How to check a manager's screening is more than a credit check

Many landlords assume a property manager's screening process begins and ends with a credit check. It doesn't—and relying on that alone leaves you exposed. A credit report tells you about someone's past debt behaviour, but it says nothing about their rental history, stability, income verification, or whether they've left properties damaged or unpaid rent. Managers who only pull credit are cutting corners, and you need to know what a thorough screening actually looks like before you hand over tenant selection to anyone.

Registers and documentation you should ask to see

Before a manager places a tenant in your property, ask them which public registers they've checked and request proof. This isn't invasive—it's your asset. A competent screener will have checked or verified:

• Credit bureau reports. Ask which bureau (typically TransUnion, Experian or Equifax) and request a copy of the report they pulled for this applicant. This confirms they actually ran the check and didn't just assume the applicant's word.
• CIPC records if the tenant is a business owner or director. You want to know if they've been struck off, placed under administration, or have serious compliance failures.
• Court records and judgments. Search for any eviction orders, small claims judgments or debt suits. Your manager should have done this in your province and be able to tell you the result.
• Reference checks done in writing. Don't accept "I called them"—ask for email or WhatsApp proof of reference contact. Better still, call the referees yourself to verify the responses are genuine.
• Proof of income. This might be recent payslips, an employment letter, or bank statements. The manager should have sighted originals and verified the employer if possible. Ask which documents they collected and why.
• Lease history. A thorough manager will contact at least two previous landlords and document those conversations. Ask for names, dates and what was said. If the applicant is a first-time renter, that's a risk flag—plan for it.

How to spot gaps in what they're doing

If your manager is vague about their process, that's a warning. Press them for specifics: "Which database did you use to check for judgments?" "Do you always verify employment, or only sometimes?" "What do you do if a reference doesn't respond?"

Listen for inconsistencies. If they say they check everything but can't show you documentation, they're not doing the work. If they've placed a tenant in 48 hours, they haven't done thorough screening—that's not speed, it's negligence. A proper vetting takes at least a week.

Ask them directly what disqualifies a tenant. Do they have a minimum credit score threshold? A debt-to-income ratio? A maximum time unemployed they'll accept? A clean slate should not mean no judgment—it means they've thought through risk and can explain their policy.

Phone a previous landlord reference yourself. Don't ask yes-or-no questions. Ask "Tell me about any maintenance issues" or "Were there ever rent delays?" and listen to what they volunteer. A reference who hesitates or gives vague praise can be as telling as one who raises red flags.

What to ask for in writing

Before placing a tenant, your manager should provide you with a written vetting summary showing:

• The date and source of the credit check
• Names of the referees contacted and their responses
• Any court records found (or confirmation that none were found)
• A summary of income verification—what document was seen and whether income covers rent by the multiple they use
• Their recommendation and reasoning

If they won't put it in writing, they're leaving themselves and you with no record of due diligence. That matters when problems arise later.

The difference between a basic credit check and real screening is layers of verification. A manager who takes screening seriously views it as your protection and theirs. When you're comparing managers, ask these questions early—it's a clearer indicator of diligence than a glossy website or promises. On Strove, you can vet property managers' approach before you hire them and read what other landlords found out about their actual process.