Legal & Documentation
Real Estate Strategy
Nov 24, 2025
Finding a tenant isn’t difficult. But finding the right tenant — someone responsible, financially reliable, and respectful of your property — takes proper screening.
Many landlords skip this step to avoid delays, but in the long run, poor screening can lead to payment issues, legal disputes, or costly damage. Whether you’re renting out your flat in Bangalore or managing a villa in Kochi remotely, this guide will help you screen tenants the smart way.
Step 1: Ask the Right Initial Questions
Start with a basic conversation. Understand:
Why they’re moving
Who will be living in the home
Their employment status and monthly income
Whether they’ve rented before and for how long
How long they intend to stay
This informal exchange can reveal red flags early, such as vague income details, conflicting answers, or unusual urgency.
Step 2: Verify Identity and Address Proof
Always ask for:
Government-issued ID (Aadhaar, Passport, Driving License)
Recent utility bill or rental agreement from their last residence
Passport-sized photographs
If the tenant is a student or working professional from another city, confirm details via phone with a parent or HR contact.
Step 3: Conduct Employment or Income Verification
Ask for:
Offer letter or recent salary slips
Company ID card
If self-employed: GST registration, recent invoices, or business card
Ideally, rent should not exceed 30–35% of their monthly income. This is a good benchmark for financial reliability.
Step 4: Run a Police Verification
In most Indian cities, landlords are legally required to submit tenant details to the local police station. The process varies by state, but is often available online.
For example:
In Bangalore, landlords can use the Karnataka Police portal for digital submission.
In Kochi and Trivandrum, it may need to be submitted via local stations depending on jurisdiction.
A property manager can handle this paperwork on your behalf and ensure it’s filed correctly.
Step 5: Review Past Rental Behavior (if available)
If the tenant has rented before, ask for:
Reference from previous landlord
Copy of last rental agreement
Reason for vacating their previous place
Call the previous landlord directly. Ask whether rent was paid on time, if the tenant maintained the property well, and whether there were any issues at move-out.
Step 6: Clarify House Rules and Expectations Early
Before signing any lease:
Discuss visitor policy, pet rules, noise expectations, etc.
Outline who handles minor repairs and what’s included in the rent
Agree on notice periods, lock-in terms, and penalty clauses
These conversations avoid misunderstandings and make the lease stronger.
Step 7: Use a Proper Legal Agreement
Never hand over the keys without a registered rental agreement. This should include:
Rent amount and due date
Security deposit terms
Duration and renewal clauses
Maintenance and damage liability
Termination terms and notice period
At Nesture, we provide customized, lawyer-approved agreements for all properties under management.
Final Advice
Tenant screening is not about suspicion — it’s about setting up a professional relationship. By taking the time to verify documents and define expectations, you protect your property and build trust from the start.