assess potential risks associated with the prospective tenant.

Maminingo (2024), encapsulate at least 4 questions to ask the previous landlord:

• Did the tenant pay rent on time?
• Was the property well-maintained?
• Were there any disputes or damages?
• Would you rent to this tenant again?

An applicant’s unwillingness to provide previous landlord references is a significant red flag

3. Background Check

Past evictions are concerning, and a criminal record is a potentially huge risk. The applicant’s past behaviour helps to gauge “future reliability.” As such, previous residence and the reason for moving matters, probe into it – it can be a reliable source of eviction records, besides public records. The latter is also helpful when verifying criminal record.

4. Identity Verification

Often overlooked but essential, identity verification guards against rental scams, and fraud. Verify passports, national IDs, driver’s license or visas. Cross-check these documents with payslips, bank statements, and proof of income to ensure authenticity and confirm the applicant’s identity

5. Credit History

Assessing credit history helps determine the applicant’s financial responsibility. Reports from credit bureaus reveal outstanding debts, missed payments, and overall financial health. Significant debt or repeated missed payments may indicate future risk, especially from a “going concern” viewpoint.

6. Reference check

Personal references provide insight into the applicant’s character and serve as useful “point of contact” should issues arise in the future—for example, if the tenant becomes unreachable. Employment references also confirm stability.

Conclusion

To sum up, a well-executed tenant screening guarantees a hassle-free experience for both the landlord and the applicant.

For the landlord, it ensures:

• dispute-free tenancy
• consistent and timeous rental payments
• good property care (responsible tenancy)
• responsive tenancy

 For the Tenant:

It protects the prospective tenant from entering into agreements that are beyond what they can afford or sustain. It positions tenants to enjoy a stable and positive rental experience.

References

Maminingo, T. (2024) How to Legally Verify a Tenant's Income and Employment in South Africa. Landlord Association of South Africa. Available at: https://share.google/E4Qt6tkyxtbRAhU24 (Accessed: 27 November 2025).

Stewart, M., Portman, J. & O’Connell, A. (2024) Every Landlord’s Legal Guide. 17th edn. NOLO. ISBN: 9781413331905.

Ondik, C. (2024) ‘Eviction Check: The Landlord’s Guide to Tenant Eviction Reports.’ Azibo. Available at: https://share.google/C1yXP7qGm2SonnmhH (Accessed: 27 November 2025).

Mill, J.S. (1909) Principles of Political Economy with Some of Their Applications to Social Philosophy. 7th edn. London: Longmans, Green and Co. Book V, Chapter II, Section 5.

MySmartMove (no date) How to Verify a Tenant’s Identity. Available at: https://www.mysmartmove.com/blog/how-to-verify-a-tenants-identity (Accessed: 3 December 2025).