Can the form be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the four-part validity test is met: intent, consent, attribution, and record retention.

Do I need the applicant’s full SSN?

Full SSN may be required by some screening vendors to obtain accurate credit reports, but collect only what is necessary and secure it; consider using last-four when vendor support allows.

What disclosures are required before ordering reports?

Under the Fair Credit Reporting Act (15 U.S.C. §1681), provide a clear disclosure and obtain written authorization before obtaining a consumer report, and furnish an adverse-action notice if you rely on that report.

How long must I keep screening records?

Retain records per applicable federal and state rules; a common baseline is at least three years, and HIPAA requires six years for covered health data (45 CFR §164.530(j)).

What if information in reports is disputed?

If an applicant disputes report accuracy, follow the FCRA reinvestigation procedures; generally the reporting agency has 30 days to investigate (15 U.S.C. §1681i).

When is notarization required?

Notarization is uncommon for routine screening statements; use a notary only if state law or your internal policy requires a notarized affidavit for a particular verification.

Electronic Signature
Templates
Miscellaneous
Tenant Screening Statement

Tenant Screening Statement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

TENANT SCREENING STATEMENT

Parties and Recitals

This Tenant Screening Statement (the "Statement") is entered into between Screening Provider: and Applicant Name: (collectively, the "Parties").

WHEREAS, Applicant has applied for tenancy or continued tenancy at a property managed or owned by Screening Provider; and

WHEREAS, Applicant seeks and authorizes screening services including credit, civil, criminal and eviction record checks, and Screening Provider will obtain such reports from consumer reporting agencies and other lawful sources; and

WHEREAS, the Parties desire to set forth the scope, fees, terms and conditions governing the screening process and the handling of screening results.

Applicant Information

Current Address

Date of Birth:

Last 4 of SSN:

Contact

Scope of Work

Screening Provider will perform the screening services described below, subject to the terms of this Statement. The services shall include the collection, verification and reporting of consumer screening information as authorized by Applicant.

Detailed Scope

Authorization and Consent

Applicant certifies that the information provided in this Statement is true and correct. Applicant authorizes Screening Provider and any designated agents to obtain consumer reports and other records necessary to evaluate Applicant's rental application and to provide such reports to the named landlord or property manager.

Screening authorizations (check all that apply): Credit report and credit score Criminal background check Eviction and civil records search Employment and rental history verification

Screening Results

Screening Provider will summarize findings below and deliver a screening report to the requesting landlord or property manager. Applicant will be notified in the event of any adverse action as required by law.

Summary of Results

Credit Score:

Adverse Findings:

Payment Terms

Applicant agrees to pay the screening fee and any ancillary charges as provided below. Fees are non-refundable except as provided by applicable law.

Screening Fee Amount Payment Schedule Late Fee

Term and Termination

This Statement is effective as of the Start Date and will continue until completion of the screening services or earlier termination as provided herein.

Start Date:

End Date:

Notice Period:

Either Party may terminate this Statement for material breach if the breach remains uncured for the Notice Period following written notice. Termination will not relieve Applicant of payment obligations for services rendered prior to termination.

Confidentiality

Screening Provider shall maintain the confidentiality of Applicant's personal information and screening reports and shall use such information solely for purposes permitted under this Statement and applicable law. Screening Provider will implement commercially reasonable safeguards to protect personal data and will not disclose screening reports except to the landlord, property manager, or as required by law.

Governing Law

This Statement shall be governed by and construed in accordance with the laws of the state specified below, without regard to conflict of law principles.

Entire Agreement

This Statement constitutes the entire agreement between the Parties concerning the subject matter hereof and supersedes all prior or contemporaneous written or oral agreements, understandings and communications. Any amendment must be in writing and signed by both Parties.

Notices and Adverse Action

If Screening Provider or the landlord takes adverse action based in whole or in part on information in a consumer report, Applicant will be provided the reason(s) for the adverse action and the name, address and telephone number of the reporting agency that furnished the report, as required by law.

Acknowledgment and Certification

By signing below, Applicant certifies under penalty of perjury that the information provided on this Statement is true and correct, consents to the screening activities described herein, and acknowledges receipt of any required pre-screening notices.

Applicant

Printed Name:

By (Signature):

Date:

Screening Provider / Landlord

Printed Name:

By (Signature):

Date:

What the Tenant Screening Statement Is and when it’s used

A Tenant Screening Statement documents an applicant’s authorization and disclosures for background, credit, and reference checks when applying to rent. It typically records the applicant’s identifying information, consent to obtain consumer reports under the Fair Credit Reporting Act (FCRA), authorization to verify employment and income, and an explicit signature and date. Landlords, property managers, and screening vendors use it to establish lawful purpose and consent for reports, to show compliance with FCRA obligations (15 U.S.C. §1681), and to create an auditable record that supports any adverse-action steps.

Why a clear screening statement matters for landlords and applicants

A concise Tenant Screening Statement protects both parties by documenting informed consent, clarifying the scope of checks, and creating evidence that an applicant agreed to consumer-report use under FCRA. Proper form design reduces disputes, speeds processing, and helps satisfy legal notice requirements.

Who completes and relies on Tenant Screening Statements

Typical users include professional landlords, property managers, and third-party screening agencies that regularly order consumer reports and verify applicant information.

Property managers and landlords who evaluate applicants and maintain tenant records.
Tenant screening companies that run credit, criminal, and eviction checks.
Public housing authorities and subsidized housing administrators complying with program rules.

Public housing authorities, individual owners, and on-site managers also use screening statements to document consent and support lawful adverse-action decisions.

Step-by-step: completing and processing the statement

Follow a short, consistent workflow to collect consent, verify identity, order reports, and preserve documentation for compliance and appeals.

