Must-Ask Questions during a Landlord Reference Check

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During a landlord reference check, we usually ask a lot of questions to make sure that our tenants are screened properly. In this article, we will cover what is a landlord reference and what are the questions that we ask to successfully screen a tenant.

 

What is a landlord reference?

 

 

Landlord reference is when we call a previous or current landlord. We as a property management company actually call two landlords. Why two? Because the current landlord might just  say anything to get the tenants out if they are a horrible tenant. They might say, “Yes they’re fantastic, yes they pay their rent” and then we might say, “Great!” Once we take them in,  we are assuming the problems that these people want to get rid of. If we ask two landlords, most likely they’re going to tell the truth since we have another reference that we can mention while asking them.

 

How to Get the Most Out of a Landlord Reference Call

Over the years, we’ve learned that the way you handle a landlord reference call can make all the difference between a surface-level chat and an insightful conversation. Here are a few best practices we use to ensure we’re getting the most accurate and useful information:

• Reach Out Thoughtfully: Rather than catching a landlord off-guard, we like to give them a heads-up with a quick email or text. Something as simple as, “Hi [Landlord’s name], I’m currently screening [Applicant’s name] and would like to speak with you at your convenience,” goes a long way. Not only does this show respect for their time, it often makes them more willing to help.
• Listen Attentively: It’s not just about the answers—they way they answer matters. When we speak to a landlord, we pay close attention to how they respond. A long pause or an uncertain tone can be just as telling as the words themselves. If we’re chatting in person (which does happen from time to time), body language is something we watch closely.
• Keep It Professional and Focused: Conversations should focus squarely on the tenant’s rental history—things like timely payments, care for the property, and general behavior. Even if we’ve heard rumors or stories from the applicant, we don’t lead with those. We’re not looking for gossip, just the facts that matter.
• Take Detailed Notes: We always document the important points from the call, noting specific examples or inconsistencies. And if something’s unclear, we’ll politely ask if it’s okay to follow up later. Better to double-check now than face surprises down the line.

Remember, it’s not about interrogating landlords—it’s about being prepared and observant, so we can make the most informed decision possible for everyone involved.

 

How to Make Landlord Reference Calls Efficient and Respectful

When it comes to checking landlord references, efficiency and courtesy go a long way. We always want to get the information we need without becoming a nuisance in another landlord’s busy day. Here’s how we make those calls truly count:

• Reach out to schedule. Instead of catching someone off guard, we send a quick text or email introducing ourselves and asking when they might be available for a short call. A little notice goes a long way in starting things off on the right foot.
• Get to the point, politely. We keep our questions focused on rental history and reliability—not on personal matters or gossip. This shows we value their time and ensures the conversation stays relevant.
• Listen beyond the words. Sometimes, what’s not said—hesitation, enthusiasm, or a particular tone—speaks volumes. Whether over the phone or in a brief in-person chat, these cues help us understand the true story.
• Take clear notes. We jot down the key facts while the conversation is fresh, and, if we need to follow up, we always ask permission first. No one likes surprises in their inbox or voicemail.

Using this respectful approach allows us to build a clearer picture, without wearing out our welcome with other landlords.

 

Why Some Questions Are Off Limits

When we’re reaching out to landlords, it’s important to remember there are certain things we simply can’t ask about. Not only is this about being respectful, but there are also clear legal reasons behind it. The Federal Fair Housing Act (FHA) protects tenants from discrimination based on characteristics like gender, national origin, religion, disability, and familial status (such as whether they have kids).

Bringing up questions like “Do they have children?” or “What country are they from?” during a reference check isn’t just nosy—it’s actually against the law. The goal here is to make sure everyone gets a fair shot at housing, no matter their background or life circumstances. If a landlord slipped and answered those kinds of questions and we used that information to make a decision, we could face hefty legal consequences.

So, when we’re conducting these landlord reference calls, we steer clear of any questions that touch on:

• Gender or gender identity
• Where someone’s from or their ethnicity
• Whether or not they have children
• Any details about disabilities (including visible or invisible ones)
• What religion (if any) they practice

Keeping our questions focused on things like payment history, property care, and communication ensures both fairness and compliance. That lets us protect our business and our tenants—and keeps everything above board.

 

Why Combine Landlord References with Other Screening Methods?

While speaking with past or current landlords is a key step, it’s not a magic bullet for uncovering the perfect tenant. Even the most well-meaning landlords can sometimes mix up details, especially when managing large apartment buildings, or they may give overly positive feedback just to speed up the move-out process. That’s why we never rely solely on those conversations.

Instead, we use landlord references as just one part of a bigger puzzle. By also checking credit reports, criminal backgrounds, income verification, and eviction history, we get a much clearer picture of each applicant. This way, we can spot inconsistencies, avoid surprises, and feel confident that we’re making the best decision—not just taking someone’s word for it.

