# How to screen a tenant before signing the lease

> A few minutes of screening can save you months of chasing unpaid rent. See what you can legally check — from identity and income to debtor registers — without breaching GDPR.

Published: 2026-06-09
Updated: 2026-08-27
Source: https://smartrentier.com/blog/how-to-screen-a-tenant-before-signing
Tags: Guides, Law

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## 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](https://smartrentier.com/blog/tenant-not-paying-what-to-do). 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](https://smartrentier.com/blog/lease-agreement-with-a-foreign-tenant).

## 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](https://smartrentier.com/blog/residential-lease-agreement-what-to-include), an adequate deposit and, optionally, an [occasional lease](https://smartrentier.com/blog/occasional-lease-vs-standard-lease-comparison) complete the picture of a safe rental.

Not sure which form of lease fits your situation? Check our [occasional lease vs. standard lease comparison](https://smartrentier.com/blog/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._

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PL: https://smartrentier.com/blog/jak-sprawdzic-najemce-przed-podpisaniem-umowy.md