Tenant Screening Checklist: 7 Red Flags to Watch For

Finding the right tenant is one of the most important decisions you'll make as a landlord. A good tenant pays rent on time, treats your property with respect, and communicates professionally. A problem tenant can cost you thousands in lost rent, legal fees, and property damage.

In this guide, we'll cover the 7 most critical red flags to watch for during tenant screening, plus actionable tips to avoid costly mistakes.

Why Tenant Screening Matters

The cost of a bad tenant:

• Average lost rent from eviction: €6,000-€12,000
• Property damage repairs: €2,000-€8,000
• Legal fees for RTB disputes: €1,500-€4,000
• Time and stress: Invaluable

The benefit of good screening:

• 85% reduction in late payments
• 90% reduction in property disputes
• Average tenancy length increases from 1.5 to 3+ years
• Better landlord-tenant relationships

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The Complete Tenant Screening Process

Before we dive into red flags, here's the proper screening sequence:

1. Pre-Screening (Phone/Email)
2. Application Review
3. Reference Checks
4. Employment & Income Verification
5. Credit & Background Check (if applicable)
6. Property Viewing
7. Final Decision

Now, let's explore the red flags at each stage.

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🚩 Red Flag #1: Vague or Incomplete Application

What to look for:

• Missing information (employment, references, previous address)
• Generic email addresses (no professional email)
• Inconsistent dates or gaps in rental history
• Refusal to provide certain information

Why it's a red flag: Tenants who are serious about renting will provide complete, accurate information. Incomplete applications may indicate:

• Something to hide (eviction history, bad credit)
• Lack of seriousness about the property
• Poor organizational skills (future rent payment issues)

Example:

"I've lived in Dublin for 5 years but can't remember my previous landlord's name or contact info."

What to do:

• Request complete information before proceeding
• Be wary of excuses like "I'll get that to you later"
• Use SmartRent.ie's application forms that require all fields

Legal note: You can reject incomplete applications, but you cannot discriminate based on protected characteristics (race, religion, family status, etc.).

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🚩 Red Flag #2: Poor or Inconsistent References

What to look for:

• Previous landlords give negative feedback
• References are friends/family (not previous landlords)
• References can't be verified or don't answer
• Employer references don't match stated employment

Key questions for landlord references:

1. "How long did [tenant] rent from you?"
2. "Did they pay rent on time?"
3. "Did you receive complaints from neighbors?"
4. "Was the property well-maintained?"
5. "Would you rent to them again?"

Red flag responses:

• "They paid… eventually" (late payment history)
• Long pauses or hesitation
• "I'd prefer not to comment" (usually bad news)
• "They left suddenly" (potential eviction)

Example of a red flag:

Landlord: "Look, I'm just glad they're gone. Good luck with them."

What to do:

• Always call references (don't just email)
• Listen for tone and hesitation
• Ask open-ended questions
• If references are suspicious, decline the application

SmartRent.ie advantage: Automated reference request system with structured questionnaires and AI sentiment analysis.

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🚩 Red Flag #3: Income Doesn't Match Rent

The rule: Tenant's gross monthly income should be at least 3x the monthly rent.

Example:

• Rent: €1,500/month
• Required income: €4,500/month minimum

Red flags:

• Income significantly below 3x rent
• Vague about income source ("I do gigs")
• Recent job change (less than 3 months)
• Self-employed with no tax returns/proof

What to request: ✅ Recent payslips (last 3 months)
✅ Employment contract or offer letter
✅ Bank statements showing regular income
✅ Tax returns (self-employed)
✅ Accountant letter (self-employed)

Common excuses to watch for:

• "My parents will help with rent" (not sustainable)
• "I'm starting a new job next month" (no current income)
• "I prefer to pay 6 months upfront" (might be evading verification)

Legal note: You cannot reject based on source of income (e.g., HAP, social welfare) if they meet income requirements. However, you CAN require proof of ability to pay.

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🚩 Red Flag #4: Pressure to Skip Formalities

Warning signs:

• "Can I move in today? I'll pay cash."
• "Let's skip the lease agreement, I trust you."
• "I don't want to register with PRTB."
• Offering above-asking rent to bypass screening

Why it's concerning: Legitimate tenants understand that proper processes protect both parties. Tenants who want to skip formalities may:

• Be evading background checks
• Have previous evictions they don't want you to discover
• Plan to cause issues and want no paper trail
• Be involved in illegal activities

Example:

"I'll give you €3,000 cash right now if you let me move in today—no questions asked."

What to do:

• Never skip your screening process
• Never accept cash-only payments (bank transfer or direct debit only)
• Always use written lease agreements
• Always register with RTB (it's the law)

SmartRent.ie protection: Standardized screening workflow that you can't skip—protects you legally and practically.

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🚩 Red Flag #5: Bad Property Viewing Behavior

Red flags during viewing:

• Arrives very late without notice
• Disrespectful to you or the property
• Asks inappropriate questions ("How often do you inspect?")
• Brings multiple people without notice
• Smells of smoke (if you have a no-smoking policy)
• Takes photos of neighbors' properties

Good tenant behaviors:

• Arrives on time
• Asks thoughtful questions about the lease, utilities, parking
• Comments positively about the property
• Takes notes or photos (with permission)
• Discusses their needs professionally

Example of red flag:

Tenant shows up 40 minutes late, answers phone calls during viewing, and asks "Do you ever just drop by unannounced?"