 

How Do Local and State Laws Affect Tenant Screening Questions?

It’s important to remember that not all questions are fair game during a landlord reference check. Local and state laws can place restrictions on what you can ask—or even what information you’re allowed to use—when screening tenants. For instance, some areas may prohibit you from considering certain details like prior evictions or criminal history in your decision-making process.

So, before launching into your screening lineup, always double-check your local landlord-tenant laws (for example, Massachusetts, New York City, and California each have unique guidelines). This helps you stay compliant and avoid any legal headaches down the road. When in doubt, a quick consultation with an attorney or your local housing authority can save you a lot of trouble.

 

Handling Suspicious or Fraudulent Applications

Sometimes, a tenant application just doesn’t sit right—maybe a paycheck stub looks a bit too perfect or the reference replies seem a bit rehearsed. When that happens, it’s important to dig a little deeper rather than take everything at face value.

Here’s how we handle red flags:

• Verify Documents: Double-check income documents directly with employers when possible. Many companies, like The Work Number, can help confirm employment details.
• Cross-Check References: Use online search tools or LinkedIn to confirm that a supposed landlord is indeed the owner or property manager of the previous residence.
• Look for Consistency: Compare the information on the rental application with what you find in public records, on credit reports, or through third-party background checks.
• Ask Specific Questions: When calling references, include questions that only a true landlord or property manager would know, such as details about the lease terms or the property itself.

If you notice discrepancies or your gut tells you something isn’t right, don’t rush the process. Taking a few extra steps now can save you from bigger headaches down the line.

 

To give you an overview, below are some of the questions that we ask:

• Have the tenants paid their rent on time?
• Have they paid all their rent?
• How have they been as residents? Have there been any neighbor complaints?
• What about the condition of the property? Are they treating it with care?

 

 

Now they’ve taken care of the place properly. So what else is going to be important when we’re asking a landlord?

• Would you rent to them again?

 

We need to hear their pauses. They might say, “Yeah we can rent to them again.” then that hesitation might be like, “Okay, what is it that you wouldn’t rent to them again? What about them would you change?” and they might say, “Well, they park their cars on the grass or they have a really loud dog.” You are allowed to ask these types of questions.

 

And that brings us to our next and last question:

• Have they fulfilled every lease obligation or broken any of the rules and regulations that you provided to them?

 

Legal Considerations for Tenants with Emotional Support Animals

It’s not uncommon these days for tenants to have Emotional Support Animals (ESAs), and as landlords, we’re required by federal law—specifically the Fair Housing Act—to make reasonable accommodations for them. This means you can’t deny a tenant simply because they have an ESA, nor can you charge extra pet fees or deposits for these animals. However, you are still allowed to ask for legitimate documentation verifying that the animal is truly an ESA.

It’s important to tread carefully, though. There are specific boundaries you can’t cross: never ask about the tenant’s medical history or the nature of their disability. If you’re unsure whether the letter or documentation provided is legitimate, you can request one from a licensed healthcare provider, but don’t step into personal medical territory.

You’re also within your rights to ensure the animal isn’t posing a direct threat or causing significant property damage—but remember, minor wear and tear isn’t enough to deny accommodation. Staying informed about local and federal regulations keeps you out of hot water and ensures your process is fair to everyone involved.

 

Questions You Should Not Ask: Staying Fair Housing Act Compliant

Now, before you launch into your next landlord reference call, there’s one piece of the puzzle you absolutely can’t skip: Fair Housing Act (FHA) compliance. The FHA is the big cheese of tenant protection laws, and it lays out a very clear “don’t go there” map for your questioning.

What’s off-limits?
You cannot ask—or even hint at—anything related to:

• Race or ethnicity
• Color
• National origin (where someone is from, languages spoken)
• Religion or beliefs
• Sex, gender identity, or sexual orientation
• Familial status (married, single, kids, pregnancy, etc.)
• Disability or medical details

In practice, that means avoiding any questions like:

• “What gender is the applicant?”
• “Are they married? Do they have children?”
• “Where was the tenant born—or what’s their background?”
• “What church do they go to?”
• “Do they have any disabilities or medical needs?”

Even questions that might seem innocent on the surface—like “How many children live with them?” or “What country is their accent from?”—are big red flags and should never be asked.

Heads up: If the applicant has an Emotional Support Animal (ESA), don’t ask about their medical history or require details about their disability. It’s fine to ask for valid documentation for the ESA, but don’t pry beyond that.

Bottom line: Stick to questions about rent payment, property care, lease violations, and overall behavior as a tenant. Let the rest stay safely outside your screening process.

