In this article:

• Why is tenant screening important?
• What do you need to run a background check on tenants?
• How do you request a criminal background check for tenants?
• How long does a tenant background check take?
• How much does a tenant background check cost?
• What shows up on a rental background check?
• How do you analyze the results of a tenant background check?
• What are additional ways to check a tenants background?
• What comes after a tenant background check?

Tenant background checks are a way for landlords to screen prospective tenants, identify any potential red flags and help them choose the best renter for their rental property. Background checks can take place after a prospective tenant submits a rental application and are typically done along with a credit report. Typically, a background check on a prospective tenant will:

• Verify the prospective tenant’s identity. 
• Check criminal history at county, state and federal levels. 
• Search the sex offender registry. 
• Check for any prior evictions. 
• Check global terrorist watchlists. 

Zillow Rental Manager allows landlords to easily and securely send a rental application to interested renters, as well as run a credit report and background check. Zillow’s background checks are performed by Checkr, a secure online service that typically delivers results within minutes.

Note: This guide is for informational purposes only. Zillow, Inc. does not make any guarantees about the sufficiency of the information in or linked to from this guide, or that it’s compliant with current, applicable or local laws. Landlord-tenant laws change rapidly and may be regulated at the federal, state and local levels. This resource is not a substitute for the advice or service of an attorney; you should not rely on this resource for any purpose without consulting with a licensed attorney in your jurisdiction.

Why is tenant screening important?

Screening tenants is the best way to ensure that you're finding a great tenant for your rental. By running a background check on every applicant, you’re:

Keeping yourself informed. A landlord constantly deals with their tenant — in everyday situations and sometimes in difficult ones. Performing a rental background check gives a landlord some peace of mind when interacting with a tenant.

Finding genuine applicants. Since a fee is typically required to run a background check, it’s an easy way to determine whether someone is serious about renting your property. A thorough screening process also indicates to the applicant that you value finding good, qualified tenants for your property. .

Increasing the chance of finding your best tenant. The procedure of a background check incentivizes prospective tenants to be transparent and honest from the beginning.

What do you need to run a background check on tenants?

It’s important to use an approved consumer reporting agency to run a background check on your applicants — and be sure to comply with Fair Credit Reporting Act guidelines. Before you perform a tenant background search, you will need:

• The applicant's written consent to run a criminal background check
• The applicant's name, date of birth, address and social security number

How do you request a criminal background check for tenants?

As a landlord, it’s your right to request a criminal background check from any prospective tenant. However, you cannot be selective in which applicants’ criminal histories you check.

Before running a criminal background check, you should have the applicant sign a form — separate from their rental applications — that clearly gives you permission to run the criminal background check. When you prepare a consent form for the applicant, be clear about whether you are making both state and federal inquiries. Be sure to let them know of any costs associated with the process.

What if an applicant needs to request a background check in person?

Depending on your state’s applicable law, applicants may need to appear in person to request a background check, which they will then forward to you once it's complete. For a federal background check, known as an FBI identity history summary check, an applicant can either submit the request directly to the FBI or through an FBI-approved channeler. When filling out the paperwork, they must request that the results are sent directly to you, the landlord, for review.

How long does a tenant background check take?

Typically, rental background and credit checks are returned within minutes. In some cases, a manual review is needed — which may take 24 hours or longer to complete. More than 99.5% of the time, you'll have results just a few minutes after you submit the tenant criminal background check form.

How much does a tenant background check cost?

Application and screening fees are typically around $25 to $75 per applicant, and generally include the cost of a tenant background check and credit report, but the costs will vary depending on your jurisdiction and the service you choose. In some states, you can request that tenants pay the application fee to cover the cost of the background and credit checks — however, you should check what your local laws require. 

Zillow offers an easy online application and screening tool that’s free for landlords and only $35 for the applicant. Plus, the applicant can reuse their background and credit checks for other Zillow applications they make within a 30-day period.

What shows up on a rental background check?

