1. Obtain Written Consent:

Before you delve into anyone's background, always obtain written consent from the applicant. Include a clear explanation of what the background check entails and how the information will be used in your rental application. Make sure they sign a separate form, or have a line item that clearly specifies their consent within the application document to obtain a credit report.

If you’re sending the tenant to a tenant screening company like TenantTracks, the consent is conveniently already built into the process for OPEN ACCESS users. TenantTracks’ other screening option, Optimum-10, which provides instant report results, does requires users to obtain the applicant's written consent on their apartment rental application and credentialing of the end-user running the reports.

2. Choose Your Method:

There are a couple ways to conduct a background check:

• The DIY Approach:

• Criminal History: Perform a name and year of birth search through the Connecticut Judicial website, but this only covers one State and year of birth is not as accurate as date of birth.
• Eviction History: Contact previous landlords directly for written or verbal confirmations of rental history about any eviction proceedings.You can also look at the CT Judicial website but this data is limited to just 3-years of records and there is no way to verify your applicant is the same person with the record as its only a name match. In fact, the State has a disclaimer on their website saying the information is not to be used for tenant screening as it’s not very accurate
• Credit Check: Have the applicant provide their own credit report from Experian, TransUnion, or Equifax but remember, these copies can be photo-shopped.
• Tenant Screening Services: Utilize reliable companies like TenantTracks that offer comprehensive background checks, including criminal history, credit reports, eviction reports, sex-offender and terrorist list reports. This is the most accurate way to get a background check as the applicant is verified to the records and saves you time, prevents inaccuracies and possible oversights. The report cost can be passed to the tenant so it really doesn’t cost the housing provider anything for the additional peace of mind.

Note: There is a limit on what you can charge for a tenant screening report in Connecticut. As of October 1, 2023, thanks to Conencticut’s new tenant protection laws, landlords can only charge up to $50 (plus inflation adjustments) for a tenant screening report, per applicant. This applies to any fees associated with obtaining the report and you must provide the applicant with a receipt for the report cost from the company providing the background check.

Here are some key points to remember:

• You must provide the tenant with a copy of the report or instructions on how to obtain a copy of their report and as just mentioned, a receipt showing what you paid for it.
• You cannot charge any other application fees, such as processing fees or move-in fees.
• These regulations help to ensure that unscrupulous landlords don’t just charge application fees and not run background checks. Capping the fee to the cost of the report is a result of some landlords charging $100 per application in the past and not ever running reports.
• It’s also a good idea to make a personal visit to the applicant's current apartment to make sure they are not hoarders or have damaged their current apartment extensively. An ounce of prevention is worth a pound of cure!

3. Consider the Scope:

While comprehensive checks are valuable, remember:

• Focus on relevant information: Prioritize convictions related to tenancy, like property damage or violent crimes, and risk to other occupants when considering criminal history. In Connecticut, the “Clean Slate Law” was passed in 2022 and erases all misdemeanors after 7 years and low-level felonies after 10 years and should help renters obtain housing as there is no statute of limitations on showing criminal records at the Federal level.
• Balance factors: Don't solely rely on credit scores. Consider income verification, employment history, and personal references for a holistic view as well.
• Comply with Fair Housing Laws: Avoid discrimination based on protected characteristics like race, religion,or national origin. Base your decisions on objective criteria related to tenancy.

Once you run a TenantTracks report, you’ll see a color-coded, easy-to-read summary page where the tenant data is presented. Also notice the icon for “Negative Rental Performance” this is tenant payment histories reported to Tenant Tracks by their clients and shows things like; “Cash for Keys”, Notice to Quit Served and Late Payments which is incredibly helpful in determining the worthiness of your applicant. It also contains information from the Landlord Collection Agency about tenants placed into collections by their former landlords and owing them money

4. Gather Supporting Information:

Beyond the core checks, consider:

• Landlord Verification: Always try to contact both the current landlord and previous one. Remember, the current landlord may not be truthful and be trying to get rid of a problem tenant
• Employment Verification: Contact current or previous employers to confirm employment history and income.
• Reference Checks: Contact personal or professional references provided by the applicant.
• Pet Screening: For pet-friendly rentals, inquire about breed, temperament, and liability insurance. This company also can search to see if “Support Pet” claims are legitimate

5. Document Everything:

Maintain detailed records of the screening process, including:

• Applicant information that includes a social security number in case you need to file a collection action against this tenant in the future
• Signed consent forms
• Screening report results
• Communication with references

6. Resources for Legal Compliance:

Familiarize yourself with Connecticut's Fair Housing Act and resources like the National Fair Housing Alliance to ensure your screening practices are compliant.

Remember: A thorough background check can be valuable in selecting responsible tenants, but it's not a guarantee of future behavior. Consider it one piece of the puzzle alongside other factors like your intuition and a well-designed rental application. While you can research yourself, for prices as low as $27 that will be paid by the tenant, it’s worth using a service like TenantTracks.

By following these steps and utilizing TenantTracks, you can effectively conduct background checks on potential tenants while respecting their privacy and adhering to fair housing laws. This will help you find reliable renters who contribute to a positive and successful rental experience.