Checklist / template
Tenant application checklist
A tenant application checklist tells your office exactly what to collect and verify before a rental application goes to screening, so no incomplete file slips through. It standardises the documents you gather, the consent you obtain, and the basic verification you run first. Use it for every prospective tenant, on every unit, regardless of how the lead came in.
For South African managing agents, rental agents, landlords and trustees processing residential rental applications.
Identity and right to rent
- Collect a clear copy of the applicant's green ID book, smart ID card or valid passport.
- For non-South-African applicants, collect a valid visa or permit showing the right to be in the country for the lease term.
- Confirm the name on the ID matches the name on every supporting document.
- Capture the applicant's full ID or passport number, date of birth and contact details.
- Collect ID copies for every adult who will occupy or co-sign the lease, not just the lead applicant.
- Note any discrepancies (name changes, married surnames) and request supporting proof such as a marriage certificate.
Proof of income and affordability
- Collect the most recent three months' payslips for salaried applicants.
- For self-employed or commission applicants, collect six months' bank statements and a letter from an accountant or recent financials.
- Request a letter of employment confirming position, start date and gross salary.
- Calculate the rent-to-income ratio and flag applications where rent exceeds your agency threshold.
- For applicants relying on a guarantor, collect the guarantor's income proof on the same basis.
- Record net monthly income used in the affordability assessment so the decision is auditable.
Bank statements and financial conduct
- Collect the latest three months' stamped or verifiable bank statements showing salary deposits.
- Confirm the salary credits on the statements match the payslips provided.
- Check that statements show the applicant's name and account number, not a redacted version.
- Look for recurring rent or bond payments and confirm a consistent payment pattern.
- Watch for returned debit orders, unauthorised overdrafts or unexplained large transfers and query them.
- Reject screenshots or edited PDFs; insist on bank-generated statements or a verifiable source.
Proof of address and references
- Collect a proof of address dated within the last three months (utility bill, municipal account or bank statement).
- Obtain the current landlord or managing agent's name and contact number for a rental reference.
- Ask the previous landlord whether rent was paid on time and whether notice was given correctly.
- Request a character or employer reference where there is no prior rental history.
- Verify reference contact numbers independently rather than calling a number the applicant supplies as the landlord's.
- Record the date, person spoken to and outcome of every reference call in the application file.
POPIA consent and lawful processing
- Obtain written, signed consent before collecting or processing any personal information, as required under POPIA.
- State clearly why each document is needed and how long it will be retained.
- Obtain specific consent to run a credit and affordability check before any screening is initiated.
- Limit collection to what is necessary for the rental decision; do not over-collect sensitive information.
- Store application documents securely with access limited to staff who need them.
- Set a retention period and securely delete or destroy files for unsuccessful applicants once the purpose has lapsed.
Verify before you screen
- Confirm the application form is complete and signed before sending anything for screening.
- Check that every required document is attached, legible and in the applicant's name.
- Confirm POPIA and credit-check consent are signed and dated.
- Cross-check the ID, payslip, bank statement and proof of address names against each other.
- Confirm the unit, rental amount, deposit and intended occupation date are recorded correctly.
- Only release the file to screening once identity, income and consent are all confirmed.
Run this checklist on every applicant before screening, and refuse to advance any file that is missing signed consent or a name-matched income proof.
A practical operational checklist, not legal, financial or tax advice — adapt it to your scheme/agency and seek professional advice where needed.