How to choose a tenant with clear, consistent criteria

Before the first viewing, write down exactly what you want to check: income relative to rent, employment, number of occupants relative to the property's capacity, and whether pets are permitted if relevant. A written list of criteria, decided in advance, is the best protection against subjective or inconsistent decisions later.

• Income or a stable source of funds covering the monthly rent several times over
• Employment or another verifiable source of income
• Number of occupants matching the property's capacity and intended use
• Willingness to provide a reference from a previous landlord, where applicable

Checking the ability to pay is the most direct and defensible basis for selection. Ask for proof of income or another demonstration of regular cash flow that allows the applicant to cover the rent without excessive strain. Applying the same requirement to every applicant keeps the process transparent and easy to explain if anyone asks why they were not approved.

As a hypothetical example, suppose the monthly rent is €500. If the adopted rule is that income should cover the rent at least three times over, an applicant with net monthly income below €1,500 does not meet the criterion — regardless of how convincing they were at the viewing. Applying the same rule to every applicant removes the need for subjective, on-the-spot judgement.

Beyond the documents, a short conversation with the applicant provides useful context, as long as it is conducted the same way with everyone. It is useful to ask about the planned length of the tenancy, the number of occupants, the reason for moving, and whether they have pets if the property allows them.

• How long the applicant has lived and worked in the area
• Expected length of the tenancy
• Whether only the persons named in the contract will live there
• Reason for leaving the previous property, if appropriate to share

A short reference or confirmation from a previous landlord gives an idea of how the applicant maintained the earlier property and whether they paid on time. It is not a mandatory condition, but where available it is useful additional information — provided it is requested equally from all applicants, not selectively.

When vetting an applicant, it is appropriate to collect only the data needed to assess their suitability as a tenant — for example, income and identity details to the extent required for the contract. Data should be kept securely, not shared with third parties without good reason, and deleted once it is no longer needed for the purpose it was collected for.

Criteria should be applied equally to every applicant and should have no connection to characteristics that do not affect the ability to pay or care for the property — background, marital status, age, beliefs and the like. Selecting solely on objective, pre-announced criteria is not just the right approach — it also speeds up the process by avoiding hesitation midway through negotiations.

A common mistake is to 'bend' the criteria because of a good first impression, or in a rush to fill the property. Sticking consistently to the written list, even when it means waiting longer for a suitable applicant, usually saves a bigger problem later — such as unpaid rent or a conflict that could have been foreseen.

Once the criteria are clear from the outset, all that remains is documenting the decision in the handover protocol and the contract. If you do not have time to manage viewings and checks yourself, property management can take on this part of the process.