Rental references are one of the most valuable tools in your tenant screening arsenal, but only if you know how to use them properly. A quick phone call asking "were they a good tenant?" barely scratches the surface. Structured, thoughtful reference checks can reveal patterns of behaviour that predict how an applicant will treat your property and whether they'll pay rent reliably.
Questions to Ask Previous Landlords
When speaking with a previous landlord or property manager, your questions should cover three core areas: payment reliability, property care, and tenancy conduct. Here are the key questions to ask:
- Was rent consistently paid on time? If not, how often was it late and by how many days?
- In what condition was the property left? Was the full bond returned, or were deductions necessary?
- Were there any complaints from neighbours about noise, parking, or antisocial behaviour?
- Did the tenant report maintenance issues promptly and allow reasonable access for repairs?
- How much notice did they give before vacating? Did they honour the terms of the lease?
- Would you rent to this person again? This is often the most revealing question -- listen not just to the answer but to the hesitation or enthusiasm behind it.
Always request references from the two most recent landlords. The current landlord may have an incentive to give a positive reference to a difficult tenant they want to move on, so the second-most-recent reference is often more candid.
Questions to Ask Employers
Employment references primarily verify income stability. Keep your questions focused and professional:
- Can you confirm the applicant's role and employment start date?
- Is the position permanent, casual, or contract-based? If contract, when does it end?
- Can you confirm their approximate salary or hourly rate? (Many employers will only confirm a range.)
- Is there any reason to believe employment may not continue? (e.g., restructuring, probation period)
Be aware that some employers will only confirm dates and position title due to company privacy policies. In these cases, payslips and an employment contract become more important as supporting evidence.
Red Flags in References
Watch for these warning signs during reference checks:
- Vague or evasive answers. A previous landlord who avoids specifics or says "I'd rather not comment" may be unable to say anything positive.
- Inconsistencies with the application. If the applicant listed their tenancy as two years but the landlord says it was eight months, that's a serious concern.
- Reference phone numbers that go to mobiles rather than offices. Legitimate property managers and employers typically have landlines or official numbers.
- Overly rehearsed or identical responses. If a "landlord" and "employer" give suspiciously similar answers or use the same phrases, they may be the same person.
- Late rent acknowledged but minimised. "Only late a few times" can mean very different things -- always ask for specifics.
Verifying Reference Authenticity
Fraudulent references are more common than many landlords realise. To protect yourself:
- Cross-reference contact details independently. Look up the property management agency or employer online and call their main number rather than the number provided on the application.
- Check that the referee's identity matches. Ask the referee to confirm the applicant's full name and the property address before you share any details.
- Verify property ownership. If the reference is from a private landlord, you can check state land title records to confirm they own the property at the address listed.
- Use a consistent process. Calling references rather than accepting written references reduces the risk of fabrication.
Documenting Reference Checks
Always keep written records of your reference checks. Note the date, time, who you spoke with, their relationship to the applicant, and a summary of the conversation. This documentation serves several purposes:
- It protects you if your decision is ever challenged on anti-discrimination grounds.
- It creates an audit trail for your own records, especially useful if managing multiple properties.
- It helps you compare applicants objectively when you have several strong candidates.
Abode's application management system lets you track all applicant communications and decisions in one place, making it straightforward to maintain thorough records without additional paperwork. Every status change, note, and decision is logged automatically as part of the screening workflow.