Why screening pays off
A dishonest tenant means not just lost rent but months of procedures — we cover that path in The tenant isn't paying — a step-by-step guide. It is far cheaper to prevent than to evict, and good screening filters out most of the risk up front.
What can you legally check? (GDPR)
As a landlord you may process data necessary to conclude the lease, but you must not demand excessive data. Checking debtor registers requires the candidate's consent. Collect only what you need and don't keep copies of documents longer than necessary.
1. Identity
Ask for an ID document and compare the details with the lease. Avoid making and storing photocopies without a clear need.
If the candidate is a foreign national, the ID document will be a passport or a residence card and there may be no PESEL number at all — how to draft the agreement then, and what to watch out for in an occasional lease, is covered in the article on the renting to a foreign national.
2. Income and employment
Ask for proof of a stable income: an employer's statement, a contract, a bank statement or a tax return. A sensible rule: rent should not exceed roughly 30–40% of net income.
3. Debtor registers
With the candidate's consent you can check them in national debtor registers. An arrears entry is a serious warning sign — though its absence is no guarantee.
4. References
Ask for the previous landlord's contact. A short call — did they pay on time, how did they treat the flat, why did they leave — often tells you more than any document.
5. The conversation and red flags
- Pressure to sign immediately without a viewing.
- Insisting on cash only and avoiding a written contract.
- Inconsistent information about work and reasons for moving.
- Refusing any verification.
Back it up with the lease and deposit
Screening is the first line of defence, not the only one. A solid lease agreement, an adequate deposit and, optionally, an occasional lease complete the picture of a safe rental.
Not sure which form of lease fits your situation? Check our occasional lease vs. standard lease comparison — it'll help you decide before signing with a screened tenant.
How does SmartRentier help?
In SmartRentier you keep a tenant profile — data, documents and notes in one place, attached to the property. Once the tenant is in, the payment history from day one shows whether they're reliable — the best "reference" when renewing.
Start for free — the Kawalerka plan is free forever, no card required. You only pay when you need more properties.
This article is for information only and does not constitute legal advice. Process personal data in line with GDPR.