 

Gauging a Tenant’s Communication and Responsiveness

Another important question we make sure to ask is about the tenant’s communication style. Did they let the landlord know right away if something needed fixing, or did issues tend to linger until they got out of hand? We might ask the landlord to share specific examples—like how quickly the tenant reported a leaking faucet or responded to requests for information.

If a tenant reached out promptly about maintenance concerns, it usually means they care about the property and want to avoid bigger problems down the road. On the other hand, long delays or a pattern of ignoring calls and emails can tell us there might be trouble ahead. We’re looking for signs that the tenant was easy to work with and showed respect for both the property and the landlord’s time.

If there’s any hesitation, we dig further into it. If we have the right answers for all of these questions, we then proceed with the application and approve them. But if some issues or problems come up, we thoroughly check their application and take time in the approval process.

 

What Can You Legally Ask About Pets and Animals?

Now, you might be wondering—what about pets or animals? This is a common topic that comes up, and for good reason. It’s important to know if a tenant had pets in the previous rental and, just as crucial, how they managed that responsibility. Did the property stay in good shape? Were there any complaints about noise or damages caused by animals? These details can reveal a lot about how someone treats both their space and their neighbors.

But here’s where we need to be careful. When it comes to service animals or Emotional Support Animals (ESAs), federal law requires that landlords make reasonable accommodations. You are not allowed to ask questions about the tenant’s disability or delve into their medical history. What you can do is confirm whether the documentation for an assistance animal is appropriate and valid—think of it like checking the paperwork without snooping into private information.

Key things you can ask previous landlords include:

• Did the tenant have pets or animals, and how well did they care for them?
• Did animals lead to any property damage or complaints?
• Did the tenant follow any pet-related rules outlined in your lease?

Remember, the goal here isn’t to dig into anyone’s personal health details, but rather to understand how pets—and their owners—fared in a rental setting. Staying within these boundaries keeps your screening process both thorough and compliant.

 

Questions You Should Never Ask: Understanding Fair Housing Act Violations

Now, before you get too enthusiastic with your questioning, there’s one critical area where you need to tread carefully: Fair Housing laws. Under the Fair Housing Act (FHA)—which is the main nationwide standard—there are certain lines you absolutely cannot cross when screening tenants, even if you’re just looking for some friendly background details.

The FHA protects applicants from discrimination based on:

• Race
• Color
• National origin
• Religion
• Sex (including gender identity and sexual orientation)
• Familial status
• Disability

What does this mean for your landlord reference check? There are questions you must avoid—no exceptions, no matter how casually they come up. Here are some examples of things you cannot legally ask:

• Anything about someone’s background or ancestry (e.g., “Where was the tenant born?”)
• Questions about family size or children (e.g., “How many kids do they have?”)
• Direct or indirect inquiries about religion or beliefs (e.g., “Do they observe any religious holidays?”)
• Details about disabilities or health conditions (e.g., “Does the tenant have a service animal because of a disability?”)
• Gender or sexual orientation (e.g., “Is the applicant male or female?” or “Do they have a partner living with them?”)
• Anything related to marital status or relationship status (e.g., “Are they married or single?”)

Stick to questions that directly relate to rental history and tenant responsibility. Avoid anything that could tip into these protected categories—doing so keeps you compliant with both federal and many state laws, and it’s just good practice for fair and equal screening.

 

Making Sense of the Responses

The information you gather from previous or current landlords is incredibly valuable, but it’s important to look beyond the surface. Sometimes, the details you receive may be colored by the landlord’s personal opinions or experiences, so always weigh the feedback objectively.

Here’s what to consider as you review their responses:

• Patterns of Behavior: If you hear repeated comments about late rent or property damage from more than one landlord, it’s a red flag. On the other hand, consistent praise across different landlords is a strong positive sign.
• Specific Examples: Listen for concrete stories—like, “They always shoveled snow for the neighbors” or “They hosted loud parties every weekend.” These details help you get a fuller picture of what to expect.
• Subjectivity: Some landlords may be more lenient or strict than others. Try to identify what’s an objective fact (missed payments, lease violations) versus a subjective opinion (“not very friendly”).
• Hesitation and Tone: As mentioned earlier, sometimes what’s not said is just as important as what is. Pauses, hesitations, or vague answers usually mean there’s more beneath the surface—don’t be afraid to politely probe further.

By combining thorough questions with thoughtful review of the answers, you’ll have a much clearer sense of whether the applicant is likely to be a great tenant or if you need to be cautious moving forward.

 

As a recap, those are the questions that we ask to previous or current landlords. If you or anyone else you know, is looking for a property manager that can help you screen tenants, please think of Green Ocean Property Management, you get more than a property manager, you get peace of mind.