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How to Successfully Conduct Applicant Credit & Background Checks for Your Boca Raton Rental Property

Florida PMServices • Jul 17, 2020

In trying times, it’s imperative that you provide a home for people and protect your hard-earned investment. A rental background check is one of the most important steps that will help you do both. Looking into a prospective renter’s credit and background details will give you a good picture as to whether they would be someone you’d like to deal with often. After all, the best tenants are the ones who will stay in the property for a long time, pay their rent promptly every month, and take care of the house as if it were their own.

At Florida Property Management Services, we have a tried and tested three-part tenant screening process: background and credit checks, proof of income research, and character screening. Let me tell you more about the first part: how to successfully conduct background and credit checks:

Tenant Background Check

Before you start renting out your property, you need to write down your personal policy on who you’d accept as a tenant. This does not mean that you’ll discriminate against someone based on their race, country of origin, religion, gender, sexuality, or other characteristics. Rather, you need to determine when you should show compassion and where you draw the line with regards to someone’s criminal history.

Would you accept a tenant who had one minor misdemeanor decades ago? Would you accept someone with more than one mark on their criminal record? Would you accept someone with a more serious offense? By answering these questions and writing them down in a policy, you can be consistent in who you accept as a tenant based on the results of their background check. Be sure to have this policy checked by a lawyer as you wouldn’t want to be charged for discrimination. Plus, there may be some laws, such as the proximity of sex offenders to schools and parks, that may affect your property.

Once you have a prospective tenant, the next property management step is to get their written consent to a background check. At this point, you may ask them questions about their history or ask for references from previous landlords.

Afterward, you can do the tenant background check. You can do it yourself if you have the time and energy to do so. You can start with a simple Google search of the applicant’s name with terms like “arrests” or “mugshot”. This search may reveal some things, but not everything. So, it’s best to check other databases.

You can look for arrests and convictions in Florida’s Bureau of Criminal Apprehension database (or its equivalent in a different state, if your applicant is moving from interstate). You can also look at court searches and the sex offender list.

If this sounds time-consuming and confusing, Florida Property Management Service can take the stress away from you. We have a tenant screening service that will thoroughly comb through all the records for you.

Tenant Credit Check

You should also look at your prospective applicant’s credit history before accepting them as a renter. As with the background check, you need to have a policy about credit scores.

At Florida Property Management Services, we consider individuals with scores of 600 and above to be good candidates. This score indicates a minimum of a fair credit rating in both FICO and Vantage systems. They will be more likely to get loans and credit than those with lower scores.

However, you also need to look at the actual history when doing your credit check for renters. Have they had a consistent score or is this a new level for them? What circumstances have affected their credit rating?

As with the background check, you need to know when to show compassion and where to draw the line when doing a credit check for renters. Maybe this person had a bit of bad luck and they’re getting back on their feet again. Maybe they needed a few extensions on their medical bills. Maybe they forgot to pay rent a few times five years ago but they’ve been more consistent since then. A written policy allows you to be consistent with your decisions on who to accept based on their credit history.

Once you have this policy in place and you have written consent from your applicants, you can use a credit checking service. They’ll provide you with a detailed report for you to read. You can then accept or reject the applicant according to your policy.

If you have questions about how to conduct applicant checks or if you need more help, Florida Property Management Services would be happy to serve you. Plus, if your investment is in Boca Raton, Weston, Cape Coral, or nearby; we can help you manage it. Please contact us today.

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Renting a Property before Current Tenant Vacates

