Best Practices for Communicating Screening Policies to Rental Guests

One of your main responsibilities as a property manager is communicating with potential and current renters. From answering questions about the property to completing the rental agreement paperwork, there are many steps involved when it comes to considering and approving renters who inquire about your property. 

One of the most important steps when communicating with an inquirer is the screening process. Rental screening helps to make property managers aware of any red flags about an applicant that could prevent them from approving the rental. The screening involves basic identity checks as well as info about previous rental experience and even criminal history. 

Screening your guests before approving them is extremely important, as it can protect you from property damage, complaints from neighbors, and other expensive and time-consuming issues. However, broaching the topic of guest screening with your applicants can be difficult.    

Tips for Pre-Rental Screening Communication

Are you unsure of how to present your guest screening policy to potential renters in a kind and respectful way? Letting your guests know that you’ll be performing a screening process doesn’t have to damage their trust. In fact, it could even be an important part of building trust with your guests. 

At Safely, we understand that communicating with guests about pre-rental screening can be uncomfortable for property managers. Also, it can be difficult to know how detailed your screening process should be and what level of transparency you should practice when communicating to potential guests about it. 

Take a look at our top tips for approaching the topic of guest screening with your inquirers. 

Denote Your Guest Screening Policy in the Description

The most obvious strategy for communicating your guest screening policy is by listing it clearly in the description of your rental home. Whether your property is listed on a single rental platform or multiple platforms, make sure that applicants can clearly see your screening policy alongside other basic info about the home. 

If your platform allows it, you can go a step further by requiring your applicants to check a box saying they have read and understand your guest screening policy before submitting their application. 

Include Detailed Screening Info in Your Rental Agreement

If you get to the point of drafting and signing a rental agreement with an interested party, you’ve probably already gone through the guest screening process and have approved them for rental. 

However, it’s still a good rule of thumb to have them sign off retroactively on the guest screening. This way, you’re completely protected in the event that something goes awry with the renter and you end up in legal trouble. 

Be Open to Questions

Potential renters will often have questions for the host before sending a booking request, and some of those questions may be centered around your guest screening policy. 

These questions may come from renters who are new to renting properties or have never come across a guest screening process in their rental history. Don’t hesitate to answer any questions to the best of your ability. Just as it’s your right to perform a basic screening, it’s your guest’s right to understand what information will be gathered about them before it happens. 

Remain Understanding but Firm

You may communicate with some potential renters who express concern or discomfort with your guest screening policy. While you may be inclined to waive the screening to keep them comfortable or to secure their business, remember why guest screening is important and remain firm. Remind them that the screening process is not at all personal and is strictly a matter of policy. 

Use Rental Screening to Build Trust With Guests

Some potential renters may be confused or turned off by your guest screening policy. However, you may notice that others respect its importance and are happy to follow the rules. 

In cases like these, the guest screening process can actually increase the level of trust between you and the renter as your renter can see that safety is a high priority for you. This is especially true if you have other safety measures in place that specifically benefit the renter, such as home security systems and customized codes.  

Keep an Eye Out for Red Flags

It’s normal for some renters to have misgivings or questions about your guest screening policy and why it is necessary. However, if a potential renter gets overly heated or defensive, threatens you, or makes accusations about legality during your communication, it’s likely that this renter has something to hide that would be exposed by your rental screening.

In situations like these, take the extreme behavior as a red flag and simply cease communication. This individual’s communication style is probably not worth dealing with even if they were to pass the guest screening. 

What Should Vacation Rental Guest Screening Look Like?

How should you go about screening your guests before approving them for rental? Your first step should be signing up for Safely guest screening services. Through our secure online platform, you can confirm your inquiring renter’s identity and check for their information on a variety of international watchlists and databases.

In addition to using Safely’s automated screening, take the time to determine what information you personally need from your rental applicants in order to feel comfortable approving them. Questions like “How do you plan to use the rental?” and “What is the purpose of your visit to town?” can help you get to know them better and understand their intentions. 

Protect Yourself From Problem Renters With Safely 

Bad renters can do more than just consume your time and energy. In some cases, they can create expensive and long-lasting property damage or tarnish the reputation of your rental property. 

With guest screening from Safely, you can be extra careful about who you rent to and enjoy the peace of mind that comes with a comprehensive background check. We worry about the what-ifs so you can focus on the parts of the job that you love. Contact us at Safely today to learn more about guest screening and short-term rental insurance.