Depending on the service you use to perform a rental background check on an applicant, you’ll get a report on an applicant’s criminal background, a notification if they're on any government watchlists, verification of their identity and visibility into any prior evictions.

Zillow uses Checkr to run background checks. Those reports include:

Report summary

The summary is an overview of what checks were performed, such as an SSN trace, an eviction search, a sex offender search and more.

Report information

This section verifies the applicant's identity and contact information. It also includes the date and time the check was performed.

SSN trace

An SSN trace may show names associated with the given social security number, as well as when and where the SSN was issued. If the tenant provided an invalid SSN, that information will show up here.

Eviction search

If the applicant has any prior evictions, they will be displayed in this section. You'll be able to see when and where the eviction was filed and executed, as well as the case number.

Sex offender search

Here you’ll see search results from the sex offender registries of every state. It will show the date of registration and current status, if applicable.

Global watchlist search

This section will show any U.S. and foreign sanctions and watchlists, including those for terrorism, narcotics trafficking and more.

National criminal search

This section will provide you with summary case information that you can use to search at the county level for more detailed information. Many county clerk’s offices have an online record search function.

How do you analyze the results of a tenant background check?

The Fair Housing Act and guidance from the HUD require that you are consistent when screening and choosing your next tenant. If you run landlord background checks and screens for one applicant, you should do the same for every applicant. It's a good idea to standardize your interactions with prospective tenants and use scripts when engaging with them and any of their references.

If your applicant has no criminal history

Even if the rental background check returns a clean criminal background, it doesn't necessarily mean that an applicant is a good fit for your rental. Consider running a credit report for the applicant as well to see if they meet any of your financial requirements.

If your applicant has a criminal history

Just because a prospective tenant has a criminal record does not mean they’ll be a problematic tenant. Taking action based on the results of a background check — particularly a criminal background check for tenants — needs to be carefully considered against fair housing guidelines. Many formerly incarcerated people have significant difficulty finding a place to live, even though safe, affordable housing is critical to their success once they are released. If your tenant screening background check comes back with criminal convictions, consider:

How long ago the crime occurred. Something that happened decades ago might not mean that the applicant isn’t the best tenant for you.

The severity of the crime. Did they commit a misdemeanor when they were younger, or was it a more serious offense?

The frequency of the crime. Are there multiple arrests? Have they committed the same offense more than once?

Legal restrictions on the individual. Some sex offenders must stay a certain distance away from places like schools and parks. Be sure to consider if an applicant is under any restrictions that may prevent them from living in your rental property. If you are unsure about the results of any criminal background check, you should consult a local lawyer. 

Denying an applicant based on their background check

While landlords in most states don't need to give a reason for denying an application, it is unlawful to discriminate against an applicant based on the following: 

• Race, color or national origin 
• Prior history of drug or alcohol abuse 

You should know that the results of a tenant criminal background check are confidential, and you can only share them with the people listed on the original criminal background check application.

What are additional ways to check a tenant's background?

Credit and criminal background checks are a big help in making sure prospective tenants meet your standards. Ensure you have the best fit for your property — and adhere to fair housing guidance — by running these checks on every applicant. In addition to criminal and financial checks, you can:

• Ask applicants to provide references from previous landlords, who can vouch for their timeliness and cleanliness.
• Ask for information directly from the applicant.

What comes after a tenant background check?

Once you've reviewed the background and credit checks for tenants, these are the next steps:

1. Notify the prospective renter that their application was approved. You can send the lease agreement to them along with the acceptance letter and a request for a security deposit.
2. Create a rental lease agreement. Have a legal professional review your lease agreement to ensure it complies with federal and local laws. It should also outline the rights and responsibilities of the tenant and the landlord.
3. Review, sign and date the lease agreement. Once the landlord and tenant have signed and dated the lease agreement, it becomes legally binding.

For more articles, tips and trends on property management and being a landlord, visit our Rentals Resource Center.