How to Review Intellirent Renter Resumes and Evaluate Applications

Overview: Start With Your Screening Criteria

Before reviewing any screening reports, it is essential to have your written screening criteria in place. As of January 1, 2025, California law requires landlords to provide these criteria to applicants before collecting an application screening fee. This applies whether the fee is paid directly or through a third-party platform like Intellirent.

Your screening criteria are how you determine whether an applicant is qualified. They should be applied consistently and serve as the basis for accepting or denying an application.

Examples of common screening criteria include:

• Minimum credit score (such as 650)

• Income equal to at least 2.5 or 3 times the monthly rent -OR-

• A debt-to-Income ratio of no more than 33.3%

• A positive rental history

• No recent evictions or history of litigation with landlords

If you are using Intellirent, make sure to enter your screening requirements in your account settings. Intellirent uses your listed criteria to generate the recommendation shown at the top of each Renter Resume.

Step 1: Start With the Snapshot at the Top

Each Renter Resume begins with a summary panel showing the applicant’s key details. This includes:

• Credit Score (via Experian)

• Employment Status (marked "Verified" if documents have been accepted)

• Tenancy Status ("Pending" if landlord reference is incomplete)

• Housing Court Record (shows "No record" or flags any history)

• Budget Estimate (calculated by Intellirent based on reported income)

• Pet Status ("N/A" if no pet was disclosed)

This section gives you a quick overview. Use it to identify areas that may require closer review, such as missing documentation or a low score.

You may compare applicants to choose the most qualified, but your decisions must be based on your written screening criteria. If you are comparing multiple applicants, California law requires you to refund the screening fees of those not selected within seven days of accepting a tenant or thirty days of application receipt, whichever comes first.

Step 2: Verify Income and Employment

Scroll to the income and employment section of the Renter Resume. Review all uploaded documents, such as pay stubs, W-2s, tax returns, or offer letters. Confirm that these support the income amount the applicant has claimed.

Even if Intellirent shows employment or income as "Verified," it is absolutely fine to follow up directly with an employer if you want additional confirmation.

Keep in mind:

• Many employers will only verify dates of employment and job title.

• Salary confirmation is uncommon unless the employer uses a third-party verification service.

• Do not ask about topics that could lead to Fair Housing concerns, such as family status or medical history.

If the documentation appears unclear or inconsistent, you may ask the applicant to provide updated or alternative proof.

Step 3: Review Credit Report Details

Intellirent uses Experian to generate the applicant’s credit report. In addition to the credit score, review:

• Number and status of open accounts

• Payment history

• Any recent delinquencies, collections, or judgments

• Debt-to-income issues, especially if total obligations exceed income

If the score is below your minimum threshold, consider the reason. A lower score caused by student loan or medical debt may not reflect risky behavior. If your screening policy allows it, you may approve the applicant with a qualified guarantor.

Avoid making individual exceptions unless your policy clearly allows for them. If you permit guarantors in specific situations, be sure to apply that option consistently to all similarly qualified applicants.

Step 4: Evaluate Rental History

Review the applicant’s rental history, including:

• Previous addresses

• Landlord contact information

• Any notes on verification status

If Intellirent marks a landlord reference as "Pending" or incomplete, you can follow up yourself. Ask objective questions such as whether rent was paid on time, whether there was any damage to the unit, and whether they would rent to the applicant again.

Keep a written record of any conversations for your files.

Step 5: Consider Fair Chance Restrictions

If your property is located in Berkeley and is not exempt from the Fair Chance Housing Ordinance, you may not consider criminal history during the application process. This means:

• Do not ask about criminal background on your application

• Do not run criminal background checks

• Do not deny an applicant based on arrest or conviction records

The ordinance applies to most rental properties in Berkeley. However, owner-occupied properties with fewer than four units in total (such as duplexes and triplexes where the owner lives in one unit) are fully exempt from the Fair Chance Housing Ordinance. If your property qualifies for this exemption, you are permitted to consider criminal history as part of your screening process, though it’s still important to follow all applicable state and federal laws.

Step 6: Decide and Document

Once you have reviewed the full report, compare the applicant’s qualifications to your written screening criteria.

If you are processing applications in the order received, approve the first applicant who meets your criteria. If you are comparing multiple applicants to select the most qualified, be sure to refund screening fees to those not selected in accordance with California law.

Once you approve an applicant, you may issue an Offer to Rent or proceed directly to lease preparation, depending on your standard practice. Be sure to clearly communicate any deadlines for signing and submitting payment.

If you are denying an applicant based on any part of the screening report, you must issue an Adverse Action Notice. BPOA provides a customizable version of this form in the Forms Library.

Step 7: Notify Remaining Applicants

Once your lease has been signed and the deposit has been paid, notify the remaining applicants that the unit has been rented. A short, professional email is sufficient. You do not need to explain your selection decision.

Need Help Creating Your Screening Policy?

If you have not yet written out your screening policy and criteria, download BPOA’s Screening Criteria Guidance. This document helps you create a clear, consistent policy that meets legal requirements and supports fair and informed decision-making.

You will find it in the Rental Housing Forms Library, under Guidance Documents.