Updated 03/20/25
When it comes to managing rental properties, time is money—and wasted time is one of a landlord’s biggest enemies. Every no-show, unqualified lead, or problematic applicant takes away precious hours you could spend maintaining your property, managing existing tenants, or simply enjoying your weekend. That’s where the power of pre-screening tenants really shines. Asking the right questions for potential renters before a showing can save you hours of stress, dozens of phone calls, and thousands of dollars in the long run.
Pre-screening is one of the smartest things you can do to weed out unqualified applicants early in the process. It gives you a chance to see if someone meets your basic rental criteria before you ever open the front door. But to be truly effective, you need to know how to screen tenants properly, what to ask during a tenant interview, and how to recognize red flags quickly.
Table of Contents
- Why You Should Pre-Screen Tenants Before a Showing
- How to Conduct a Pre-Showing Interview Over the Phone
- Top Pre-Screening Questions to Ask Potential Renters
- When to Use a Google Form to Screen Applicants
- Red Flags to Watch for During a Tenant Interview
- What to Do After a Successful Pre-Screening Call
- Tips for Creating a Landlord Pre-Screening Process
- How to Explain Your Rental Criteria to Applicants
- Common Tenant Screening Mistakes to Avoid
- When to Move Forward With a Full Rental Application
- Frequently Asked Questions About Questions for Potential Renters
Why You Should Pre-Screen Tenants Before a Showing
Every landlord who has managed properties for more than a year has at least one horror story about a wasted showing or a tenant who looked good on paper but turned out to be a nightmare. Pre-screening tenants helps eliminate those headaches before they ever start.
By asking strategic questions for potential renters early on, you make sure they meet your income requirements, credit standards, and rental history expectations. This kind of rental application screening allows you to avoid spending time with tenants who were never a match in the first place. Besides saving time, you also protect your property by avoiding risky individuals who may have past evictions, unstable incomes, or unrealistic expectations.
How to Conduct a Pre-Showing Interview Over the Phone
A simple phone call can work wonders. It gives you the opportunity to assess not only a prospective renter’s qualifications but also their communication style, honesty, and punctuality. When phone screening tenants, it’s important to keep the call short and focused—ten to fifteen minutes should be plenty.
Start the conversation by introducing yourself and confirming the caller is still interested in the property. Then explain that you’d like to ask a few quick questions to determine if it’s a good fit. Make sure to ask about employment, income, credit score, pets, smoking, and move-in date. End the call by explaining the next steps if they qualify.
The key is to be conversational but direct. This isn’t a formal interview, but it is part of your landlord tenant screening checklist. Think of it as the first filter before moving on to an in-person showing.
Top Pre-Screening Questions to Ask Potential Renters
If you’re wondering how to screen tenants effectively, the answer lies in the questions you ask. Asking the right tenant interview questions can quickly reveal if a renter is likely to be responsible or problematic.
Start by asking how many people will live in the unit. Then move to employment: “Where do you work and how long have you been there?” Next, ask about income and verify that it meets your 3x rent rule (or whatever your standard is). Follow up with questions about pets, smoking, and prior evictions or criminal history.
Don’t forget to ask about their desired move-in date and how long they plan to stay. And if their story feels inconsistent or vague, make a note of it. Pre-screening tenants isn’t just about the answers—it’s also about how they answer.
When to Use a Google Form to Screen Applicants
Sometimes, you’ll get multiple inquiries in a single day. Rather than calling each person, you can save time by using a Google Form rental application to collect key info up front. This method works especially well if you’re advertising your rental on Facebook Marketplace, Craigslist, or any high-traffic site.
A Google Form can include basic questions for rental applicants, such as full name, contact info, income, employment, credit score, rental history, and pet ownership. Once responses come in, you can quickly scan for any red flags or mismatches.
If a renter passes this digital screen, then you can follow up with a phone call for further screening. Using tech to pre-qualify tenants helps streamline your process without losing the personal touch.
How to set up your Pre-Screening questionnaire using Google Forms
Step 1: Make sure you are logged in to your Gmail account. If you don’t have one, please make one before continuing.
Step 2: Go to your Google Drive (https://drive.google.com/)
Step 3: In your top left corner, you’ll see a “+ New” button. Click it and select Google Forms.
Step 4: You can add a title to your form, we’ll call it Pre Screening Questions for Potential Tenants. You can also add a description if you’d like.
Step 5: Proceed to insert your first question. Keep in mind, there are a number of great options for answers. Play around with them until you find the one that works for you!
Step 6: Keep adding questions and answer options until you are satisfied with your questionnaire.
