Hi fellow LL,

Can't believe it's been almost 20 years that I've been renting out apartments. I wonder if my tenant search process could be improved. Here's how I do it. First I post ads online; Zillow, Craigslist, etc with pictures and my number. When prospects call, I do a brief 3 minute phone screening checking their income, family size, reason for moving out, etc, then I schedule the date for them to view the apartments. They show up to see the apartment and fill out the application and show proof of income/ID. I take a few days to check everything. If it looks good, I schedule the date to sign the lease with them.

I receive most prospects from Zillow, Hotpad, and Trulia. Many prospects ask for online application through Zillow. It sounds odd to me that someone want to apply for the place even before seeing it. I think I could be wasting my time screening them using their online application to find out later that they don't like apartment when they see it in person. To me, it makes more sense for them to see the place first before applying. However what if I'm wrong? Maybe accepting their online applications would encourage them to actually show up to see the place to increase the rate of showing up (half is a no show). I don't have to spend time on their applications until they physically show up and confirm that they want to move forward with their applications.

What do you guys think? How do you deal with the tenant search process? Please share your thoughts/experience. Thanks.

I used to do it that way. Lots of time taken up that I didn't have to spend. Now i do it reverse of that. mostly due to:

1. I don't have any time to waste

2. The extremely militantly pro tenant atmosphere here

They have to qualify BEFORE they see the unit all via automated forms. I spend zero time jabberjawing on the phone. I scan their social media for anti social behavior.

I also post PLENTY of photos so they can see what it's like.

My Zillow add asks:

1) Who would be living there

2) Profession & income for each adult

3) Credit score for each adult

4) Breed and age for any pet

Some inquire with the details. Those that don't receive a saved reply asking for the same information. I'm done if they don't respond. The responders are either invited to view the apartment or receive a saved reply rejection.

Out of 80, only three called me. I'm not sure why they aren't messaging you.

I only want to talk to them after they view apartment and express interest. I directed them to Zillow application at that point.

Congrats on looking for ways to automate your business, save time, save money, and get more freedom!

I would start first by automating your pre-screening process. There are tons of free websites out there that will ask all of the questions you are asking on the phone. When someone calls, texts, or emails, simply copy and paste the link. soemthing like this:

"Hi, thank you for your interest in our property at 123 Anywhere Ave. To schedule a tour, please fill out this brief form telling us a little about yourself. Here's the link (insert link)"

Then if they fill it out, you review it and if they're good, follow up with the tour, again via text/email. No need to talk to anyone yet at this point.

Once they tour, THEN direct them to your online application.

What I've learned over 17 years is that out of 100 responses, only about 5-8 get to the "I did a tour and truly want to apply" stage. It saves mountains of time to automate sifting through the unqualified.

Why do they ask for applications? I really don't know, but I do know that on every ad Zillow offers three "clicky" buttons. One of them is, "Request Application." Some leads probably go down a list of 30 available rentals and click "Request Application" on every one of them because it requires almost no time or effort, but it makes them look more "serious" to the land lord vs. someone who just clicks "Send Me More Info".

I don't try to analyze their psychology. I simply follow my procedure, like any good business. Everyone needs to fill out the pre-screening app to get a tour, then they get a tour, then they get to apply. Step 1, Step 2, Step 3....it works the same for everyone. If they ask other questions, I still send them the SAME THING. I only start answering specific questions AFTER they are ready to apply, and 95% of their questions are already answered in my ad, so my answer is "Please see our ad for answers to this question and many other helpful items." Again, copy/paste into a text and/or email.

Consider this to help you save time and be more profitable!

I used to do it like you. Had a lot of frustration and wasted time.

Now I put in the ads that they should inquire by sending an email. And every photo has the email watermarked on them. That email address has only one purpose - to send an automated vacation response that is "thank you for your interest..." and a link to a pre-screening questionnaire. You can ask the basic questions there that you ask on the phone - get the same information without all the extra stuff & without being constantly on the phone. And, it's the same for everybody. No accidentally asking one person one thing and another person something else = no discrimination.

If they respond to those questions with bad answers, they get an automated reply that they do not meet minimum qualification requirement (I have no clue how to set that up - a computer genius did it for me - but it is REALLY nice!). Without this, you would have to copy and paste a pre-written reply to them.

Only if they respond with good answers, I get the pre-qual. info to my main email, and that is the first time I have actual contact with them. I will email (copy & paste) a link with a short, friendly message (thank you for your interest...) and a link to schedule a viewing - on my website, where I put specific time/day options that work for me.

I will also attempt to call them when I send the viewing schedule link. That way I can get a feel for who they are, ask if they have any questions at this time, let them know I'm a real, friendly person-not a scam, learn a little about their situation, listen for background sounds, etc.

