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For many reasons, not the least of which is to reduce income loss, a landlord needs a reliable, consistent system of attracting prospective tenants, adequately screening applicants, properly selecting a qualified tenant, and retaining good tenants. For those that choose often, it may seem like a case of easier said than done. However, those who choose well reply that it may not always be easy, but it is simple. They develop a system specific to their business and follow that process each and every time a vacancy occurs. Repetition is not the key here, but rather understanding the filling vacancy process, analyzing what works and what needs to be changed, and incorporating necessary changes or additions for future vacancies.

Your system is only as good as the foundation it is built upon. That foundation is business law and landlord-tenant laws. Without a firm understanding of applicable federal, state, and local laws, you cannot properly(and legally) set your rental policies and practices. You have a responsibility to keep current with laws. Almost all aspects of rental property management are regulated by laws at some government level, some aspects at multiple levels. As new laws and more restrictions are proposed, the administrative side of landlording may become more burdensome. Knowing the laws, understanding the laws, and complying with the laws can prevent unnecessary legal problems and financial penalties. Knowing the laws can also help you defend against applicant fraud or illegal tenant activities.

As cornerstones of your system, your written documents - the lease, application form, and rent rules - should reinforce your policies and practices. These documents spell out your expectations of a tenant. The lease sets forth the contractual basis of the landlord-tenant relationship and together with the landlord-tenant laws of your state defines the duties and responsibilities of landlord and tenant. Applicants need to know what your rules are - e.g., parking or use of property amenities - in order to decide, even before submitting an application, if your property suits their needs. Landlords should also remember that they themselves as prospective landlords are being screened by prospective applicants.

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All screenings should be conducted on every applicant of legal age. While the costs of checking multiple occupants can seem burdensome, some of the expense, if allowed by state law and under certain restrictions, can be offset by charging an applicant deposit. This can work to the landlord's advantage, but conversely, requirement for excessive application fees can reduce the pool of qualified applicants. Accordingly, you may need to absorb part of the processing expense.

You will almost certainly use a tenant screening vendor to conduct your background screening reports. While public records are, well public, personally checking the various types of records thoroughly would require significant time and effort on your part, particularly if your applicant has lived in multiple locations. Entering location data into an online form provided by a screening service is certainly much easier and more cost-effective.

The ease and availability of information that can be provided by a screening service is a real benefit to busy landlords. Also, the quicker applicants are qualified per your standards, the sooner the vacancy can be filled. However, being in too much a hurry to install a tenant(without being satisfied that this is indeed the tenant you want) can end up costing you more than an empty unit.