Processing tenancy applications is more than just making sure all the right boxes have been ticked. You may have notes. For good property management practice, you should be making detailed notes to help with the tenancy screening process.
Take accurate notes of the following details on a separate document:
Landlord references
Record the name/s as well as the date and time when you spoke with the references. Take note of details such as issues with rent payment, if they have pets, etc.
Employment details
How long have they been in employment? How much is their income? Also record the name of person confirming and the date and time you spoke with them.
Personal references
Note the comments about what was said, the names of the references, and the date and time you spoke with them.
National Tenancy Database checks
Ensure that you have printed off a copy from the Internet database to prove that you have done the check even if nothing is found.
Confirmation with the tenant
Confirming the application with the successful applicant, the lease term, start date, rent amount, pet details and any other relevant information.
Ensuring that all details are properly recorded at the application processing stage makes good sense and gives you peace of mind should you face any disputes later on.
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