A property manager arranges twelve viewings for a two-bedroom flat. Four applicants turn out to have pets, which the landlord does not allow. Three want to move in two months after the flat is available. Two cannot provide references. By the end of the week, the manager has spent hours showing the flat to people who were never going to be able to rent it.
Screening before viewings saves time for property managers and applicants alike.
Step 1: publish the requirements
List the requirements for each property clearly on the listing: move-in date, maximum occupants, pet policy, whether the property suits sharers, and the referencing process. Applicants who do not meet them can decide not to apply. Questions applicants ask at this stage are covered in rental application questions answered before viewing.
Step 2: ask the same questions of everyone
Fair screening means consistency. Ask every applicant the same questions, based on the published requirements. This protects the applicants and the property manager.
Step 3: keep questions relevant
Useful screening questions include:
- When would you like to move in?
- How many people would live in the property?
- Do you have any pets?
- Are you able to provide references?
- Are you in a position to pass the referencing process described on the listing?
Avoid questions that are not relevant to the tenancy requirements.
Step 4: explain why
A short explanation helps: "So we can make sure the property suits your needs before you visit." Applicants appreciate not wasting their own time either.
Step 5: capture in conversation
SpideyChat for property management companies can ask the published screening questions at any hour and capture the answers for the team. The team makes all decisions; the assistant does not accept or reject applicants. Screening questions at front desks follow the same principle, described in receptionist screening questions.
Applicant: I'd like to view the two-bed flat on Park Road. Assistant: Thanks for your interest. The listing explains the requirements for this flat, including a move-in date from the 1st and no pets. So the team can arrange a viewing, could you share when you'd like to move in, how many people would live there and whether you have any pets?
Step 6: arrange viewings for suitable applicants
With screening answers in hand, the team can prioritise viewings for applicants who meet the requirements, and reply politely to those who do not.
Step 7: be clear with those who do not meet the criteria
A short, courteous reply explaining that the property does not suit their needs, and suggesting other listings if appropriate, leaves a good impression.
Fairness and consistency
Screening must be fair. Apply the same criteria to every applicant, base them on the published requirements for the property and keep a record of the questions asked. Avoid questions that are not relevant to whether the tenancy can go ahead. Consistent, documented screening protects applicants from unfair treatment and protects the property manager if a decision is ever questioned. It also makes the process quicker, because staff are not improvising questions for each enquiry.
Step 8: review the process
Look at how many screened applicants went on to rent. Adjust the published requirements and questions if needed. Landlords appreciate a well-run process, as described in landlords looking for a manager and what they ask.
Tenants after move-in
Once tenants move in, their questions change, as described in tenant questions that swamp property managers. A fair, clear screening process sets the tone for a good tenancy.
Setting up screening
Publish clear requirements on each listing, set the assistant to ask the same questions of every applicant and review the answers before booking viewings. The guides to installing the widget and training your bot explain the setup.