What proper tenant vetting should include

The commonest mistake landlords make is treating vetting as a box to tick—as though running a credit check and phoning one reference counts as due diligence. Weeks later, a tenant stops paying rent or vanishes after breaking fixtures, and the owner realises the screening was nowhere near thorough enough. Proper vetting is methodical, cross-checked and documented. It takes time. Here's what that actually means in practice.

Register checks and proof of identity

Start with who the person is. Ask for a certified copy of their ID document (green book, smart card or passport). Check the name, date of birth and ID number against what they've written on the application form. Spelling slips or number mismatches are red flags—they may signal fraud or identity confusion.

Search the National Credit Regulator (NCR) database using their ID number to see whether they have a record of credit agreements and any defaults or disputes. This isn't a make-or-break check; many honest people have old defaults, especially in economic downturns. But the *pattern* matters: multiple recent defaults, unresolved judgments or active legal disputes suggest cash flow problems that will affect rent payment.

If they claim to own a business or are self-employed, ask for proof—a CIPC registration printout, a tax clearance certificate from SARS, or recent audited financials. Do not take "I'll get it to you later." If they can't produce it, their income claim is unverifiable.

Employment and income verification

Contact their employer directly—not via a number the applicant gives you. If they've listed a workplace, find the company's main switchboard or HR department phone number independently and call to confirm employment. Ask for their job title, how long they've been employed there and their approximate take-home pay or salary band. Most HR departments will not disclose exact figures for privacy reasons, but they will often confirm a range.

Request a recent payslip (last month or two) and a letter from their employer on headed paper stating their current salary, position and length of service. If they're a contractor, ask for invoices and a bank statement showing payments received over the past three to six months. If income is irregular or seasonal, average it over a full year.

As a rough guide, many landlords look for tenants whose monthly income is at least three to four times the monthly rent, though this will depend on your property, location and risk tolerance. The point is to have numbers you can compare; vague assurances are worthless.

Reference calls and the questions to ask

Contact at least two previous landlords, not just one. Do not use contact details the applicant provides; instead, search property databases or ask the letting agent who managed those properties to put you in touch. If you cannot reach a previous landlord, that's a warning sign—ask why.

When you reach a reference, ask specifically:

• How long did they rent and when did they leave?
• Did they pay rent on time, every month?
• Were there any complaints from neighbours or damage to the property?
• Would they re-rent to them?
• Were there any disputes at the end—over the deposit, maintenance, or move-out condition?

Listen for hesitation or diplomatic language ("they were fine" instead of "excellent"). Press politely if something feels evasive. A previous landlord who won't recommend them is as informative as one who will.

Also phone one personal or professional reference—a manager, professional colleague or community leader who knows their character. Ask whether they're trustworthy, reliable and handle their commitments.

Document and compare

Write down everything you've verified: the ID check result, the employment confirmation, the income proof, what each reference said, the NCR search outcome and any gaps or concerns. Do this for every applicant you interview. When you have multiple applications, this documentation lets you compare on fact, not feeling.

If a detail doesn't match—the employment dates on their CV differ from what HR said, or a reference won't confirm what the applicant claimed—investigate further before you decide. Vetting done properly is slower than a quick chat and a credit check, but it catches the gaps where problems hide. When you're ready to verify applicants and move forward confidently, Strove connects you with property managers who document every step of their screening process.