When you’re considering a new tenant, their application and credit report only tell part of the story. A rental verification form helps fill in the gaps by giving you direct feedback from previous landlords about whether the prospective tenant paid rent on time, respected the property, and followed the lease agreement.
This simple form can be one of the most effective tools in your tenant screening process. It offers a clearer picture of a tenant’s rental history and helps you make more confident leasing decisions. In this guide, we’ll cover what a rental verification form includes, when to use it, and how to make the most of the responses you receive.
What Is a Rental Verification Form?
A rental verification form is a document that landlords use to request information about a prospective tenant’s rental history. The form is typically sent to the tenant’s current or previous landlord to confirm basic details, such as how long the tenant lived there, whether they paid rent on time, and whether there were any issues like property damage, complaints, or lease violations.
While rental application forms and credit reports provide helpful financial information, they also add a personal and behavioral layer to your screening process. These forms help you assess how reliable a tenant is based on real experience, not just numbers on paper.
Why Use a Rental Verification Form?
Tenant screening is one of the most important steps you’ll take as a landlord, and a rental verification form adds valuable context you won’t find in an application or credit report alone. It gives you direct insight into how the tenant behaved in their last rental, straight from someone who’s been in your shoes.
Here’s why it’s worth including:
- It helps confirm the basics. You can verify that the tenant was truthful about their rental history, including dates of residency and rent amount.
- It reveals payment patterns. A tenant who always paid late or had outstanding balances might do the same again.
- It highlights potential issues. Prior complaints, damage, or lease violations often signal risk.
- It shows how the tenant left things. Did they give proper notice? Was the unit left clean and undamaged?
- It helps you make an informed decision. A positive reference can give you added confidence, while a poor one may help you avoid an expensive mistake.
While not every landlord will respond to your request, even one completed rental verification form can offer powerful insight, especially when used along with other screening tools.
Common Questions to Include in a Rental Verification Form
A rental verification form usually includes a brief cover section followed by a standardized list of questions for the tenant’s current or former landlord, which helps ensure consistency and keeps the process professional.
Most forms ask the landlord to confirm the following:
- What were the tenant’s move-in and move-out dates?
- What was the amount of monthly rent, and was it paid on time?
- Was the tenant ever late with rent or missed payments?
- Was the tenant ever more than 30 days late on rent?
- Does the tenant still owe any rent or fees?
- Did the tenant follow the terms of the lease (e.g., no unauthorized pets or occupants)?
- Did the tenant cause any property damage beyond normal wear and tear?
- Was the tenant the subject of complaints from neighbors or other tenants?
- Did the tenant give proper notice before moving out?
- What condition was the property left in after move-out?
- Did the tenant have pets or additional residents living with them?
- Would the landlord rent to the tenant again? And if not, why?
These questions give you a well-rounded view of the applicant’s behavior and reliability as a renter. They also create a paper trail that you can reference if someone challenges your decision, which is especially important for small landlords managing their own properties.
When and How to Send a Rental Verification Form
You should send a rental verification form after receiving a completed rental application and before making a final decision on whether to approve the tenant. This step is typically part of your broader screening process, along with credit checks, background reports, and income verification.
When to send it: Send the form after confirming that the applicant meets your initial screening criteria, such as income, credit score, or employment status. There’s no need to contact previous landlords if you’ve already disqualified the applicant.
Consent and privacy: While landlord-to-landlord verification is generally allowed, it’s best practice to get written consent from the applicant before contacting anyone. Most rental applications include this language, but if yours doesn’t, consider adding it. It protects the applicant’s privacy and helps shield you from claims of improper screening.
Important: Avoid asking or accepting information outside the scope of consent, such as the tenant’s credit score, medical history, or other personal data that isn’t directly related to rental history.
Written vs. oral verification: While it’s possible to get rental verification over the phone, it’s much safer to keep everything in writing. A written form provides a consistent set of questions, ensures accurate documentation, and protects you in case a denied applicant challenges your decision.
Keep it simple: Landlords and property managers are more likely to respond if your form is brief and easy to return. Use a one-page format with checkboxes or short answer spaces, and if you’re mailing it, include a stamped return envelope. For most situations, email is the most efficient method.
How to send it: You can send a rental verification form in several ways.
- Email: Attach a PDF of the form with a clear subject line and instructions.
- Fax: Some larger property management offices still prefer this method.
- Online platforms: If you use property management software, many include built-in tools for sending and tracking verification requests.
- Phone (as a follow-up): If a few days pass without a response, follow up with a polite phone call. Take notes and document the conversation.
Tips for Interpreting Responses
Once you receive a completed rental verification form, it’s time to look beyond the surface. A quick “yes” or “no” can be helpful, but the real value lies in spotting patterns and understanding context.
Here are a few tips to help you evaluate what you receive:
Look for consistency: Does the information match what the applicant listed on their rental application? If there are discrepancies, such as different move-out dates or rent amounts, it’s worth asking follow-up questions to clear them up.
Don’t panic over minor issues: A single late payment or a minor complaint isn’t necessarily a red flag. Consider the overall pattern. Was rent paid late once in two years, or every other month? Did the tenant resolve the issue quickly? Context matters.
Consider the source: Was the form filled out by a property manager, a private landlord, or a large apartment complex? The level of detail and the candor of the answers may vary depending on who’s responding and how well they knew the tenant.
Pay attention to tone: Even short answers like “Yes, I would rent to them again” or “No, I would not” can carry weight. A lack of detail or reluctance to respond might also suggest the landlord had concerns they didn’t want to put in writing.
Follow up if needed: If something on the form doesn’t make sense, or if you receive conflicting information, it’s okay to follow up with the previous landlord. Just keep the conversation professional and focused on facts, not opinions.
You can also ask the previous landlord to provide a landlord reference letter if they’re willing; this can offer more context beyond what’s in the form.
Download Your Free Rental Verification Form
A rental verification form is one of the simplest and most effective tools you can use during the tenant screening process. It helps confirm what your applicant has told you, provides context behind the numbers on their credit report, and offers real-world insight from someone who’s rented to them before.
Whether you’re managing one property or several, having a consistent way to request and review rental history can help you avoid costly mistakes and make better leasing decisions.
Once you’ve approved a tenant, keep the process professional by following up with a residential lease agreement and a tenant welcome letter that sets the tone for a positive landlord-tenant relationship.
Take control of your rental process with the TurboTenant Landlord Toolbox. It’s packed with landlord-friendly tools to help you screen tenants, create leases, and stay organized—all in one place.