What to do: Trust your gut. If someone seems disrespectful or untrustworthy during viewing, they likely won't improve as a tenant.

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🚩 Red Flag #6: Frequent Address Changes

What to look for:

• 3+ addresses in the past 2 years
• Very short tenancy periods (less than 6 months each)
• Gaps between addresses (homeless periods?)

Why it matters: Frequent moves may indicate:

• Evictions or forced departures
• Inability to afford rent consistently
• Conflicts with previous landlords
• Transient lifestyle (might leave suddenly)

Exceptions (not red flags):

• Student moving between university housing
• Recent relocation from abroad for work
• Family situation changes (divorce, death)

What to ask: "I notice you've lived in several places recently. Can you explain the reason for the moves?"

Red flag answers:

• "My landlords were all crazy" (pattern of conflict)
• Vague or defensive responses
• Blaming others without taking responsibility

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🚩 Red Flag #7: Social Media & Online Presence

What to check (legally):

• Public social media profiles (Facebook, Instagram, LinkedIn)
• Professional background (LinkedIn)
• Any public records (court cases, business bankruptcies)

Red flags:

• Posts bragging about not paying rent
• Evidence of destructive behavior (partying, property damage)
• Inconsistent employment history vs. application
• Public complaints about previous landlords

What you CANNOT do: ❌ Discriminate based on race, religion, political views
❌ Use private/hacked information
❌ Reject based on protected characteristics

What you CAN do: ✅ Use publicly available information
✅ Verify employment claims
✅ Look for patterns of irresponsible behavior

Example: Public post: "LOL my landlord is trying to evict me again. Third time this year 😂"

Legal compliance: SmartRent.ie includes GDPR-compliant screening guidelines to help you stay within legal boundaries.

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How SmartRent.ie Automates Tenant Screening

Manual screening is time-consuming and prone to human error. SmartRent.ie's AI-powered screening streamlines the entire process:

1. Automated Application Processing

• Pre-fills data from tenant profiles
• Flags incomplete applications automatically
• Standardized application forms (RTB-compliant)

2. AI Reference Analysis

• Automatically sends reference requests
• Analyzes responses for sentiment and red flags
• Flags suspicious or negative references

3. Income Verification

• Calculates income-to-rent ratio automatically
• Flags applications below 3x rent threshold
• Secure document upload for payslips/bank statements

4. Risk Scoring

• AI assigns risk score (0-100) to each applicant
• Factors in: references, income, rental history, application completeness
• Highlights high-risk applications for closer review

5. Compliance Tracking

• Ensures you follow fair housing laws
• Documents reasons for acceptance/rejection
• Audit trail for RTB disputes

Result: Screen tenants in 10 minutes instead of 2 hours, with 95% accuracy in predicting tenant quality.

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The Ideal Tenant Profile

What to look for: ✅ Stable employment (1+ years in current role)
✅ Income 3x+ monthly rent
✅ Positive landlord references
✅ Clean rental history (no evictions)
✅ Professional communication
✅ Respectful during viewing
✅ Complete, accurate application
✅ Understands and accepts lease terms

Example of a great tenant:

"Hi, I'm interested in the property. I've attached my application with references from my last two landlords, recent payslips, and employment letter. I'd love to schedule a viewing at your convenience. I'm looking for a long-term rental (2+ years) and have no pets. Happy to provide any additional information you need."

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Fair Housing & Legal Compliance

You CANNOT reject a tenant based on:

• Race, color, or nationality
• Gender or sexual orientation
• Religion or belief
• Disability
• Family status (e.g., having children)
• Membership of the Traveller community
• Receipt of social welfare (e.g., HAP payments)

You CAN reject based on:

• Insufficient income (income-to-rent ratio)
• Poor references
• Previous evictions or RTB disputes
• Incomplete or false application information
• Property-specific needs (e.g., no smoking, no pets)

Always document your decision-making process to protect yourself from discrimination claims.

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Frequently Asked Questions

Q: Can I require a deposit before screening?

A: No. You should complete screening BEFORE accepting a deposit. Accepting money implies acceptance of the tenancy.

Q: How much can I charge for a deposit?

A: Maximum of one month's rent. Must be registered with RTB and held in a separate account.

Q: Can I reject a tenant who receives HAP (Housing Assistance Payment)?

A: No. Discriminating against HAP recipients is illegal. However, you can reject based on insufficient income or poor references.

Q: What if a tenant offers to pay a year upfront?

A: Be cautious. This can be a red flag (evading income verification). Verify their ability to pay long-term, not just now.

Q: Can I charge a screening fee?

A: No. In Ireland, landlords cannot charge application or screening fees.

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Start Screening Smarter Today

Don't gamble on tenant quality. SmartRent.ie's AI-powered screening helps you:

• Identify red flags automatically
• Save 90% of screening time
• Stay legally compliant
• Reduce bad tenant risk by 85%

Get started with SmartRent.ie:

• 14-day free trial (no credit card required)
• AI tenant screening included
• Complete application management
• Reference automation

Start Your Free Trial →

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Disclaimer: This guide is for informational purposes only and does not constitute legal advice. Always comply with Irish fair housing laws and consult a solicitor for specific situations.

Last Updated: October 27, 2025