If you want to find better tenants, a Tennessee rental application can offer you a time-saving solution. That’s where smart tenant screening and an online rental application come in. These tools can take over some of the manual processes filling up your to-do list.
We’ll discuss expert tips for finding, screening, and securing tenants using a free application template. We’ll review rental laws, legally compliant denials, and ways to avoid rental fraud. Let’s dive in:
Information to Collect
Since applications ask for private information, laws regulate how landlords use it when making decisions. These laws tell landlords what information they can collect and which questions they can ask.
We’ll review these laws in more detail. But first, here’s a checklist of everything a Tennessee rental application should ask for:
- Applicant names (and co-signers)
- Phone number
- Email address
- Social Security number
- Date of birth
- Current and past residences
- Income and employment details
- References
- Animals
- Smoking status
- Vehicles
- Emergency contact
Quick Guide to Screening a Tenant
When listing a property in the Volunteer State, use this guide to conduct detailed, legally compliant tenant screening.
1. Pre-Screen
If you want to save time while sorting through applications, consider using a pre-screener. While a pre-screener doesn’t replace your rental application form, it does help you identify qualified renters.
After renters land on your online listing, a pre-screener collects a quick sample of their contact information, move-in timeline, employment, income, credit score, and household details.
Based on the pre-screener, you can send your full Tennessee rental application form to renters who meet your criteria.
2. Conduct Showings
Property tours and open houses are great ways to show the rental. They allow you to meet potential tenants in person, generate interest, and collect their contact information.
3. Distribute and Collect Applications
Send your form to interested renters who pass the pre-screener and collect it once they’ve filled it out. Before you begin tenant screening, confirm the applicant has paid the fee and signed the consent and acknowledgment section.
Tennessee Application Laws
Rental application laws and landlord-tenant rights aren’t the same in every state. Here’s what you need to know:
Tennessee’s list of protected characteristics doesn’t include source of income, sexual orientation, or gender identity. Since there are no laws prohibiting landlords from considering these renter traits, landlords can consider them when selecting tenants (Tenn. Code § 4-21-601).
Criminal & eviction history: Landlords are allowed to factor criminal background check results and eviction records into their decisions in Tennessee. However, federal law requires you to apply consistent screening practices across all applicants (Fair Housing Act).
Portable tenant screening reports: At the time of writing, Tennessee doesn’t regulate the use of portable tenant screening reports.
Pets, ESAs, and Service Animals
Since service animals and Emotional Support Animals (ESAs) are exempt from a no-pets policy, your Tennessee rental application should include a section for animals.
The Fair Housing Law prohibits landlords from discriminating against renters based on their service animal or ESA. Landlords can’t charge a pet fee, pet rent, or pet deposit for service animals or ESAs. They also can’t deny applicants based on the animal’s breed, size, or weight (Fair Housing Act).
You can use your rental application to ask about pets and service animals. Request the animal’s name, weight, breed, and service status to keep on file.
Did you know? If a tenant’s pet, service animal, or ESA damages your property, you can hold them financially responsible.
Federal Application Laws
Every landlord in the U.S. is subject to the following laws:
Fair Housing Act (FHA): Landlords can’t offer unequal rental terms, use discriminatory advertising, or deny renters based on:
- Race
- Color
- National origin
- Religion
- Sex
- Familial status
- Disability (Fair Housing Act)
Americans with Disabilities Act (ADA): You can’t deny renters solely based on a disability, and you must accommodate their condition (Americans with Disabilities Act).
Equal Credit Opportunity Act (ECOA): The ECOA protects renters who have received public assistance of any kind, regulates how landlords assess rental applications, and outlines reporting guidelines for applicants (Equal Credit Opportunity Act).
Fair Credit Reporting Act (FCRA): Landlords must obtain an applicant’s written consent before they conduct a credit check. You must inform applicants if you deny them based on credit (Fair Credit Reporting Act).
4. Use a Third-Party Screening Service
Try TurboTenant’s free online tool to streamline tenant screening. Use it to conduct credit, eviction, and tenant background checks with confidence.
5. Check Application References
Before reaching out to the renter’s landlord and employer references, create a list of all your questions. Consider asking about:
- Missed rent
- Late payments
- Property damage
- Broken lease terms
- Overall experience with the renter
6. Approve or Deny Applications
To fill your vacancy quickly, accept multiple applications on a first-come, first-served basis. Base your decisions on:
- Credit score: Most landlords require a score of 600–670 or higher.
- Rental history: If a young renter has less than 1 year of rental history, request a co-signer.
- Rent-to-income ratio: Check their rent-to-income ratio to ensure they’re able to make full, on-time rent payments every month.
Denial Process
Always handle denials consistently and in compliance with the law for all applicants.
Reasons for denial: You can lawfully deny a Tennessee rental application due to income, rental history, credit, false information, and criminal background.
Denial notice: Tennessee law doesn’t require landlords to send tenant rejection letters.
Credit/background denials: If you deny an applicant based on their credit or background check, the FCRA requires you to send them an adverse action notice, including:
- The reporting agency’s name and contact information
- The renter’s right to dispute reporting errors (Fair Credit Reporting Act)
Document storage: File away all screening reports and denied applications for at least 3 years. If anyone files a discrimination claim, you can use these records to defend yourself.
Avoiding Fraud
Today’s dishonest renters have more tools than ever at their disposal. Stay one step ahead with these five tips for detecting false information:
- Verify the renter’s identity
- Conduct credit and background checks
- Confirm the renter’s employment and income
- Fact-check documents
- Keep an eye out for red flags
