Most of a landlord's worst outcomes, such as unpaid rent, damage and evictions, are decided on the day the lease is signed. Good screening doesn't mean finding reasons to say no. It means writing down fair criteria in advance, applying them the same way to every applicant, and verifying what people tell you. Then, once someone moves in, a few steady habits keep a good tenant for years.
Start With Fair Housing
Federal law prohibits housing discrimination based on race, color, religion, sex, national origin, familial status (families with children) and disability. Ohio law adds ancestry and military status. Some cities add more protections, so check local rules. This applies to your ads, your showings, your questions and your decisions.
- Write your screening criteria down before you advertise, and give the same criteria to every applicant.
- Process complete applications in the order you receive them, and apply the same standards to each.
- Advertise the home, not the tenant you imagine: describe the property, not who would 'be perfect' for it.
- Treat a request for a reasonable accommodation (for example, an assistance animal for a person with a disability) under fair housing rules, not under your pet policy.
- Keep records of every application and the reason for every decision.
The Screening Criteria
| Check | What to look for | How to verify |
|---|---|---|
| Income | Commonly gross income of about 2.5 to 3 times the monthly rent | Recent pay stubs plus a call to the employer using a number you look up yourself; offer letters, bank statements or benefit letters for other income |
| Rental history | On-time payments, proper notice, home left in good condition | Call the previous landlord, not just the current one, who may give a glowing reference to get a problem tenant out |
| Credit report | Payment patterns and rental-related debt rather than a single score | A tenant-screening service with the applicant's written consent |
| Eviction records | Past eviction judgments, especially recent ones | Screening report and county court records |
| Identity | The applicant is who they say they are | Government ID matched to the application and the report |
| Criminal history | Only what relates to safety or the property, assessed case by case | Screening report, under a written policy applied consistently |
Blanket bans such as 'no one with any criminal record' can create fair housing liability because they can screen out protected groups disproportionately. A safer approach is a written policy that looks at the nature and seriousness of an offense, how long ago it happened and what the person has done since, applied the same way to everyone.
Spotting fraud
- Pay stubs that look edited, round numbers, or an employer you can't find independently.
- An applicant in a hurry who offers several months' rent in cash to skip the checks.
- A 'landlord reference' that answers on a cell phone and knows nothing specific about the property.
- A name, date of birth or address history that doesn't match the screening report.
If you deny an application, ask for a larger deposit or a co-signer because of information in a credit or background report, federal law (the Fair Credit Reporting Act) requires you to send the applicant an adverse action notice that names the screening company and explains their right to a free copy of the report and to dispute it. Most screening services provide a template.
A Lease That Prevents Arguments
- Rent amount, due date, how to pay, and any late fee, which should be reasonable and spelled out in the lease.
- Who pays which utilities, and who handles lawn care, snow removal, filters and light bulbs.
- How to report maintenance, what counts as an emergency, and how quickly you'll respond.
- Rules on pets, smoking, guests staying long term, and changes such as painting.
- Notice periods for renewal and move-out.
- Required renters insurance.
Move-In Day Sets the Tone
- Walk the home together with a move-in condition checklist and dated photos, and both sign it. This is your evidence at move-out.
- Hand over a welcome letter: how to pay rent, how to report repairs, emergency numbers, where the water shut-off and electrical panel are, and trash day.
- Explain the security deposit rules. In Ohio, if a deposit is more than $50 or one month's rent (whichever is greater) and the tenant stays six months or more, the excess earns 5% interest a year, and the deposit must be returned with any itemized deductions within 30 days after move-out.
Keeping a Good Relationship After Move-In
Good tenants renew when they feel the home is looked after and they're treated with respect. Each turnover can easily cost a month or more of rent once you add vacancy, cleaning, paint and marketing, so keeping a good tenant is one of the best returns a landlord has.
- Respond to repair requests quickly, and tell the tenant when someone will come, even if the fix takes longer.
- Give proper notice before entering. Ohio presumes 24 hours is reasonable, except in an emergency, and enter only at reasonable times.
- Keep communication in writing (email, text or a portal) so there's a record, and stay polite even when the conversation isn't.
- Make paying easy: online payments with automatic reminders.
- Check in a couple of times a year, for example with the fall winter-prep note and the annual inspection.
- Talk about renewal 60 to 90 days before the lease ends. If rent is going up, explain it and give plenty of notice; a modest, predictable increase usually keeps a good tenant.
- Never retaliate. Ohio law prohibits raising rent, cutting services or threatening eviction because a tenant complained to a government agency about code violations or asked for repairs.
When Something Goes Wrong
- Late rent: reach out on the first day it's late, not the tenth. Many problems are a short-term setback that a payment plan in writing can solve.
- Lease violations: put the issue in writing, describe what needs to change and by when, and keep a copy.
- Eviction: follow the legal process exactly. In Ohio, a landlord must serve a written three-day notice to leave before filing an eviction case in court. Never change the locks, remove belongings or shut off utilities to force someone out; self-help eviction is illegal.
- Month-to-month tenancies: in Ohio, either side can end one with at least 30 days' written notice before the next rent due date.
- If you're unsure, talk to an Ohio landlord-tenant attorney before you act; a procedural mistake usually means starting over.
If you live out of state or own several rentals, a local property manager typically charges a percentage of the rent, often around 8% to 10%, plus a leasing fee. They handle screening, maintenance, inspections and legal notices. For many owners, that's worth it for the time saved and the mistakes avoided.
Write fair criteria, apply them to everyone, and verify income, rental history, credit and identity. Use a clear lease and a signed move-in inspection, follow Ohio's deposit and 24-hour entry rules, respond to repairs fast, communicate in writing, plan renewals early, and handle problems through the legal process, never self-help.