15 May 2025

Tenant Screening in South Africa

Step by Step Guide

Screening tenants properly is essential for protecting your rental property and ensuring a good landlord-tenant relationship. In South Africa, the process involves legal considerations under the Rental Housing Act, Protection of Personal Information Act (POPIA), and the Consumer Protection Act. Here's a practical step-by-step guide:

1. Create a Rental Application Form

Include:

  • Full name and ID number
  • Contact details
  • Employment details and income
  • Previous rental history (references from past landlords)
  • Consent for credit and background checks

Important: Make sure the applicant signs a consent clause allowing you to run credit and background checks. This is necessary under POPIA.

2. Verify Identity and Employment

  • Request a certified copy of their ID.
  • Ask for 3 months' bank statements or payslips to verify income.
  • Confirm employment with a letter from the employer or a phone call.

3. Run a Credit Check

  • Use a registered credit bureau such as:
  • TPN Credit Bureau (Tenant Profile Network)
  • Experian
  • TransUnion

You're checking for:

  1. Credit score
  2. Payment history
  3. Judgments or defaults
  4. Debt-to-income ratio

TPN also allows access to rental payment history and blacklist data specific to tenants.

4. Check Rental History

Contact previous landlords (at least the last 2 years).

Ask about:

  • On-time payments
  • Property care
  • Complaints or evictions
  • Reason for leaving

5. Do an Affordability Assessment

Typical rule: Rent should not exceed 30–40% of gross monthly income.

E.g., if the rent is R8,000/month, the tenant should earn around R20,000–R26,000 gross per month.

6. Check for Criminal Records (Optional but Advisable)

You can request a criminal background check via:

  • SAPD police clearance certificate (requires the tenant’s cooperation)
  • Some private companies also offer these services with consent

7. Interview the Tenant

This informal step gives you insight into their personality, reliability, and expectations.

Questions to consider:

  • Why are they moving?
  • How long do they plan to rent?
  • Do they have pets? Smokers? Roommates

8. After Screening

If approved:

  • Draft and sign a lease agreement compliant with the Rental Housing Act.
  • Collect a security deposit (usually 1–2 months’ rent).
  • Conduct an incoming inspection and record the condition of the property.

9. Legal Compliance Checklist

  • Obtain written consent for checks (POPIA)
  • Avoid discrimination (Constitutional rights)
  • Provide a written lease (Rental Housing Act)
  • Provide deposit receipts and interest on the deposit