Screen Tenants Fairly and Consistently with RentSpree

Building Consistency into Every Rental Application

One of the most important responsibilities REALTORS® have during the leasing process is helping ensure that applicants are evaluated fairly and consistently. Through NTREIS, MetroTex MLS subscribers can access RentSpree’s standardized rental applications and tenant screening reports to help support that process.

New to the platform? Explore how RentSpree can simplify your rental process, then use these best practices to build a more consistent screening routine.

Set Expectations Before the Application Starts

Before sending a screening request, agents should explain:

• What information applicants must provide
• Any application or screening fees
• Expected processing timelines
• The landlord’s qualification criteria

Clear communication helps reduce confusion and keeps the application process moving.

Use Consistent Screening Criteria

Consistent, lawful evaluation standards are an important part of fair housing compliance.

REALTORS® should encourage landlords to review relevant applicant information, such as:

• Credit reports
• Background checks
• Eviction histories
• Income documentation
• Rental application information

Applying criteria consistently helps promote fair decision-making. Landlords must also provide reasonable accommodations for applicants with disabilities when required, which may involve an exception or adjustment to a policy.

When a landlord denies an application or imposes less favorable terms based partly or entirely on a consumer report, an adverse action notice is required. The FTC’s guidance for landlords explains these responsibilities.

Use Income Verification Thoughtfully

RentSpree’s income verification tools provide access to bank-verified financial information, helping agents and landlords review reported income and deposit history.

Best practices include:

• Explaining the verification process before requesting it
• Reviewing information alongside applicant-provided income documents
• Following up on discrepancies or missing information
• Following RentSpree’s guidance on permitted uses of the report

RentSpree’s current guidance states that adverse action based on its income estimate is not permitted. Review its income verification guidance before using the feature.

Protect Sensitive Information

Security and privacy are critical when handling applicant data.

RentSpree’s built-in sharing tools allow agents to share application packages with landlords and other authorized reviewers. Recipients sign in to their own RentSpree accounts to view the shared information.

Using these tools can help:

• Reduce unnecessary copies of sensitive documents
• Keep report sharing organized
• Simplify communication
• Support consistent recordkeeping

Build a More Consistent Screening Process

By combining standardized applications, lawful screening criteria, careful income verification, and secure data handling, REALTORS® can support a fairer, more consistent, and more professional tenant screening process.

Ready to put these practices to work? Activate your RentSpree account to get started.