Essential vetting tips for rental property practitioners

Placing the wrong tenant can cost far more than a vacant property. Late payments, defaults, and drawn-out eviction processes drain both time and reputation — two things no rental property practitioner can afford to lose. That’s why a strong tenant screening process is one of the most valuable skills for any professional managing rentals today.

By using the right property management software and following a structured tenant vetting checklist, you can make better, faster decisions that protect both your clients and your business.

Why thorough tenant vetting matters

According to PayProp’s State of the Rental Industry survey, finding quality tenants was the biggest challenge voiced by respondents. And they have good reason to be alarmed. Rental applicants spend an average of 52.1% of their income on debt repayments, up from 46.7% in Q2 2024. With so many red flags in the mix, vetting renters thoroughly is essential risk management.

A good vetting process gives landlords confidence and allows property practitioners to uphold their professional integrity. It also protects tenants by ensuring fair and transparent assessments. 

Build a watertight tenant vetting checklist

Whether you manage one property or a large portfolio, consistency is key. Follow a comprehensive tenant vetting checklist to make sure no critical detail slips through the cracks:

• Credit check services: Run a full report through a reputable bureau. Pay close attention to defaults, late payments, and the balance between good debt (like vehicle finance or insurance) and bad debt (such as short-term microloans)
• Employment verification: Always confirm that the applicant’s income matches their payslips. A quick call to their employer can validate job security and salary details
• Bank statements: Review at least three months of verified statements to assess spending patterns and cash flow
• References: Contact previous landlords for insights into payment reliability, property care, and communication habits
• Address and contact stability: Frequent address changes or multiple phone numbers may indicate financial instability or an attempt to avoid debt collectors
• Affordability ratio: Compare income to rental cost. Ideally, monthly rent should not exceed 30–35% of gross income

Every check contributes to a holistic picture of the tenant’s reliability. Remember — a high credit score alone doesn’t tell the full story.

Use property management technology

Modern property practitioners are no longer limited to manual vetting methods. A property management solution like reOS streamlines your workflow, from digital applications and document collection to automated credit check services and secure data storage.

This not only saves time but also reduces human error and keeps your operation compliant with POPIA. With everything stored digitally, practitioners can access tenant information, communication records, and payment data in one central platform — improving both efficiency and professionalism.

Common red flags to watch for

Even with the best systems in place, human judgment remains key. Look out for these warning signs during the tenant screening process:

• Repeated credit applications in a short period
• Large outstanding debts or missed payments
• Inconsistent employment history
• Refusal to provide documentation or landlord references
• Inflated income claims or unverifiable payslips

If multiple red flags appear, it’s safer to walk away than risk months of unpaid rent and legal complications.

Stay compliant and objective

While thorough vetting is critical, it’s equally important to stay compliant with fair housing and anti-discrimination laws. Never base a decision on factors such as race, religion, family status, or nationality. Instead, focus on verified data — income, affordability, and creditworthiness.

Transparency also builds trust. Explain your vetting process clearly to both landlords and tenants. Providing structure and fairness reassures landlords that their investment is protected and helps tenants understand what’s expected of them.

Smarter vetting for better rentals

In the end, successful tenant placement is about combining diligence with digital innovation. By following a solid tenant vetting checklist, performing rigorous employment verification, and using a modern property management solution, you minimise risk while maximising trust.

You can also trust in digital tools like Prop Data’s Digital Lease Application and Vetting Module, powered by reOS. It simplifies the rental process by offering credit checks in one place and storing applications securely. It also cuts back on admin by converting applications directly into leads within your customer relationship management system (CRM).