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Quick Guide to Effective Tenant Screening in Philadelphia PA

Screening tenants is a crucial step in managing rental properties, especially in a bustling city like Philadelphia, PA. Effective tenant screening not only ensures a harmonious landlord-tenant relationship, but also minimizes the risk of rental income loss and property damage.

This guide will provide a comprehensive overview of how Philadelphia landlords can conduct thorough tenant screenings, ensuring that they find responsible and reliable tenants for their properties.

What Is Tenant Screening?

Tenant screening is the process of assessing rental applicants to find one suitable for your property. It involves reviewing their financial stability, rental history, and overall reliability. The goal is to find tenants who will pay rent on time, maintain the property, and abide by the lease terms.

Legal Considerations in Philadelphia, PA

Before diving into the screening process, it's essential to understand the legal landscape in Philadelphia to avoid any potential legal issues.

The Fair Housing Act and the Pennsylvania Landlord and Tenant Act of 1951 are two key pieces of legislation that landlords must adhere to. These laws prohibit discrimination based on race, color, religion, national origin, sex, familial status, or disability.

Furthermore, Philadelphia has local ordinances that also affect the screening process, so it's crucial to stay informed about local laws.

Renters' Access Act

The city of Philadelphia has a specific set of guidelines for screening criteria. To support access to fair housing, the Act includes uniform screening criteria for rental and credit history. You can learn more about that on the City of Philadelphia website.

Step-by-Step Tenant Screening Process

1. Pre-Screening

Pre-screening begins the moment you advertise your rental property. Be clear about your requirements in the listing (e.g., no smoking, pet policy) to attract the right candidates. This step can save time by filtering out unsuitable applicants before the formal screening process begins.

A dog resting on a couch.

2. Rental Application

Require all interested parties to fill out a detailed rental application. This should include personal information, employment history, current and past landlords, and references. Ensure that the application includes a consent form for background and credit checks.

3. Credit and Background Checks

Credit checks provide insight into a candidate's financial responsibility, while background checks can reveal any past criminal activity.

In Philadelphia, landlords must follow specific guidelines when conducting these checks, ensuring they have written consent from the applicant and that they use the information fairly and within the bounds of the law.

4. Employment and Income Verification

Confirming an applicant's employment status and income is essential to ensure they can afford the rent.

Generally, the tenant's monthly income should be at least three times the monthly rent. This can be verified through pay stubs, bank statements, or contacting their employer directly.

5. Rental History and References

Contacting previous landlords can provide valuable insights into the tenant's reliability, payment history, and any potential issues. Additionally, personal references can offer a more rounded view of the applicant's character and behavior. This will make sure you’re picking a reliable and stable long-term tenant for your property.

A landlord on a phone call.

Best Practices for Tenant Screening in Philadelphia, PA

  • Local Resources: Utilize local resources, such as Philadelphia-based tenant screening services or landlord associations, which can provide valuable tools and support tailored to the Philadelphia rental market.
  • Communication: Clearly communicate the screening process and criteria to prospective tenants. Transparency can help build trust and attract responsible tenants.
  • Privacy: Handle all personal information with care, following privacy laws and ensuring that sensitive data is securely stored or disposed of.
  • Professionalism: Conduct the screening process professionally, respecting applicants' rights and dignity. This approach can enhance your reputation as a landlord.
  • Consistency: Apply the same screening criteria to all applicants to avoid discrimination claims. Keep detailed records of your screening process for each applicant.

How Can Property Managers Help in Tenant Screening

Property managers can be invaluable assets in the tenant screening process, especially for landlords who may not have the time, resources, or expertise to conduct thorough screenings themselves. Here's how property managers can assist in ensuring that you find the best tenants for your Philadelphia PA rental properties:

Expertise in Local Regulations

Property managers are well-versed in local, state, and federal housing laws, including those specific to Philadelphia, such as the Fair Housing Act and the Pennsylvania Landlord and Tenant Act. They ensure that the screening process complies with these laws, thereby reducing the risk of legal issues arising from unintentional discrimination or privacy violations.

A judge’s gavel.

Efficient Screening Processes

Professional property managers have established screening processes that are both efficient and effective. They often have subscriptions to high-quality screening services, allowing them to quickly conduct comprehensive background and credit checks. This efficiency helps fill vacancies faster while maintaining high tenant quality standards.

Objective and Professional Evaluations

Property managers bring objectivity to the screening process. Their experience allows them to evaluate applicants based on factual data and established criteria rather than emotional or gut reactions. This professional approach can lead to more consistent and fair assessments of potential tenants.

Time and Stress Reduction

Screening tenants can be time-consuming and stressful, especially for landlords with multiple properties or those who have other full-time responsibilities. Property managers take on this burden, conducting all aspects of the screening process from initial inquiries to finalizing lease agreements, thereby freeing landlords to focus on other tasks or investments.

Networking and Marketing

Experienced property managers have extensive networks and marketing strategies to attract a wide pool of applicants. This not only increases the chances of finding suitable tenants but also helps in quickly filling vacancies, thus reducing potential income loss due to unoccupied properties.

Detailed Documentation and Record-Keeping

Finally, property managers ensure that all steps of the screening process are thoroughly documented, which is crucial in case of disputes or legal challenges. This detailed record-keeping provides landlords with peace of mind and legal protection.


Effective tenant screening is a critical component of successful property management in Philadelphia, PA. By following the tips mentioned above, landlords can significantly increase their chances of finding reliable tenants, ensuring steady rental income, and maintaining the condition of their properties. With the right approach, you can build positive, long-lasting relationships with your tenants and ensure a smooth and profitable rental experience.

To make things easier, it's best to work with a reliable property management company. Contact TrustArt Realty for your property management needs, and we will be happy to assist you!


I am so glad that we went with TrustArt Realty. They have been very helpful and have made the process of renovating and renting our property very easy and simple. Yuriy and the management team are transparent about each step of the property management process and ensure that the client is fully aware of how things work. I recommend them to anyone who is looking for a property management company.

Asley Cruz Rental Property Owner