Tenant FormUse this form to record as little or as much as you would like about a tenant. Record general information on the top portion of the form and more specific information in the folders below. Folders include Rent, Lease, Incidents, Notes, Addresses, Employer, Occupants, and Vehicles.
There are three types of tenants: Active (living in one of your units), Inactive (previously lived in one of your units), and Prospective (being screened to live in one of your units). When adding a new tenant, select Active in the Status box. You do not need to delete names of previous tenants as they move. Change their status to Inactive by marking Inactive in the Status box. When screening a Prospective Tenant, mark the Prospect box.
You may have more than one tenant associated with an address if you wish. If there is more than one tenant, you may enter each tenant separately on the TENANT FORM. Please see the section titled "Roommates" for information about the two ways to set up roommate charges. You may also choose to list other tenants in the Occupants Folder if they are not responsible for rent.
To record your list of tenants |
Press  . Fill in the tenant's name and as much information as you wish. |
To record the address of the unit the tenant lives in |
Press the down arrow next to the address field
to display the list of buildings and units. Click on the unit that the tenant resides in
to display that address in the address field. NOTE: You must have already recorded your
list of buildings and units on their respective forms. See "Getting Started".
You must select Choose Address for a Tenant from Building Outline on the Menu
Bar. |
To display a tenant record |
Press the small arrow after the Last Name box,
an alphabetical listing of all tenants will appear. Click on the tenant you wish to bring
that person's information to the current screen. |
To find a tenant based on address |
This will only work when you select Find a
Tenant Based on Address from Building Outline on the Menu Bar. Highlight
the appropriate address from the building hierarchy and the tenant assigned to that
address will be displayed. |
To access only Active, Inactive or Prospective tenant lists |
Go to Menu Bar: View. Select the type
of list you would like to display by clicking on and highlighting that selection. For
example, to display only active tenants, highlight Display Active Only. |
To delete everything about the current tenant |
This is not recommended! If you delete a
tenant record, you also lose all income information associated with the tenant and that
unit, as well as incident records. To retain the income information and make the unit
vacant, change the tenant’s status to inactive. |
To move a tenant to a different unit |
Select Choose Address for a Tenant
from the Building Outline section of the Menu Bar. Press the down arrow next
to the address field to display the list of buildings and units. Double click the new
unit. |
How to Screen Prospective Tenants
You can use the TENANT FORM to record information about a prospective tenant during the application process. An application form can be printed from the Letters/Forms Folder on the REPORTS FORM. You can record information from the application, and add more information as you gather it from current rental manager and employer. It is important to approve a prospective tenant as quickly as possible before they find another rental, or before you lose other prospective tenants. Ask the prospective tenant to expedite matters by informing current rental manager, and employer that they will be asked to supply information.
Begin by filling in some information on the top portion of the TENANT FORM. In the Status box, mark this as a prospective tenant (Prospect) so that this record can be kept separate from Active and Inactive tenant records.
On the top of the TENANT FORM you can record name, social security number, date of birth and driver license number. The social security number and date of birth will be necessary when doing a credit check. Always check the driver license to make sure the person is who they say they are.
In the Addresses Folder: Record the current address information and person to contact for referral information. HINT: You will want to ask the previous rental manager questions similar to that asked on your application to see if the tenant was honest (for example, length of time the tenant lived there). You will also want to ask if rental payments have been timely (number of late payments). Ask about any problems encountered, or complaints by other tenants or neighbors. You will also want to ask if the rental manager was informed that the tenant was moving. If they are breaking their lease they may be likely to do the same with your lease. Ask if the manager would rent to this person again.
In the Employer Folder: You can record place of employment and the name of a supervisor or other reference person. HINT: You will want to ask about the prospective tenant's current salary to determine if they can afford the rental amount. If they cannot afford it and you would still like to rent to them, you could get a cosigner or additional deposit if this is legal in your state. Also ask about the prospective tenant's title, job description, and length of employment to see if it matches what the tenant has told you. Inquire about this person's reliability and how they get along with coworkers (a good indication about how they will get along with other residents and with you). If the supervisor is hesitant to answer questions, tell her/him the information that you have been given by the tenant (salary, etc.). Ask if s/he can simply verify the information, or ask the tenant to show you a current pay stub to verify salary.
In the Notes Folder: You can make notes and comments about the prospective tenant as you gather information from each source.
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