“Screening tenants is probably the most important task a property owner undertakes.” The following are excerpts from the chapter on tenant screening in the Property Management Manual for Massachusetts Rental Owners, 4th edition, published by HAP, Inc.  

In general, an owner wants to find a tenant who will: 

• Pay the rent in full and on time.
• Keep the unit clean and not cause damage. 
• Not disturb the quiet enjoyment of neighbors. 
• Not engage in illegal activities. 
• Abide by the rules established for the building and other terms of the tenancy. 

Your decision about whether someone will be a good tenant should be based on real and objective criteria, and each applicant should be considered in a fair and consistent manner. 

First, establish your selection criteria. How many people do you want to allow in your unit? The State Sanitary Code will give you guidance on required square footage of living and sleeping space. 

Second, what rent will you require? This will help you determine approximately what income the family will need to earn in order to afford the rent and utilities you set. 

Third, establish any other restrictions or rules for occupancy. This should be written down and provided to each potential tenant.  

Although checking references and credit information may seem unnecessarily time-consuming, it will help you find the best possible tenant and is virtually guaranteed to save you money in the long run. A summary of the types of checking you should do follows. 

1. Can the applicant afford the rent? Determine whether there is a dependable source of income. You can verify if someone is employed where he or she claims to be. Be sure to check with the applicant’s previous landlords for a payment history. 
2. What is the applicant’s rental history? Ask previous landlords if the applicant paid the rent on time, whether there was damage beyond normal wear and tear, and whether there were disturbances or difficulties getting along with neighbors. Note that this information is subjective and therefore might be inaccurate. The best protection is to check with at least the last two owners from whom the applicant has rented. Take steps to ensure you are actually talking with a property owner. 
3. Has the applicant routinely paid his or her bills? If so, it’s a good bet the rent will also be promptly paid. You can check this with a traditional credit bureau, or you can use a specialized agency that provides tenant screening services. Be sure to obtain the applicant’s release so you can legally perform this investigation. Remember, however, they are only reporting data they have obtained from other sources, and the reliability is only as good as these sources. There are many reasons – not necessarily negative – that some people have not established a credit history. Ask these applicants to help in obtaining their history, perhaps with a utility company or an employer. 

Basic Tenant Screening Checklist 

• Contact previous landlords, not just the current one; inquire whether rent was paid promptly and what condition the unit was left in. 
• Run a credit check. 
• Drive by the tenant’s current unit to see how they care for the property. 
• Ask your tenants if they are in good standing with the utility companies. 
• Familiarize yourself with Massachusetts General Laws regarding tenancies. An excellent reference is the Property Management Manual for Massachusetts Rental Owners published by Hampden Hampshire Housing Partnership.  
• Ask tenants if they have ever had difficult relationships with their neighbors and how they handled it. 
• Prepare your lease with care. Declare how many people may reside in the unit and list prohibitions, such as smoking and pets. 
• Always walk through the unit with the tenant before move-in. Prepare a “Statement of Condition” report, which you and the tenant should sign and date. (NOTE: This statement is required by law if you collect a security deposit.) 
• Photograph or videotape the condition of the unit before move-in. 
• Give your tenants the name and phone number of someone to contact for emergency repairs. 
• Show your tenant where the fuse box and other important utility areas are located. 

Here are 18 items to help you make your to-do list.

State and federal law prohibit discrimination in the sale and rental of housing by property owners, landlords, property managers, mortgage lenders, and real estate agents. Landlords should familiarize themselves with Massachusetts fair housing law, which can be found here.