Tenancy application procedure
SOP template
Check this template against your local regulations and your own policies before you use it.
| SOP no. | Version | Effective date | |||
|---|---|---|---|---|---|
| Owner | Approver | Review date |
Purpose
To choose tenants fairly and consistently, and give the landlord the information they need to decide.
Scope
Every application for a rental property the agency manages.
Responsibilities
| Role | Responsibility |
|---|---|
| Property manager | Checks applications and recommends applicants to the landlord. |
| Landlord | Approves the tenant. |
Procedure
Take complete applications
Accept applications only on your standard form, and collect only what your local rules allow.
Check identity and income
Check identity documents and that the rent is affordable on their income.
Check rental history
Call previous landlords or agents, and check any tenancy database as your local rules allow.
Compare fairly
Compare applicants on the same criteria.
Caution: Never refuse an applicant because of a protected attribute such as race, religion, disability or family status.
Present to the landlord
Send the landlord a summary of the best applicants and get written approval.
Tell the applicants
Offer the property to the approved applicant, and tell the others promptly.
Records
- Each application and the checks done.
- The landlord’s written approval.
Related documents
- Move-in move-out checklist
Revision history
| Version | Date | What changed | Approved by |
|---|---|---|---|
