Rental terms get thrown around fast, and a small misunderstanding can turn into a big dispute between a landlord and tenant. This screening glossary defines the words renters, landlords, and property management teams most often mix up, with extra focus on portable tenant screening reports (PTSRs), the tenant screening process, and the laws that shape them.
A reusable tenant screening report a renter can share with multiple landlords. It is usually produced by a tenant screening service and may include a credit check and a background report.
Another way to say PTSR. The point is reuse across multiple rental applications, rather than paying for a new tenant background check each time.
Tenant screening is the process a landlord or property manager uses to screen tenants before approving a lease or rental agreement. Tenant screening can include credit and background checks, income review, and rental history verification.
A plain language way to describe the steps from rental application to decision: collect information, run background screening, apply screening criteria, and document the result.
A tenant screening service is a third party that prepares screening reports for landlords or renters. Many tenant screening companies are regulated when they provide consumer reports.
A company that sells screening tools or reports. Some tenant screening companies provide a screening report that includes credit, eviction, and criminal background data.
A broad term people use for tenant screening companies, background screening vendors, or credit reporting agencies.
The output of a screening process. It may be a PDF, a portal link, or both. A screening report can be portable (renter controlled) or landlord ordered.
A downloadable version of a screening report. A copy of the report is useful for recordkeeping, but landlords and property managers often prefer a secure link so they can access the report and confirm it was not altered.
A demo report that shows what information in the report can look like. It is useful for setting expectations, but it is not a valid PTSR.
A portable report that meets the requirements under applicable screening laws and any stated criteria for acceptance (such as age, completeness, and the ability to access the report). The definition varies by state.
A landlord reviews a PTSR as part of the rental application process. Acceptance does not mean approval of a prospective tenant.
A shorthand phrase used in legislation or policy discussions about whether landlords are required to accept portable reports. The details depend on state law.
A legal conclusion may hold true in specific states, for specific properties, and only when the report satisfies specific conditions. Avoid using this phrase without citing the relevant law.
A phrase used in legislation that sets mandatory duties. In PTSR contexts, it may refer to rules that require landlords to accept reusable reports or to limit certain fees.
A policy approach where state legislation tells landlords to accept reusable tenant screening reports that meet defined standards.
State and local laws that control tenant screening practices, fees, and disclosures. Screening laws can differ widely across states such as Colorado, California, Illinois, Maryland, and Rhode Island.
The body of law that governs the landlord and tenant relationship encompasses various aspects such as lease terms, eviction rules, habitability, security deposits, and discrimination protections.
A federal law that prohibits housing discrimination based on protected characteristics, including national origin and disability.
Unlawful unequal treatment in housing decisions. In tenant screening, discrimination can show up through inconsistent screening criteria or improper use of certain records.
A broad topic that includes federal protections and state-level rules. For screening, the practical point is consistency, documentation, and lawful criteria.
A federal law that governs consumer reports used for renting decisions, including accuracy, permissible purpose, and dispute rights.
A federal agency that enforces consumer protection laws and publishes guidance on consumer reports.
A federal law that amended the Fair Credit Reporting Act and expanded certain identity theft protections.
A general term for scoring models used to summarize credit history. A credit score is often one input in screening criteria, not the whole story.
A review of a consumer credit report to understand credit history and payment patterns.
A report that summarizes credit history, accounts, and payment information.
A record of borrowing and repayment behavior.
A common way people refer to a consumer credit report.
A credit score is a numerical value that is obtained from the data of a consumer's credit history.
An organization that collects and maintains consumer credit information. TransUnion is one example.
TransUnion is a credit bureau that is often featured as a data source in various screening reports.
Money owed, often reflected in a consumer credit report.
Failure to meet a financial obligation, such as missing payments.
A legal process that may appear on a credit report.
A legal process related to property ownership that can appear on a credit report.
When someone uses another person’s information to open accounts or misrepresent identity. Identity theft can affect tenant screening and should be disputed quickly.
Rules and expectations about how a landlord, landlord or property manager, or screening company collects, stores, and shares personal information.
A general term that can include criminal background searches, eviction searches, identity verification, and other data checks.
A broader term for the process and tools used to run background checks.
A background check focused on a renter.
Information about criminal cases or convictions that may appear in a background report.
