Everything You Need to Know About Renewal Screening Checks

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As a landlord, it’s crucial to ensure your property is in the hands of high quality tenants if you want a smooth rental experience. While conducting initial screening checks is a well-known practice, many landlords overlook the importance of renewal screening checks.

Renewal screening checks should be an integral part of your tenant management strategy. From minimizing risks to preserving property value, renewal screening checks provide landlords with valuable insights that can make a significant difference in the long run.

Why You Should Perform Renewal Screening Checks

Here are a few reasons why you should conduct a renewal screening check every time a tenant decides to renew their lease:

Maintain a Safe and Secure Rental Environment

One of the primary reasons for conducting renewal screening checks is to maintain a safe and secure rental environment. People’s circumstances can change over time, and what may have been a reliable and trustworthy tenant initially may no longer hold true. 

Renewal screening checks allow landlords to reassess their tenants’ background, including their criminal history, creditworthiness, and rental payment patterns. This information is crucial for identifying any potential red flags that may compromise the safety and security of your property and other tenants.

Minimize Financial Risks

Financial risks associated with rental properties can have a significant impact on landlords’ finances. Conducting renewal screening checks can help mitigate these risks by providing insight into tenants’ financial stability. 

using a calculator and paper to track finances

By reviewing their credit history, income stability, and employment status, landlords can identify any warning signs of financial distress or a decline in the tenant’s ability to meet rental obligations.

Identifying these issues early on can help prevent potential rental payment defaults and reduce the likelihood of costly evictions, vacant properties, or legal disputes.

Preserving Property Value

Property value is an essential consideration for landlords, and tenant selection plays a crucial role in this regard. Renewal screening checks enable landlords to evaluate their tenants’ track record in maintaining the property. 

By assessing a tenant’s rental history, including their previous property conditions and adherence to lease terms, landlords can gauge the level of care and responsibility they exercise towards maintaining the property. This information helps landlords ensure that their investment is well-maintained and minimizes the risk of property damage or neglect.

Fostering Positive Tenant Relationships 

Renewal screening checks also provide landlords with an opportunity to foster positive tenant relationships. By proactively engaging with tenants during the renewal process, landlords can discuss any concerns or issues that may have arisen during the tenancy. 

smiling while using a laptop

This open communication allows landlords to address and resolve any disputes or complaints, helping to maintain a harmonious landlord-tenant relationship. Renewal screening checks also provide an avenue for tenants to express their commitment to the property, giving landlords peace of mind regarding the tenants’ intentions for the upcoming lease term.

How to Perform Renewal Screening Checks

Performing renewal screening checks on your tenants is a crucial step in maintaining a safe and secure rental environment. Here is a step-by-step guide on how to conduct effective renewal screening checks:

Step 1: Review Your Lease Agreement

Before initiating the renewal screening process, carefully review your lease agreement to understand the terms and conditions that govern the renewal process. Make note of any specific criteria or requirements for tenant eligibility during the renewal process.

Step 2: Notify Tenants in Advance

Provide your tenants with ample notice regarding the upcoming renewal screening process. This will give them sufficient time to gather the necessary documents and information for the screening.

It will also give you enough time to gather the necessary rental documents landlord’s need, in order to ensure both parties are on the same page. 

sitting at a desk looking at papers

Step 3: Request Updated Information

Ask your tenants to provide updated information for the renewal screening process. This may include:

  • Contact Information: Request updated phone numbers, email addresses, and emergency contact details.
  • Employment Verification: Ask for recent employment information, such as employer name, contact details, and job position. You may also request a current employment verification letter or pay stub.
  • Income Verification: Request documentation that supports your tenant’s ability to meet the rental payment obligations. This may include recent bank statements, tax returns, or employment contracts.
  • Rental History: Inquire about any changes in their rental history, such as previous evictions or disputes with previous landlords. Request contact information for their current and previous landlords for reference checks.
  • Personal References: Ask for updated personal references who can vouch for their character and reliability.
  • Criminal Background Check: Request permission to conduct a criminal background check to ensure the safety and security of your property and other tenants. Engage a reputable screening service or follow the legal procedures for obtaining this information.

Step 4: Perform Credit Check

Obtain consent from your tenants to conduct a credit check. This will provide insights into their financial stability and creditworthiness. Utilize a credit reporting agency or engage a screening service that specializes in credit checks.

Step 5: Conduct Reference Checks

Contact the provided references, including current and previous landlords, to gather information about the tenant’s rental history, adherence to lease terms, and general conduct as a tenant. This step can offer valuable insights into their past behavior and help assess their suitability for renewal.

a person smiling on the phone outside

Step 6: Evaluate the Screening Results

Review the collected information and screening results carefully. Compare the findings with your initial screening and previous tenant screening performance to identify any significant changes or concerns.

Step 7: Communicate Your Decision

Engage in open and transparent communication with your tenants. Discuss the screening results and address any concerns or discrepancies. Based on the findings, make an informed decision regarding the renewal of the lease to avoid a holdover tenant.

Step 8: Document the Renewal

If you decide to proceed with the renewal, ensure all relevant information, including any changes to the lease agreement, is documented in writing. Provide your tenants with the updated lease agreement and obtain their signatures.

Step 9: Maintain Privacy and Legal Compliance

Throughout the renewal screening process, prioritize tenant privacy and comply with applicable laws and regulations regarding tenant screening and data protection. Ensure that you have obtained proper consent for conducting the necessary checks and handle all personal information securely.


Renewal screening checks are a vital tool for landlords to maintain a safe, secure, and financially stable rental environment. If you’re unsure how to go about this process, get in touch with a professional property manager at Bigham & Associates and we will be happy to assist you! 

Our team is happy to assist you with all things property management from tenant screenings to maintenance. Our services cover the entire rental process!