When it comes to tenant screening, it's important to balance your right as a landlord to protect your property with compliance with Fair Housing laws and local regulations. Here's how to approach this situation:
1. Denying Based on Court Records
Yes, you can generally deny an applicant based on publicly available court records, such as evictions, judgments, or warrants in debt, as long as the information is accurate and you apply this standard consistently to all applicants. If you find that the court records contradict the background check (e.g., an eviction that isn’t reflected), you can use that information as part of your screening process. However, ensure that your decision does not violate any anti-discrimination laws or local ordinances.
Make sure that:
- The records are accurate and pertain to the applicant.
- You have established written criteria for tenant screening, which should include reasons for denial such as prior evictions, judgments, or debt-related issues. Applying the same criteria consistently helps protect you legally.
2. How to Deny the Applicant Tactfully
For the applicant whose family member was recently served with an eviction notice, it's wise to be cautious about how you communicate the denial. You don't want to disclose that you've conducted an extensive personal investigation into her situation, especially if you’ve gathered information not directly from the application process. Instead, focus on the criteria you’ve set for tenant approval.
Here’s a professional and neutral way to phrase your denial:
- Keep it General: "After reviewing your application, we have decided to move forward with other applicants who more closely meet our rental criteria."
- Be Polite and Final: "Thank you for your interest in the property. We wish you the best of luck in your search for housing."
This approach avoids any specific mention of what you found and keeps the denial grounded in general terms, which helps minimize the chance of confrontation or claims of discrimination.
3. Legal Considerations
- Fair Housing Laws: Ensure your reasons for denial comply with the Fair Housing Act, which prohibits discrimination based on race, color, religion, sex, disability, familial status, or national origin. Local laws may also include protections based on other factors such as source of income or eviction history.
- Disclosure Requirements: If you are using third-party screening services like SmartMove or another credit reporting agency, you must provide the applicant with an "adverse action" notice if you deny them based on the results. In this case, since you're denying based on your own research (court records), this may not apply, but it’s good to stay familiar with these rules.
4. Final Thoughts
While you have the right to deny applicants based on relevant court records, always do so in a consistent and fair manner. By setting clear screening criteria and using neutral language when communicating with applicants, you reduce the risk of legal issues and maintain professionalism.