What documents can landlords request during screening?

Tenant Screening Documents Landlords Can Request in New Hampshire

As a landlord operating in New Hampshire, conducting thorough tenant screening is a crucial step in securing reliable and responsible tenants for your rental properties. Carefully reviewing screening documents helps landlords assess applicants' ability to meet lease obligations while complying with state laws that protect tenant rights during the application process.

This guide outlines what documents New Hampshire landlords can reasonably request during tenant screening, ensuring compliance with state regulations and effective evaluation of prospective tenants.

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Importance of Tenant Screening in New Hampshire

New Hampshire landlords have the right to screen applicants to reduce risks such as unpaid rent, property damage, or evictions. Tenant screening typically involves verifying identity, income, rental history, and creditworthiness. However, these requests must respect tenant privacy and adhere to fair housing laws.

Proper screening protects landlords’ interests while demonstrating professionalism and legal compliance throughout the leasing process.

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Key Documents Landlords Can Request During Screening

1. Photo Identification

• Purpose: To verify the applicant’s identity and prevent fraud.
• Acceptable forms: State-issued driver's license or ID card, passport, military ID.
• Note: Retain only copies necessary for record-keeping and ensure secure handling of personal data.

2. Rental Application Form

• This form should collect essential information including:

- Applicant’s full name and contact information. - Date of birth (for credit and background checks). - Social Security number. - Employment and income details. - Rental history (past landlord contacts, addresses, reasons for moving).

The rental application is the foundation of the screening process, allowing landlords to request verification documents.

3. Proof of Income

• Purpose: To ensure applicants have sufficient and stable income to pay rent.
• Common documents:

- Pay stubs (typically last 2-3 months). - Bank statements showing income deposits. - Employment verification letters on company letterhead. - Tax returns (if self-employed).

New Hampshire landlords often require monthly income to be at least 2.5 to 3 times the rent amount — proof helps substantiate this.

4. Credit Report Authorization

• Landlords may request permission to run a credit check through a reputable consumer reporting agency.
• The applicant must sign an authorization form complying with the Fair Credit Reporting Act (FCRA).
• Credit reports provide insight into financial responsibility, outstanding debts, and past delinquencies.

5. Background Check Authorization

• Separate or combined with credit checks, background screening may include:

- Criminal history. - Eviction records.

• Authorization must be obtained in writing to comply with FCRA and state privacy laws.

6. Rental History Verification

• Landlords can request direct permission to contact previous landlords or property management companies.
• Written references or letters from prior landlords confirming good payment history and property care are often submitted by applicants.
• Some landlords may keep a standardized form for previous landlords to complete.

7. Additional Documentation (Conditional)

Depending on unique circumstances or landlord policies, other documents may be requested, such as:

• Co-signer or guarantor information and documentation: If the applicant does not meet income or credit requirements.
• Pet documentation: Vaccination records or pet agreements if pets are allowed.
• Identification for all adult occupants: To verify all residents are screened.

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Legal and Practical Considerations in New Hampshire

Compliance With Fair Housing Laws

New Hampshire landlords must ensure that document requests do not discriminate based on race, color, national origin, religion, sex, familial status, disability, sexual orientation, or other protected classifications under federal and state laws.

Handling of Personal Information

• Landlords should maintain confidentiality and securely store sensitive documents.
• Retain only as long as necessary to evaluate the application.
• Dispose of discarded documents containing personal data through shredding or secure destruction.

Fees and Disclosures

• Applicants may be charged reasonable application fees to cover screening costs.
• Fees should be consistent for all applicants and comply with New Hampshire law regarding refundable portions or disclosures.
• Landlords must disclose to tenants which checks will be performed and obtain proper written consents.

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Summary

To effectively screen tenants in New Hampshire, landlords can request the following documents:

• Valid government-issued photo ID.
• Fully completed rental application form.
• Proof of income such as pay stubs, tax returns, or bank statements.
• Written authorization for credit and background screening.
• Rental history information or references from previous landlords.
• Additional documents when applicable, such as co-signer details.

Requesting these documents with clear communication and respect for privacy strengthens landlord screening processes while remaining compliant with New Hampshire’s legal requirements.

By collecting and carefully reviewing these applicant documents, landlords increase the likelihood of selecting tenants who will fulfill their lease obligations and maintain the property responsibly.