Landlord Reference from an Apartment Complex?

Question

Hello all.  New landlord here reviewing applications on my first property.  I have a relatively promising application from a family that's currently living in an apartment complex (looking for more space).  Can I call the apartment complex for a landlord reference?  If so, is there any type of restriction regarding the information they're allowed to provide?  I'm sure it won't be the same as talking to another landlord, but I thought it was worth a 5 minute telephone call to make sure management hasn't had any issues with them over the last few years.  Your experience and insight is greatly appreciated!

Robert Johnston · Answer

@Marcia Maynard @Deanna McCormick @Wade Sikkink @Thomas S.

Just wanted to check back in and thank all of you for your input.  The result of this thread: A denied application!  The apartment complex did not complete most of the form that I sent over, but they DID note that the tenants were late on their rent 8 times over the last 23 months.  Although it did not result in any action on the part of management, it's an indication that the applicants are not responsible enough to do things timely.  On top of that, the applicants emailed me this morning asking to set up payment arrangements to cover the security deposit and first two months rent.  Two big red flags.  I could have ended up making a potential mistake taking them on as renters without your help!!  Thank you again - bullet dodged!

Robert Johnston · Answer

Thanks for the input everyone; this is extremely helpful as a first-time landlord.  I'm using a local realtor to handle the front end of this process since I'm brand new to this.  The only thing they do not handle is landlord reference checks because they prefer that information to be passed directly between landlords.  As a result, there's no landlord release form in their application.  So, I'll have to get that sorted out now that I have the knowledge from you guys (and gals).  Once I navigate this process, I'll go ahead and update this thread with my results!

Marcia Maynard · Answer

@Robert Johnston Absolutely call the current and previous landlords. Be prepared to send them the release of information statement that you had the tenant sign when they applied. The big companies won't release information without this. Show them you are professional by being ready to fax that form. Also, send them your prepared questions at the same time. They will respond most favorably to information sent in writing, but may take a few hours to do so, depending on how busy the staff is, so be patient.

Key questions:

What were the dates he/she rented from you?

Was his/her name on the rental agreement?

How many people lived in the unit?

What kind of pets did they have?

How many times were they late with their rent?

Did you have any problems with this tenant?

Did you ever serve them a legal notice to comply with the terms of the rental agreement? If so, for what reason?

Did they leave the place clean and without damages?

Do they currently owe any money? If so, how much? For rent, damages, other?

Would  you rent to this person again? [Typical answer will be... "Yes, if they qualify."]

Deanna McCormick · Answer

You will need to find a sample rental reference form.. you then have your applicant sign it and fill out name of complex they are living at,, this basically lets the complex fax you the completed form with the information you need on that.. but the applicant (s) need to sign it can be completed by former landlord.

Thomas S. · Answer

Most landlords have self imposed restrictions. Many are afraid of their own shadows, I mean tenants, and simply will say nothing as they have no regard for other landlords looking to screen applicants.

In the case of a company you ask and hope. You want to know if they have a clean payment record, are they being evicted, non renewed or asked to voluntarily leave and would they rent to them again.

Unfortunate this is a business where there is little regard or concern for others in our business and it is often difficult to find landlords that will be honest. Most small time/hobby landlords are afraid of the boogie man but in the case of a company they will have a strict in house policy regarding referrals.

The best question to ask is ... would you rent to them again.

Robert Johnston · Answer

Very much agree.  I've made the suggestion to the realtor that they start including such a form in their application packet.  It would save everyone the headache of having to go back and gather signatures later, which I had to do this morning.  Fingers crossed that they're not behind on their rent and didn't destroy their apartment!

Wade Sikkink · Answer

Make your life easier and include this in your application.  Our application has a section for previous landlord reference information and the disclaimer/release they agree to when they sign the application notes that we are free to contact the references they provide.

We have always had good luck when we call to check landlord references.  It's amazing that people will put their current landlord info on the application when they are behind on rent.  They must think that no one will actually check those references.

Robert Johnston · Answer

@Marcia Maynard Thank you so much for those details questions.  As an update, I found a generic release form online and tailored it to what I needed.  I added some of your questions to the form for extra coverage and it has been sent to the applicants to sign.  Everyone here was correct - the apartment complex requested a signed release.  Thanks everyone for your help!

Landlord Reference from an Apartment Complex?

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