By Florida PMServices • 12 Apr, 2024

No question that one of the secrets for success in rental investment real estate is to minimize vacancies and turn overs. The longer a tenant stays in a property the better return on the investment. Ideally a tenant will rent a property once and stays there forever, renewing the lease agreement year over year. We all know this would be the goal in a perfect world but we also know is not reality and tenants will someday move out because of job relocations, purchasing a home or many other changes in life. When a tenant gives notice to move out at the end of the lease, most landlords want to put the property on the market right away to avoid or minimize vacant days in between tenants. Especially when the existing tenant is a good tenant that has taken care of the property and behaves professionally. Although this would be ideal that the existing tenants moves out on the last day of the month and the new tenant moves in a couple of days later, we are going to discuss why this is not a good practice and it may work against our investment goals. Here are some issues with trying to market and lease a property while occupied: If the landlord or agent is going to show the property entering the premises with tenant's permission and prior notice, a potential liability is created. You are showing the property basically to strangers that walk around the unit while tenant's personal belongings may be exposed or at an easy reach. What happens if the current tenant calls you later for example, stating that her new expensive gold watch and some jewelry , that was kept inside a drawer in her bedroom, disappeared. Or that the cell phone that he left charging in the kitchen is no longer there after your showed the property yesterday afternoon. Over the years we have heard, and thank God it has never happened to our company, that incidents like this have occurred. Our President, Gaston Reboredo, remembers that back in the early nineties the Realtor Association of Coral Gables (at the time) issued a warning to Realtors that there were two professional thieves posting as a couple wanting to lease expensive homes in the area and while one distracted the agent the other one went through drawers looking and stealing jewelry. So many things can happen and this liability is present when showing occupied units. maybe not the most important issue of the ones we are discussing today but one that must be taken into consideration. If on the contrary the current tenant is present at all showings, then it becomes a logistic problem. How do you show the property during business hours? Most likely your existing lease agreement gives you the ability to show the premises with sufficient notice to the tenant but you cannot force the current tenant to leave work to go to the unit for a showing. Then during the evenings and weekends how many times you bother the tenant? and how many times the tenant is not available at the precise time the prospective tenant wants to see the unit. The existing tenant may be running errands at the requested time of showing and the alternative time offered by the current tenant may not be good for the prospective tenant so the whole matter becomes a logistic nightmare. Let's say the current tenant is always available to show the unit, which is not reality, then another problem arises. Even the best tenant the most organized and clean person in the world when it comes time to moving a process of packing starts, putting things into boxes, stuff and boxes all over the house preparing for move out date. It is not easy to show a property while the current tenant is in the process of preparing to move out and it is very difficult for the property to be properly presented to the prospective tenant and for this prospective tenant to really see the unit and see it as his or her new home. Besides the issues discussed, even if we can deal with the liability stated in item 1 above and we have permission to access the unit at any time, we face another problem. Again even the best tenants that are Mr or Mrs Clean, have to run to work or school in the morning and if we are talking about families now they need to get the kids ready as well, not having enough time to have the premises in the best possible condition for a showing. It is not rare that you arrive to show a property to a prospective tenant and the pots and pans are dirty in the kitchen sink, the smell of a recently cooked meal is all over the place, towels on the bathroom floor and beds not made, not to mention the underwear that was unintentionally left somewhere. And if we are talking about evening showings in the middle of family dinner, kids doing homework or tenants watching TV, who by the way did not have enough time to prepare the home when they got back from work, we are looking at not ideal situations to present a property. Difficult to attract good new residents if the property cannot be showcased professionally and in the proper way. Also if your properties are not properly presented you will not only be wasting time in trying to rent them but your reputation as a landlord in the Realtor and Leasing community will be affected. Then we need to discuss other potential problems that may end up in legal liability to the landlord. Let's discuss a scenario where the current tenant was very cooperative, present at all showings and the home was pristine at every showing. Let's say the current tenant is leaving at the end of the month because of a job relocation out of the City, or another location in the same City, needing to rent a closer unit to the new employment location or because of the purchase of a home for the first time, achieving the dream of homeownership. Then you sign the lease with the new tenant to start the new tenancy during the first few days of the following month after current tenant vacates. What if the new place current tenant is moving to is not ready or the Home Owners Association required approval has not been issued and the move in date has to be delayed and current tenant cannot leave the premises before the start of the new lease with the new resident? what if the closing on the first home is delayed due to the numerous reasons real estate closings are delayed? In both cases current tenant will remain in the premises and yes you may be able to charge double rent by law or by lease agreement but the only way to force the current tenant to vacate is through an eviction process which may take in South Florida 30 to 45 days or more, depending in the area and if it is contested or not by the tenant. Meanwhile you have a contractual agreement with the new tenant to deliver the premises at certain date which now is going to be impossible but the new tenant already gave notice to vacate to that other landlord and is obliged to deliver the premises at the expiration of that rental agreement or face the same liability of double rent, eviction, etc. And it does not stop here, the new tenant may have arranged and paid deposits to move in companies, scheduled utility turn on services, requested mail forwarding, etc. You can see liability, legal costs and problems all over a situation like this, that happens very frequently. These are sonly ome of the problems all landlords face when trying to rent a property while tenant occupied, thinking they will be able to eliminate or significantly reduce the vacant time. In summary, best practices call for avoiding to show properties while rented to existing tenants. Plan properly, have your maintenance team ready to come in as soon as the existing tenant moves out and turn, in a couple of days or so, the property into rent ready condition so you can start marketing it to lease showcasing it in a clean, professional way, to attract good new residents in the shortest possible period of time . A property that is properly exposed to the rental market will rent faster, for more money and to better tenants with the least amount of problems to all parties. At the end you want a good new resident that pays rent on time, takes good care of the property and renews the rental agreement for as lomg as possible reducing the vacancy to the minimum on a long term basis.