01

Collect ID: Verify applicant identity against government ID and entered fields.
02

Obtain Consent: Have applicant sign the statement before ordering consumer reports.
03

Order Reports: Send accurate identifiers to screening vendor for matching.
04

Record Decision: Document outcome and retain adverse-action notices if applicable.

Essential data elements to include on the form

Full name: Match government ID

Date of birth: MM/DD/YYYY

SSN or last 4: Required for credit checks

Current address: Street, city, state, ZIP

Previous addresses: Last five years

Signed consent: Signature and date

Core sections to include in a professional Tenant Screening Statement

A well-structured statement groups required legal disclosures, identifiers, authorizations, and signature elements so each purpose is clear and auditable.

Applicant Identity

Collect full legal name, date of birth, and social security number or last four digits to enable accurate matches across credit bureaus and public-record databases.

Consent Statement

Provide clear language authorizing consumer report procurement and specifying permitted report types (credit, criminal, eviction). Reference FCRA requirements when applicable.

Scope of Checks

Define which checks will be performed, the time range searched, and whether a tenant screening vendor or third party will receive identifying data.

Adverse Action Notice

Include a notice explaining that adverse decisions based on consumer reports may trigger required disclosures and how applicants can obtain the reporting agency details.

Data Use and Retention

State how long screening data will be retained, who will have access, and describe secure storage practices to meet privacy laws and internal recordkeeping policies.

Signature and Date

Provide a labeled signature block for the applicant to sign and date; include printed name and an optional witness or notary line if state law or internal policy requires it.

Where to send or store completed screening statements

Routing options depend on whether you use an internal records system or a third-party screening vendor; maintain a secure copy for compliance and dispute resolution.

Screening Vendor: Upload form to vendor portal before ordering reports.
Landlord File: Store signed copy in tenant’s application folder.
Applicant Copy: Provide a copy to the applicant on request.
Audit Archive: Retain an auditable electronic copy for compliance reviews.

Common digital workflow settings for online completion

Configure your online process to collect consent, verify identity, and store records securely while limiting unnecessary data exposure.

Field	Configuration
Applicant Email Notification	Auto-send confirmation on submit
Consent Checkbox	Require explicit checked consent
Identity Verification	Enable ID upload or KBA
Record Retention	Set auto-archive duration

Digital signing and distribution considerations

Choose a platform that supports secure storage, audit trails, and the authentication level your screening process requires.

Supported formats: PDF, DOCX, HTML, Excel
Integrations: Salesforce, NetSuite, Google Workspace
Authentication options: Email, SMS code, KBA, ID checks

eSignature vendor comparison for signing Tenant Screening Statements

Compare basic pricing and key capabilities relevant to securely capturing screening authorizations and maintaining audit trails.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Key timing expectations for screening and related notices

Understand typical processing windows and statutory response periods to set applicant expectations and meet legal obligations.

Application submission timing:

Applicant should return form before screening begins

Typical report turnaround:

1–3 business days for credit and basic checks

Dispute reinvestigation:

30 days for consumer-report disputes (15 U.S.C. §1681i)

Adverse action notice:

Provide required disclosures promptly after decision

Record retention start:

Retention counts from screening completion date

Processing milestones from application to final decision

Organize screening into clear stages so each milestone is auditable and timing can be communicated to applicants and staff.

01

Application Received

Log receipt date and initial completeness check

02

Consent Confirmed

Ensure signed authorization exists before ordering reports

03

Reports Ordered

Submit identifiers to vendor and record order

04

Decision & Notice

Document outcome and deliver adverse-action materials if needed

Common mistakes to avoid when preparing screening statements

Collecting incomplete identifiers leads to mismatches and report delays; always verify SSN, DOB, and past addresses.
Using vague consent language that does not reference consumer reports can undermine FCRA compliance and weaken adverse-action defenses.
Storing sensitive data without encryption or access controls increases risk of breaches and regulatory scrutiny under state privacy laws.
Failing to provide an applicant copy or to document adverse-action steps creates disputes and potential statutory liability.

Legal risks and potential penalties

FCRA Liability: Statutory damages possible

State Penalties: Varies by jurisdiction

Data Breach Risk: Civil fines and remediation costs

Adverse-Action Errors: Liability for improper notices

Notary Noncompliance: May void notarized affidavits

Recordkeeping Failures: Regulatory penalties possible

Technical formats and integrations to consider

Ensure the platform you choose supports the file formats and integrations needed to exchange screening forms and results with vendors and internal systems.

File formats: PDF, DOCX, PDF/A for archives
Integrations: Salesforce, NetSuite, Box, Google Drive
Security standards: TLS in transit, AES-256 at rest

Frequently asked questions about Tenant Screening Statements

Answers to common legal and operational questions help reduce confusion for staff and applicants; consult counsel for dispositive legal advice.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the four-part validity test is met: intent, consent, attribution, and record retention.
Do I need the applicant’s full SSN?
Full SSN may be required by some screening vendors to obtain accurate credit reports, but collect only what is necessary and secure it; consider using last-four when vendor support allows.
What disclosures are required before ordering reports?
Under the Fair Credit Reporting Act (15 U.S.C. §1681), provide a clear disclosure and obtain written authorization before obtaining a consumer report, and furnish an adverse-action notice if you rely on that report.
How long must I keep screening records?
Retain records per applicable federal and state rules; a common baseline is at least three years, and HIPAA requires six years for covered health data (45 CFR §164.530(j)).
What if information in reports is disputed?
If an applicant disputes report accuracy, follow the FCRA reinvestigation procedures; generally the reporting agency has 30 days to investigate (15 U.S.C. §1681i).
When is notarization required?
Notarization is uncommon for routine screening statements; use a notary only if state law or your internal policy requires a notarized affidavit for a particular verification.

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