Tenant verification - how do I check a tenant before signing a contract?

Want to rent a flat and wondering how to do it safely? Tenant selection is one of the most important decisionsthat you will undertake as a property owner.

Unfortunately, this is where many landlords make a costly mistake. In their quest to rent a flat quickly, they accept the first willing applicant without a thorough check of their financial situation and reliability. In time, it turns out that the tenant has problems with regular payments, damages the furnishings, or - even worse - stops paying at all and has to be evicted at length and expense.

The wrong choice of tenant can lead to serious problems such as:

• Lost money from unpaid rents
• A dilapidated flat in need of costly renovation
• Problems with neighbours and the building manager
• Difficulties with eviction, which can last for months
• The stress and nerves of fighting for your rights

The good news isthat all this can be avoided. All you need to do is carry out a thorough vetting of each candidate tenant. It is a process that requires time and attention, but effectively protects against future problems.

In this article, we will show you how to check a potential tenant step by step to make sure you are entrusting your home to the right person.

Documents and information required from the prospective tenant

The basis of any verification is the collection of relevant documents. Without these, you cannot reliably assess a tenant candidate. Here is a complete list of what you should require.

Identity documents

Identity card or passport is essential - it will help you to confirm the identity of your tenant. Remember that the document must be valid and legible.

Supporting documents for income

Depending on your professional situation, you will need different documents:

Professional situation	Documents required
Full-time employee	Employment certificate, employment contract, salary certificate (3 months)
Entrepreneur	CEIDG printout, accounting documents, tax return
Contract work/jobbing	Copies of contracts, proof of payment
Student	Certificate of student status, proof of source of funding
Foreigner	In addition: residence card, visa or other documents

All documents must be up to date - preferably no more than 3 months old. If a candidate cannot produce any of the documents, this is already the first warning sign.

Additional documents

It is also worth asking for other documents that will help you to better assess the candidate. These could be certificates of no debt, documents proving savings or previous rental agreements.

Remember: never accept copies of documents without being able to check the originals. This is a basic principle of security.

Verification of the tenant's financial ability and credit history

This is the most important stage of all verification. You can have the nicest candidate in the world, but if they can't afford the rent, problems are inevitable.

The 2:1 rule - the golden rule of rental

The applicant's monthly income should be at least 2 times the rent with fees. This ratio ensures that the tenant will be able to comfortably pay for the flat without sacrificing other needs.

What to check in financial documents

Income analysis is more than just checking the amount on the contract. Pay attention to:

• Job stability - Does the candidate change jobs frequently?
• Regularity of receipts - Does it receive a fixed salary?
• Additional commitments - does he have other loans or instalments?

In the case of entrepreneurs you need to be particularly careful. Their income can be volatile, so it is worth analysing a longer period - preferably a year or two.

Checking credit history

The Credit Information Bureau (BIK) is your best friend in the verification process. Checking an applicant's credit history will show you:

• Does it pay its debts on time
• What active loans it has
• Have there been problems with payments in the past

Red flags at BIK:

• Late repayments
• Many active commitments
• High-risk loans (momentary loans)

In addition, check that the candidate is not on the debtors' registers and that there are no bailiff executions.

Talking about finance

Don't be afraid to ask specific questions about your financial situation. Ask about future plans, how payments will be secured in case of problems, or other sources of income. An honest candidate will have no problem answering.

Checking the identity and reliability of the tenant

Documents are one thing, but a personal impression is just as important and verifying the information the candidate has given you. This stage will show you whether you are dealing with an honest person.

Personal meeting - first contact

Always make an appointment before signing a contract. It's not just a formality - it's your chance to assess the man you entrust your home to.

It is not about interviewing the candidate, but for a natural conversation that allows you to get to know him better. Pay attention to:

• Is it prepared - has the documents, knows the details of the offer, came on time?
• How he responds to your questions - does he respond openly or does he avoid being specific?

Ask some practical questionswhich will help you to understand the candidate's situation:

• For what reason are you changing your flat?
• How long are you looking for accommodation for?
• Will you be living alone or with someone?
• What experiences have you had with renting?

Remember: The aim is not to 'catch' the candidate in a lie, but to get a clear picture of what to expect. A good hirer will be interested in the interview itself.

Verification of contact details

Check that the data given is correct. Call the telephone number the candidate has provided on the form. Send an email to the address provided. This is a simple way to check that the information matches.

Checking on the internet

Basic search on Google and social media can provide valuable information. The aim is to check the basic facts:

• Is the social media information consistent with what the candidate is saying?
• Are there no negative reviews related to renting?
• Does the lifestyle match the declared income?

Legal and formal procedures when concluding a lease agreement

After positive verification comes the time to formalise the contract. This stage is just as important as the verification itself - a good contract protects you from problems in the future.

Preparation of the tenancy agreement

The contract is the basis for all cooperation. It must contain all relevant information:

• Detailed description of the property - address, area, equipment
• Rent and charges - how much, when and how to pay
• Rules of use - what is allowed and what is not
• Responsibility of the parties - who is responsible for what

The written form is mandatory for contracts longer than one year, but we always recommend it. This protects both parties from misunderstandings.

Refundable deposit - your security

Deposit standard amounts to 2-3 monthly rents and protects you from:

• Unpaid rent
• Destruction in the flat
• Unpaid bills

Important: The deposit should be paid before the keys are handed over. 

Handover and acceptance protocol

Without a handover protocol, do not hand over the flat. This document is your protection against tenant claims. It should include:

Protocol element	What to check
Condition of the premises	Walls, floors, ceilings - every crack and damage
Equipment	Furniture, white goods - does everything work?
Installations	Water, electricity, gas - status of meters and installations
Documentation	Photos of each room from different angles

Make a thorough photographic record - is the best evidence of the condition of the flat at the time of handover.

Information for the tenant

Inform the tenant of all rules concerning the use of the dwelling:

• Residential community bylaws
• Principles of waste segregation
• Contact to the building administrator
• Your responsibilities as a landlord

Transparency of rules prevents future conflicts from the outset.

Professional tenancy management - benefits for landlords

Tenant verification is a really complex and time-consuming process. However, systematically screening candidates has huge benefits:

• Significantly reduces the risk of problems with non-payment of rent
• Protects against damage to the dwelling by irresponsible tenants
• Ensures smooth cooperation throughout the lease period
• Saves nerves and money in the long run

But let's be honest - Not every landlord has the time, knowledge or inclination to carry out such a detailed verification. This is especially true if you have several flats to rent out or simply want to enjoy your income without stress.

In such a situation, the best solution is to use the services of a professional tenancy management service. Experienced companies have:

• Access to specialised databases
• The verification procedures developed
• Contacts for employers and financial institutions
• Experience in assessing thousands of candidates

The result? Your flat is handed over to a vetted, reliable tenant without having to engage in complex verification processes.

We invite you to check our offer for comprehensive tenancy management - so you can enjoy a steady income from your property while we take care of everything else.