Verify Your Tenant: Essential Steps for Landlords in 2024

Renting out your property can be a great way to generate income, but it's crucial to choose the right tenant. Verifying your tenant is an essential step in the process. It helps ensure you're renting to someone responsible and financially secure, minimising risks and promoting a smooth rental experience. This guide will explore the different methods of tenant verification, providing valuable tips to make informed decisions and safeguard your investment.

No, you shouldn’t. 

It’s also important to note that you could be held responsible for not verifying your tenant, especially if they are involved in any criminal activity. Therefore, it’s always better to verify your prospective tenants, do this before you sign a Rental Agreement with them. Finding quality tenants is key to a successful rental experience, and learning how to verify tenants will equip you to make informed decisions. Here are a few ways in which you could verify your tenant-

 Police Verification

While credit checks are important, a comprehensive background check for tenants can also reveal past evictions or criminal history, helping you choose a responsible renter. It is typically the mandatory responsibility of the property owner to share the relevant tenant details with the police and get a clearance certificate for the same. In Bengaluru for instance, landlords can download the tenant police verification application form from the Karnataka State Police website. To avail of this service, you must be a resident of the city and the address to be checked (e.g., The former address of the prospective tenant) should also be in Bangalore. If there is a foreign national, then you can get a Police Clearance Certificate (PCC) that is meant for Foreign Nationals. There is also a Police Clearance Certificate (PCC) for Indian Citizens.

External Agencies

Avoiding rental headaches often starts with thoroughness, so understanding how to verify tenant information is crucial for selecting a responsible and reliable tenant. Certain companies will perform a background check for you as they specialise in doing them for businesses and landlords. They have a checklist wherein they will talk to the old landlord, neighbours, company they work for etc. Once they have gone through the entire checklist, they will provide you with a complete report. They will cover basics like a criminal check, address check and identity check. Reference checks and credit checks can also be conducted on request.

Tenant Police Verification Process

Tenant police verification is a process used by landlords in India to verify the background of potential tenants. It offers peace of mind by allowing authorities to check for any criminal history. There are two main methods: offline and online.

Offline Tenant Police Verification

Renting out your property? Selecting the right tenant requires due diligence, and learning how to check tenants' backgrounds can help you avoid financial risks and property damage. The offline process allows you to initiate a police check through a local station. It's generally straightforward. Here are the steps involved in the offline tenant police verification process:

1. Obtain the Form:
   • Visit the nearest police station in the area where your rental property is located.
   • Inquire about the tenant verification form. They might have it available, or you might need to download it from the local police department's website.
2. Complete the Form:
   • Fill out the form accurately and thoroughly.
   • It will typically ask for details about yourself (the landlord) and the tenant, including names, addresses, contact information etc.
3. Gather Required Documents:
   • You'll likely need to provide copies of documents for both yourself and the tenant. This might include:
     • Proof of Identity (e.g., Passport, Driver's Licence, Aadhar Card)
     • Proof of Address (e.g., Utility Bill, Bank Statement)
     • A copy of the Rent Agreement
4. Attach Photo and Submit:
   • Attach a recent passport-sized photograph of the tenant to the form.
   • Submit the completed form with all the attached documents to the designated officer at the police station.
5. Obtain Acknowledgement:
   • Ensure you get a receipt or acknowledgement for your submission.

Online Tenant Police Verification Process

The online tenant police verification process offers a convenient alternative to the traditional offline method. Here's a quick overview:

Benefits:

• Saves time and eliminates the need to visit the police station.
• May offer faster processing times.
• Potentially more user-friendly interface.

Steps for Police Verification Process:

1. Locate the Online Portal: Search for the website of your state police department or local police commissioner's office. Look for a section dedicated to "Citizen Services" or "Tenant Verification."
2. Find the Application Form: Within the Citizen Services section, locate the online tenant verification form. You might be able to fill it out directly on the website or download it for later upload.
3. Complete the Online Form: Carefully enter your information and the tenant's details, including names, addresses, and contact information. Follow the instructions provided on the website.
4. Attach Digital Documents: Scan and upload digital copies of required documents such as ID proof (e.g., Aadhar Card) and address proof (e.g., utility bill) for both yourself and the tenant. A copy of the rent agreement might also be necessary.
5. Submit the Application: Once you've completed the form and uploaded all documents, apply electronically through the online portal.
6. Track the Status (Optional): Some online portals allow you to track the progress of your application.

Prerequisites for Online Tenant Police Verification

Here are the prerequisites for online tenant police verification:

• Landlord Requirements:
  • Proof of Ownership: You'll likely need to provide documents proving you own the property you're renting out. This could be property registration documents or a letter from your housing society.
  • Valid ID: A copy of your government-issued ID (e.g., Aadhaar card, Passport) will be required.
• Tenant Requirements:
  • Valid ID: The tenant will need to provide a scan of their government-issued ID (e.g., Aadhaar card, Passport).
  • Proof of Address: A document verifying the tenant's current address is typically required (e.g., utility bill, bank statement).
• Shared Requirements:
  • Rent Agreement: A copy of the signed rent agreement between you and the tenant is essential.
  • Digital Documents: All documents (proof of ownership, ID proofs, address proofs, rent agreement) need to be scanned and uploaded in a format specified by the online portal (usually JPG or PDF).
  • Internet Access: A stable internet connection is necessary to access the online portal and submit the application.

Self-Verification

You can do a small check on the prospective tenant on your own as well. This would require a bit of time, but not so much effort. As you would need a government identification document for the Rental Agreement, you can use this as a primary means to cross-check your tenant. You can ask for references in the city or if the individual is new to the city, they can provide ones from the city they come from. You can check with the company they work in; if they work for a reputed company or MNC the HR is sure to have done a background check. It’s also a good idea to talk to their previous landlord to get a clear picture of what kind of tenant to expect. Credit checks and criminal checks might be a little tougher to do on your own.

NoBroker Verification

Read: Your Complete Guide to Rental Agreement in India

Finding a tenant with a click is so fast and convenient, this is why NoBroker has made verifying them also easy. When you make a rental agreement with us, you get the option of Police Intimation. If you’re not making a Rental Agreement through us, you can request for this to be done separately. All you have to do is call us or drop us a message and someone from the team will call you to get your requirement. Remember, most landlords have experienced some form of tenant-related fraud. The amount of money that is lost due to this is estimated to be in crores! Factors that contribute to this loss include non-payment of rent, damage to property and litigation fees. Avoid these hassles by getting your tenant verified. For More details about rental agreement click below. 

Frequently Asked Questions