Everything You Need to Know About Renewal Screening Checks

As a landlord, ensuring the stability and security of your rental property is important. One key tool in achieving this is to screen tenants effectively.

However, while tenant screening is a common process, many landlords are unaware of the importance of performing renewal screening checks as well.

What Are Renewal Screening Checks?

A renewal screening check is a comprehensive evaluation of a current tenant's rental history, financial stability, and compliance with lease terms, typically conducted by landlords when the lease is nearing its expiration date.

The main goal of performing renewal screening checks is to make an informed decision regarding whether to renew the tenant’s lease or not.

Renewal screening checks are essential because they help landlords assess the suitability of tenants who wish to renew their leases. These checks foster open communication to nurture a positive landlord-tenant relationship.

The Benefits of Renewal Screening Checks for Landlords

Renewal screening checks offer several valuable benefits for landlords. These advantages can help you maintain a safe and stable rental experience. Here are some of the key benefits:

Tenant Continuity

Renewing the lease with an existing tenant who has consistently paid rent on time and maintained the property is always best. Keeping long-term tenants can provide continuity and stability. A renewal screening check allows you to confirm if the tenant still meets your criteria and is a good fit for the property.

Two people shaking hands over a desk

Reduced Vacancy and Turnover Costs

Finding new tenants can be time-consuming and expensive. Renewing the lease with a current tenant means you can avoid advertising, screening new applicants, and dealing with vacant periods. This can significantly reduce turnover costs and potential income loss.

Lower Risk of Problematic Tenants

A renewal screening check allows you to assess whether a tenant has been a responsible renter. This includes checking for any late payments, property damage, or lease violations. By identifying any red flags, you can avoid the risk of extending a lease to a troublesome tenant.

Streamlined Process

Renewing a lease with an existing tenant often involves less paperwork and administrative hassle than starting from scratch with new applicants. This streamlined process can save time and resources.

What to Check for During Renewal Screening

To make the most of the renewal screening process, it's important to know what to check for to ensure you don’t miss anything. Here's a checklist of what you should consider when evaluating your existing tenants:

Payment History

Review the tenant's payment history. Ensure they have consistently paid their rent on time and in full. Any late payments or consistent delays should be noted as a red flag.

Lease Violations

Check for any lease violations or complaints against the tenant. This includes issues related to noise, property damage beyond normal wear and tear, or any other breaches of the lease agreement. You may also talk to other tenants or neighbors regarding the tenants’ behavior to decide if they’re still a good fit for your residence.

A tenant inviting their landlord inside.

Property Condition

Assess the condition of the rental property. Make sure that the tenant has maintained it well and report any damage or repairs that may be necessary. If you have experienced damages due to neglect or bad behavior in the past, this is a clear sign that the tenants may not be abiding by the lease agreement.

Criminal Background Check

It's advisable to conduct a criminal background check to ensure that your tenant has not been involved in any criminal activities during their tenancy.


Evaluate the tenant's communication and cooperation. Consider their responsiveness to requests or concerns and their willingness to address any issues that may have arisen during their current lease.

Income Verification

If you had income requirements for your tenant when they initially signed the lease, it's essential to verify that their financial situation remains consistent. Ensure they still meet the income criteria.

Reference Checks

Consider contacting previous landlords to gather information about the tenant's history as a renter. This can provide valuable insights into their behavior and reliability.

A person at a desk writing while on a phone call

How to Make the Renewal Screening Process Smooth

A smooth renewal screening process is essential for maintaining a positive landlord-tenant relationship. Here are some tips to help you navigate this process efficiently:

Plan Ahead: Start the renewal process well in advance of the lease expiration date. This gives both you and the tenant time to review the terms and make necessary decisions.

Open Communication: Maintain open and honest communication with your tenant. Be approachable and responsive to their concerns and questions. Building a positive relationship can make the renewal process smoother.

Document Everything: Keep detailed records of all communications and the renewal process itself. This can be invaluable if any issues or disputes arise.

Use a Standardized Process: Develop a standardized renewal screening process that you apply consistently to all tenants. This ensures fairness and compliance with housing laws.

Include a Clause in Your Lease Agreement: Make sure that tenants are aware that a renewal screening check is needed should they wish to renew their leases after the first term expires. Including this clause in the original lease agreement will set expectations right from the start.

Assess the Property: Before the renewal process, assess the condition of the property. Address any necessary repairs or maintenance to ensure that the tenant has a comfortable living space.

Provide Notice: Be sure to provide tenants with proper notice regarding lease renewal terms and any changes. This allows them to make informed decisions about their living situation.

Be Flexible: Flexibility is essential in the renewal process. Be willing to negotiate and compromise on certain terms to reach an agreement that benefits both you and the tenant.

Follow Legal Guidelines: Always follow the local and state laws governing the renewal process, including any restrictions on screening criteria and eviction regulations.

Hire a Property Manager: If you are unsure about the legal aspects of renewal screening checks or lease terms, consider consulting with a professional property manager who is well-versed in landlord-tenant law.

A key in a door lock


Renewal screening checks play a vital role in ensuring a smooth and successful lease renewal process for landlords. By assessing the tenant's rental history, financial stability, and lease compliance, landlords can make informed decisions that benefit both parties.

Effective communication and a standardized process are key to maintaining a positive landlord-tenant relationship during the renewal process. Remember to follow legal guidelines, or if you’re not sure, work with a professional property manager instead.

Draper Realty is here to help! Get in touch with us if you have any questions.

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