When applying for a new apartment, applicants often wonder why their prospective landlord contacts previous property managers. This practice is a standard procedure in the tenant screening process, serving primarily as a tool for risk mitigation. Landlords use this direct communication to verify the information submitted on an application and to gain an independent view of the applicant’s tenancy history. This step ensures the data provided is accurate and offers a preview of how the applicant might behave in the future rental property.
The Purpose of Landlord Reference Checks
The primary goal of contacting a prior landlord is to establish a clear pattern of tenancy behavior. A new property owner needs to predict two main outcomes: whether the applicant will pay the rent on time and whether they will properly maintain the physical condition of the unit. This process moves beyond merely confirming the dates of occupancy listed on a rental application. The reference check provides qualitative insight into the applicant’s reliability and adherence to lease terms over a sustained period.
Key Areas of Inquiry During the Reference Call
Verification of Tenancy Details
The initial questions serve as a foundational check to confirm the factual data provided in the application materials. Property managers will ask for the exact start and end dates of the lease to verify the duration of the applicant’s stay. They also confirm the precise monthly rent amount the tenant was paying. A further step is confirming the names of all occupants listed on the original lease agreement.
Financial Responsibility
A high-priority area involves the applicant’s financial reliability and payment habits during the previous tenancy. Landlords inquire specifically about the frequency of late rent payments and the total number of times rent was submitted past the due date. The conversation will cover whether the tenant ever submitted a non-sufficient funds (NSF) check or if any rent payments were sent to collections. They also ask if the tenant moved out with any outstanding balances or fees. A further question is whether the applicant ever attempted to break the lease agreement early.
Property Maintenance and Behavior
Questions focused on the physical property address the applicant’s care and maintenance habits within the rental unit. The previous landlord is asked whether the tenant caused damage to the property that exceeded normal wear and tear over the lease term. This includes damage to fixtures, flooring, or walls that required substantial repair or replacement. Inquiries also cover behavioral issues, specifically if there were frequent complaints from neighbors regarding noise or disturbances.
Lease Compliance
Property managers investigate the applicant’s adherence to all specific clauses outlined in the previous rental agreement. They will ask if the tenant had any unauthorized occupants or undisclosed pets, especially in properties with strict no-pet policies. The reference check will also confirm whether the tenant committed any violations related to smoking within the unit or common areas. Finally, the landlord verifies if the tenant provided the required written notice before vacating the property.
Overall Recommendation
The final stage of the reference call synthesizes all the information into a single assessment. The prospective landlord usually poses a direct question, such as, “Would you rent to this tenant again in the future?” or “Was the tenant considered to be in good standing when they vacated the premises?” The answer to this summary question carries significant weight, as it represents the previous landlord’s ultimate judgment. A clear, unqualified “yes” serves as a strong endorsement of the applicant’s history.
Using the Information to Assess Risk
Once the information is collected, the prospective landlord processes the answers using a weighted scoring system to assess the risk level. Financial history usually receives the heaviest weighting, as timely rent payment directly impacts the property’s cash flow and financial viability. Factors like prior eviction proceedings or documented instances of severe property damage are considered major red flags that heavily influence the final decision. Landlords are typically looking for a pattern of irresponsibility rather than isolated, minor incidents. The goal is to distinguish between applicants with minor missteps and those with a history of chronic non-compliance or financial distress.
Legal Limitations on Reference Questions
Landlords are legally restricted in the types of questions they can ask or the information they can disclose during a reference check. Federal and state Fair Housing laws strictly prohibit inquiries that could lead to discrimination based on protected characteristics. Previous property managers cannot legally share information related to an applicant’s race, religion, familial status, national origin, sex, or disability. If a prospective landlord asks a question that violates these protections, the previous landlord is advised to decline to answer. Questions must be directly related to the applicant’s ability to fulfill the financial and physical responsibilities of the lease agreement.
Preparing for a Successful Reference Check
Applicants can take proactive steps to ensure their reference check proceeds smoothly and positively. It is beneficial to ensure the new landlord has the most current and accurate contact information for the previous property manager or owner. If there was a minor issue during the past tenancy, proactively communicate an explanation to the new landlord. Having documentation ready, like a copy of the security deposit return statement, can quickly resolve any move-out disputes raised during the call. Being honest about the rental history allows the applicant to frame any past issues before the property manager hears them from a third party.