Topic: Trouble Getting Rental Verifications

I've been in the business about 5 years and that sometimes is the hardest thing to get from another property, unless they really want that tenant gone. I've been the person taking forever as well sometimes, but I think it needs to be addressed because that is a crucial point of our business a mutual respect from one to another.

When you send the Verification form to the other property is it because you are you working in the affordable housing market? Since those are required, and the application cannot be approved unless all verifications are back, I would add that info to the request. For Market Rate properties, I know some properties are busy and sometimes this gets pushed to the wayside. Try using a bit of humor on your fax cover sheet with some fun cartoon artwork - if the request comes in with some happy little pic, people might notice and respond quicker. : )

We are seeing more companies not even due rental verification. Trying to get information or information that is accurate is difficult. Because of the litigious nature of verifications, companies and even lenders are hesitant to provide usable and relevant information. You are correct in the assumption if a landlord wants to get rid of someone, they may say they are "ok." This is where ethics comes into play, and not all managers live by the same ethics of the rest of us. Landlords are also afraid a bad reference will come back to bite them from unfavorable information. Had an issue one time where we found a resident raising snakes in our apartment. I checked the file to find out the reference came back favorable. When I contacted the property they said, "Oh yes, we knew about the snakes." They didn't want the person renting their apartment either. It's a catch 22 and an issue we have been struggling with for some time and will continue to do it. Damned if you do...damned if you don't.

I make sure my applicants know that they will not be able to move in until the rental verification comes back from our independent screening company.

Most applicants ask how long the screening process takes, so I answer their question by letting them know the time it takes depends upon how long it takes the references they have listed on their application to answer our calls.

One very important thing I have learned is that it's not the most recent previous landlord that I want information from, but the one before them. The most recent landlord has good reason for not wanting to give a bad reference- if the resident can't find another place they wont move out. Call the landlords prior to the most recent one for the best idea about what kind of tenant your applicant will be.

Utilize your rental agreement. If you have a tenant raising snakes, did they pay the pet deposit for each one? If not, issue a pet violation notice. If they are selling these snakes, does your rental agreement allow for them to do business from your dwelling?

Do unit inspections. We do ours annually, but if there is a suspected problem with a tenant, we will do them more often.

Personally, I don't mind if a resident has pet snakes. If they paid their deposits and keep their unit clean, quiet, caged, snakes are preferable to smelly barking dogs.

Get to know your fellow landlords. Be friendly when you check your comps during market surveys. Attend local landlord forums. Other landlords are less likely to lie to you and send bad tenants your way when they know you.

I once took a class on this very topic where the attorney leading the class asked us why we were afraid of being sued for giving our opinion and/or answering a question factually. For example, the question, "Would you rent to this person again?" is really an opinion-related question. If YOU wouldn't rent to this person again, then say so, he said. After all, you are entitled to your opinion. Frankly, I agreed. Another example is the question, "Did the person pay rent on time?" Easy - either yes, they did, or no, they did not. There is no need to embelish in any other way. The problem is that people will sue or thresten to sue over the littlest things, and yes, my management company does not provide verifications other than the dates of occupancy for that reason for the conventional properties. However, for the Section 8 properties, Applicants can't be approved until the verifications have been received from prior landlord(s). But I still smile when I remember that attorney looking at us and asking us if we were not entitled to our opinions.

For my community, the "would you rent again" question is easy and does not involve my opinion. If they meet our criteria, we would, and should, rent to them.

Personal opinion is not part of our qualification criteria.

All of the information is taken straight from their file. If they have more than four non-compliance notices of the same type, we would not rent to them again. If they have more than four late payments, we would not re-rent. If they have a pet snake or pet spider and the manager is afraid of it and thus doesn't like them, tough. It is our job as community managers to be professional and leave our personal opinions out of the office.

Even if a prospect doesn't meet our criteria, we still treat them the same way we would anyone else. That's the law, and it's not subjective.

I have had some good luck lately with asking if I may get the reference by email, instead of fax. I scan and email the application and questions, and have had better luck. I can only assume it is because they are in the email a number of times a day versus walking to an old fashioned fax. I can really get the answer in just a few quick questions. If that brings up other questions, you can always email again.