A record of criminal cases or convictions.
The portion of a screening report that covers non credit data, such as eviction records and criminal record searches.
A legal process to remove a tenant from a rental property. Screening reports may show eviction filings or judgments, depending on the data source.
A court issued decision that may appear in eviction records or other public records.
A record of past renting, often verified through previous landlords, payment records, and lease compliance.
Prior landlords or property management companies a renter lived with.
A person applying to rent a property.
Plural form, often used in screening policies.
The form a renter submits to apply for an apartment or other rental property.
The act of submitting the application and required documents.
A contract that sets the terms and conditions for renting a property.
A contract similar to a lease, often used for shorter terms.
A phrase used when discussing either contract type.
The specific rules in the lease, such as payment timing, occupancy, and maintenance responsibilities.
A general phrase for the rules in a rental agreement.
A legal term for a tenant’s right to possess and use the property under a lease.
Transferring rights or obligations under a lease to another person, if allowed by the lease terms.
A lease structure where the tenant pays certain property costs.
A type of net lease where the tenant pays property tax, insurance, and maintenance.
Property used for business purposes, often governed by different lease terms than residential renting.
The rental unit or building being rented.
A common type of rental property.
A company or person managing a rental property for an owner.
A phrase that covers both owners and the people they hire to manage screening, leases, and maintenance.
Money held to cover unpaid rent or property damage, subject to state rules.
Normal deterioration from ordinary use.
A common phrase used to separate expected wear from damage.
Damage that goes past ordinary use and may be chargeable.
Harm to the property beyond normal wear and tear.
The state of the unit at move in and move out.
A review of the condition of the property.
A tenant’s belongings, not the landlord’s real estate asset.
Coverage that may apply to the property or the tenant’s personal property.
The contract that defines what insurance covers.
Services such as water, electricity, or gas.
Money paid under the lease.
A charge related to the rental process.
The total expense of renting or operating a property.
A cost paid by a landlord, tenant, or property management team.
A government charge. In rental contexts, property tax is common.
A tax tied to property ownership.
A broad term, but in screening it often refers to fees, deposits, and rent payments.
Money earned, often used to evaluate affordability.
Work status, often verified during screening.
A screening approach that uses multiple checks and consistent screening criteria.
A screening approach that combines multiple checks.
A fuller version of screening that may include credit history, criminal record checks, eviction data, employment and income verification, and references from previous landlords.
A bundled product that combines a credit check with a background report.
Another phrase for a combined package.
Plural phrasing that usually means multiple searches or multiple data sources.
What the tenant must do under the lease, such as paying rent and avoiding property damage.
A plain language way to describe lease compliance, payment habits, and how the tenant treats the property.
Leases use this phrase to specify which costs the tenant is responsible for paying.
Tenant rents is a straightforward term that refers to the tenant's use of the property under the terms of the lease.
A casual phrase for move out.
The term "tenant vacates" is a formal way of saying "move out."
A phrase used when discussing move-out, eviction, or screening history.
The first tenant on a lease.
A phrase used when discussing assignment, subletting, or changes in occupancy.
A tenant fails to meet lease obligations, often related to payment.
A casual phrase that can refer to failing screening criteria or failing to meet lease obligations.
To remove a tenant through the legal eviction process.
A shortened phrase for tenant from a rental property.
A phrase used when discussing duties tied to the owner or the specific property.
A landlord’s goal of reducing risk through screening, clear lease terms, and consistent enforcement.
Fake or altered documents, spoofed links, or misrepresented identity or income used to pass screening. Both renters and landlords should watch for scams.
A deceptive attempt to steal money or information.
Potential legal exposure for a landlord, landlord or property manager, or screening company when laws are not followed.
Property as an asset class.
A resource with value, such as a rental property.
Money is put into an asset with the goal of returns.
Investing in real estate assets.
A metric used in real estate investing.
A tax on profits from selling an asset.
A professional who may help market or lease a property.
A business entity.
A general term for a company or institution.
The act of operating a property or business.
A product or service used in screening or management.
A written record, such as a lease, policy, or report.
A plain language explanation of a term.
Colorado has specific legislation that affects whether landlords are required to accept portable reports and how fees work when a valid PTSR is provided. For current text, use the Colorado General Assembly website.
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