Once the viewing is complete (in person or by video call if they are far away), if they are interested in applying I send them a link to the application. It requires them to upload pay stubs, ID, a current utility bill, bank statements, etc. After ALL those thing are received, and I have received the application fee (google pay or zelle)-only then do I begin to process the application.

I am predicting the next 10 years of business to be 10 fold more profitable than the first 20 years!!!

Why?

Thank you everyone for your reply.

mapleaf18[NY], ok reverse it. Got it.

MG[NJ], cool. I don't know that Zillow allows additional questions. I'll explore that.

Sid[MO], I like the interview link idea. Thanks. The only drawback is that my most favorite pool of tenants, older folks, might not know how to use it. Nice to know that you also let prospects see the place before doing the application. In my area, out of 100 responses, maybe around 7-8 apply.

DJ[VA], email sounds cool. Your area must have lots of young folks who know how to use emails. About half of my tenants don't use emails because they're the older generation (my favorite tenant pool). Ok you also let them view the place before doing the application. Good to know.

Ray-N-Pa [PA], hope you're right Ray :-) I need to be very careful on tenant screening because Chicago landlord tenant laws are unfair against landlords. Better have a vacant unit than a unit with bad tenants.

I really need to get automated.

It is more than a little daunting when trying to get started.

Only 23 doors. Not enough income yet to justify spending lots on a yearly subscription based program.

When I place online ads, the first sentence says to read the description in full to the bottom. At the bottom it says how to contact me by email. If the prospect sends me only the auto reply from the web site, they have automatically disqualified themselves because they did not follow directions.

When I place online ads, the first sentence says to read the description in full to the bottom. At the bottom it says how to contact me by email. If the prospect sends me only the auto reply from the web site, they have automatically disqualified themselves because they did not follow directions.

Just got some good insights.

I recently developed a google form which asks for credit, and other basic info as well as time to tour apartment.

I send them to this form after our first contact thru phone.

It was very interesting to read everyone's process. I have not used the Zillow application but will consider that for next time. It sounds like it could be a time saver.

In my last four-five turnovers, I told the tenants leaving that if they found a new tenant who qualified and signed a lease, I would give them $200. No advertising. No multiple people interested. A 3-7 day turnaround time from the old tenant leaving to the new tenant moving in.

My rentals are mostly 2/2 half duplexes and working class tenants. Some barely have the income to qualify.

Chicago LL and others,

I used to do it that way. TONS of frustration, no shows, missed dinners, and lousy applications. HOURS on the phone and had to jump every time it rang - don't want to miss that great resident!

We are approving a mere 1.5 apps out of 10 paid apps. I figure in an open house or traditional showing less than half the prospects submit an app.

So I would have spent MY time and MY life on 30 people to find the ONE who qualifies.

Besides, they lie, even Class A renters. They only tell you want they think YOU want to hear. They hide the truth.

Traditional showings waste the LL's time on deadbeats who don't have a chance and LookyLous. Pre-screening helps but again, that is eating up the LL's TIME.

I studied what people WANT. They want it easy and on their phone. They do NOT want to meet the LL unless they have a sob story to get the LL to take them.

We put ads on Zillow and post the homes on our website.

Tons of photos, walkthru videos, leave a few lights on and tilt the blinds so they can see in. leave a few lights on, and if it is vacant walk around and peek in the windows, and a link to our FULL application.

We charge for the app.

MANY people submit an app and pay the fee without even doing a drive-by.

If you have to talk to them your ad does not say enough.

No pre-screening.

We START with their written, paid app.

We call those who are pre-approved and ask their interest and their funds.

We give them a lockbox code and tell them if they still want the home to tell us IMMEDIATELY before someone else does.

They deliver the move in funds to MY Deposit Only account.

They sign via Docusign.

When both of these are accomplished we change the locks (iCore from LandlordLocks.com) and change the code just for them.

They can enter the home any time day or night with that new code.

when all is good I send a helper ($20) to do the 2 Minute In Home Visit so I KNOW their cleaning and pet habits.

Please note: I have only spent ANY time on applicants who are approved

AND

I have never met them in person.

We have done this system for the past several HUNDRED leases. New residents tell us they LOVE it! SO simple and easy!

*I* love spending less time on deadbeats.

Our fee is a mere $25 for 2 adults on the app. Cheap!

I pay a helper and average of $6 per app to screen - because MOST do not make it past the first 2 steps - court records and pay stubs. So I PROFIT an average of $19 per app.

The app shows them 6 basic criteria we will not accept but they submit and pay anyway.

Other LLs are whining about no good prospects but we are getting OUR homes filled, quickly, while traditional LLs are driving across town, waiting for no shows, spending time on folks who have NO CHANCE of qualifying...

I have not even mentioned the safety factor! Alone with strangers.

Step up to safer, easier renting.

BRAD