Step 7: Click on “Send” (top right corner)
Step 8: Switch to the “link” icon. You’ll be able to copy this link, save it somewhere easily available (like your cell phone notes). Send this link to anyone who wants to get pre screened for your rental! You’ll receive an email every time someone fills it out and submits it.
Step 9: Enjoy your extra leisure time!
Red Flags to Watch for During a Tenant Interview
Even if someone sounds great on the phone, there are always subtle signs that could suggest trouble down the road. For example, if a tenant avoids answering questions directly or constantly changes their story, that’s a concern. So is an unwillingness to provide references or recent pay stubs.
Another common red flag is urgency. While some renters do have legit reasons to move fast, a potential tenant who is overly pushy about skipping steps or handing over cash before signing anything should make you pause. And of course, if they admit to past evictions or have trouble verifying employment, you may want to dig deeper.
When learning how to avoid bad tenants, paying attention to these warning signs is just as important as asking the right questions.
What to Do After a Successful Pre-Screening Call
If your potential renter meets your basic criteria and seems like a good fit, the next step is to invite them to an in-person showing. At this stage, be clear about what to bring: photo ID, proof of income, and any other documents you require.
After the showing, if they remain interested, move forward with a full rental application. This is where you’ll dive into credit checks, background screening, landlord references, and everything else that’s part of thorough rental application screening.
Follow up quickly so the qualified tenant doesn’t move on to another listing. Communication and professionalism can help you stand out as a landlord who’s serious about finding the right fit.
Tips for Creating a Landlord Pre-Screening Process
Consistency is your best friend when it comes to pre-screening tenants. Whether you’re managing one unit or a dozen, a repeatable process reduces stress and improves your odds of finding great renters.
Start by creating a standard script or checklist for your tenant interview questions. Keep a record of every conversation or Google Form submission so you can reference it later if needed. Set clear minimum standards and stick to them—don’t bend your rules out of desperation to fill a vacancy.
You might also want to set up a CRM or simple spreadsheet to track leads, screening status, and next steps. Over time, your system will become second nature, and your vacancies will fill faster—with fewer headaches.
How to Explain Your Rental Criteria to Applicants
Transparency is a powerful tool. When you explain your rental criteria up front, you reduce misunderstandings and show that you’re a professional. It also protects you legally by ensuring you apply your standards fairly to every applicant.
Let renters know your income requirement, credit score minimum, pet policy, and expectations around smoking, behavior, and rent payments. The clearer you are, the more likely you are to attract renters who match what you’re looking for.
Plus, it saves you from uncomfortable conversations later. Setting expectations during the screening process is one of the best rental application tips for landlords.
Common Tenant Screening Mistakes to Avoid
Many landlords make the same screening mistakes again and again. The biggest one? Skipping the pre-screening call altogether. Another common error is not verifying income or accepting vague references. Sometimes landlords get so eager to fill a vacancy that they overlook red flags or settle for an applicant who doesn’t really meet the criteria.
Also, never accept a rental application without verifying all information. And don’t assume that a friendly personality guarantees reliability. That’s a mistake you’ll only make once.
Having a solid landlord tenant screening checklist and sticking to it can help you avoid these costly errors.
When to Move Forward With a Full Rental Application
Once you’ve spoken to a potential renter, reviewed their Google Form rental application (if applicable), and feel confident in their answers, it’s time to move them forward.
Send them your full rental application and begin your formal screening process. At this stage, you can collect application fees, run background checks, contact prior landlords, and verify all claims.
This final step is your last line of defense in how to avoid bad tenants. Don’t skip any part of it, even if the renter seems perfect. Always trust but verify.
Frequently Asked Questions About Questions for Potential Renters
What are the most important questions to ask a potential renter?
You should ask about income, employment, credit score, rental history, pets, smoking, and intended move-in date. These cover the core criteria that help you determine fit.
Can I deny someone based on their answers to pre-screening questions?
Yes, as long as your criteria are applied consistently and don’t violate Fair Housing laws. Be sure your standards are objective and clearly communicated.
Should I always use a phone call to screen tenants?
Not necessarily. A phone call is great for assessing tone and attitude, but a Google Form can help you sort through high volumes of inquiries efficiently.
When should I collect a full rental application?
Only after the applicant passes your pre-screening process and attends a showing. At that point, you’re ready to move forward with a background and credit check.
If you want to maximize your efficiency, avoid stress, and find qualified tenants fast, mastering the art of asking the right questions for potential renters is essential. Pre-screening tenants not only protects your investment—it protects your peace of mind.
