Clear screening criteria isn't about being strict—it's about being transparent. When renters know exactly what you're looking for, they can self-screen before applying. When you have a written process, you make faster, more confident decisions.
Use this template to create screening criteria you can share with every applicant and reuse for every vacancy.
Why this matters: Context helps applicants understand your other requirements. A studio apartment and a 4-bedroom house have different tenant needs.
What to include:
Property Address or Description:
Example: "2-bedroom, 1-bath apartment in downtown Austin" or just the address if you prefer
Monthly Rent:
$________
Utilities Included (if any):
☐ Water
☐ Trash
☐ Gas
☐ Electric
☐ Internet
☐ Other: _______________
Maximum Occupants:
_____ people
Note: Check your local occupancy standards—most areas allow 2 people per bedroom plus one, but rules vary
Available Date:
Why this matters: "Stable income" means different things to different people. A clear formula removes guesswork for everyone.
Income Threshold:
Total gross monthly income of all adult occupants must be at least _____ times the monthly rent.
Most landlords use 2.5x–3x. For our example: $1,800 rent × 3 = $5,400 minimum monthly income
Required minimum monthly income for this property: $________
What Counts as Income:
☐ W-2 wages
☐ Self-employment income
☐ Social Security/disability benefits
☐ Pension/retirement income
☐ Child support/alimony (if disclosed voluntarily)
☐ Other: _______________
How You'll Verify Income:
☐ Recent pay stubs (last 2–3 months)
☐ Bank statements (last 2–3 months)
☐ Tax returns (for self-employed)
☐ Employment offer letter with start date and salary
☐ Benefits statement
☐ Other: _______________
New Employment:
How do you handle applicants who just started a new job?
Example: "New jobs accepted with signed offer letter showing start date and salary"
Why this matters: Credit scores don't tell the whole story, but they're one data point. Be specific about what you're evaluating and why.
Credit Score Guidelines:
Preferred score: _____ or above
Will consider with explanation: _____ to _____
Typically decline below: _____
Most independent landlords use 650+ as preferred, 600–649 as case-by-case, below 600 as decline
Red Flags – Automatic Declines:
☐ Active eviction case
☐ Unpaid debt to previous landlords
☐ Outstanding utility bills over $_____ owed to service providers
☐ Collections from previous rental property
☐ Other: _______________
Items You'll Review Case-by-Case:
☐ Medical debt in collections
☐ Past bankruptcy (older than ___ years)
☐ Minimal credit history (thin file)
☐ Student loan debt (with strong payment history)
☐ Other: _______________
Why this matters: Past behavior is the best predictor of future behavior. Clear standards help you evaluate track record consistently.
Minimum Rental History Required:
☐ At least _____ months of positive rental history
OR
☐ Proof of homeownership
OR
☐ First-time renter with qualified co-signer
What You're Looking For:
☐ No more than _____ late rent payments in the past 12 months
☐ No lease violations without resolution
☐ No broken leases without proper notice
☐ Property left in good condition at move-out
☐ Other: _______________
How You'll Verify:
☐ Contact at least one previous landlord
☐ Verify rent amount, payment history, and length of tenancy
☐ Ask about lease violations, condition at move-out, and whether they'd rent to this person again
☐ Other: _______________
First-Time Renters:
How do you handle applicants with no rental history?
Example: "First-time renters accepted with a co-signer who meets income and credit requirements" or "First-time renters evaluated on employment history and references"
Why this matters: This is where you draw bright lines. It protects you from inconsistent decisions and helps applicants understand where they stand.
Automatic Declines:
We will automatically decline applicants with:
☐ Falsified documents or information
☐ Income below the minimum threshold
☐ Active eviction proceedings
☐ Unpaid debt to a previous landlord
☐ Criminal history involving _______________
Note: Check your state and local laws—many places restrict what you can consider
☐ Other: _______________
Gray Areas We Review Case-by-Case:
We will review the following situations individually and may request additional documentation:
☐ Past eviction more than _____ years ago with explanation
☐ Recent job change with strong work history in same field
☐ Credit score in the 600–649 range with no landlord debt
☐ Gap in rental history with valid explanation
☐ Other: _______________
Review Process for Gray Areas:
Example: "We evaluate gray area applications individually, considering the full context. We may request additional references, larger security deposit (where legally allowed), or co-signer."
Fair Housing Notice:
This screening criteria applies equally to all applicants for this property. We do not discriminate based on race, color, national origin, religion, sex, familial status, disability, or any other protected class under federal, state, or local fair housing laws.
State & Local Laws:
Screening criteria must comply with your state and local laws, which may restrict what you can consider (especially regarding criminal history, credit history, and source of income). Consult with a local attorney before finalizing your criteria.
Not Legal Advice:
This template is for educational purposes and does not constitute legal advice.
How to Use This Template
Using Rent With Clara? You can add your screening criteria directly to your listing so applicants see exactly what you're looking for before they apply. Create a free application →
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