How to screen a tenant before renting: A practical guide

The Complete Guide to Pre-Signing a Tenant Screening. ISIR, central record of foreclosures, references, interview and documents to request.

Choosing the right tenant is one of the most important decisions you will make as a landlord. A bad tenant can cause property damage, not pay rent for months or even years, and the entire process of evicting them can cost you tens of thousands of crowns. On the other hand, a quality tenant takes care of the apartment, pays on time and stays for the long term. But how to distinguish one from the other?

In this detailed guide, I will show you the best practice of how to screen a potential tenant - from the first reaction to the ad to the signing of the contract. We'll go over publicly available registries, proportionate screening options, potentially relevant documents, and legal limits you must respect; there is no universal list of documents every applicant must provide.

Why tenant screening is key

Financial risks

A non-paying tenant poses a huge financial risk. The average time for a judicial eviction in the Czech Republic varies between 6 and 18 months. If the tenant does not pay the rent of Kč 12,000 per month, you will lose Kč 144,000 per year - and that does not include the costs of a lawyer, court fees and possible damage to the apartment.

Property damage

An irresponsible tenant can cause damages that far exceed the deposit. Leaks from an unsealed window, neglected heating leading to burst pipes or a pet destroying the floors are all real scenarios that landlords experience.

Problems with the neighbors

A noisy or troublesome tenant will worsen your relations with the neighbors and may lead to complaints to the SVJ. In extreme cases, SVJ may proceed with restrictions on renting apartments in the building.

Step 1: First contact and pre-selection

Quality advertisement as a filter

The advertisement itself can serve as a first filter. Clearly state:

Amount of rent and service deposits
Deposit requirement (amount and conditions)
Length of lease (fixed/indefinite period)
Rules regarding pets and smoking
Required documents during inspection

A quality ad with clear terms and conditions will deter unserious applicants even before you they will call.

Telephone conversation

Before the tour itself, conduct a short telephone conversation. Ask:

Reason for moving from current residence
Number of people who will occupy the apartment
Employment and source of income
Expected length of lease
Do they have pets

You can tell a lot from the phone - communication skills, willingness to cooperate and overall impression.

Step 2: Checking public registers

Insolvency register (ISIR)

The insolvency register is publicly available at isir.justice.cz. The check is free and takes a few minutes.

What to look for:

Enter the name and surname (ideally also the date of birth)
Check whether the person is not subject to insolvency proceedings
Look at the history - even closed insolvency can be a warning sign

How to evaluate:

Active insolvency = high risk, the tenant will probably not be able to pay
Completed insolvency (debt relief) = consider individually, the person may now be stable
No record = positive signal

Central record of foreclosures

Evidence of foreclosures is available at ceecr.cz. Unlike ISIR, this check is subject to a fee (approx. 60 Kč per inquiry including VAT).

Procedure:

Visit the website ceecr.cz
Enter first name, last name and date of birth
Pay the fee (by card or transfer)
You will receive information on whether executions are being carried out on the person

Important: Use a lawful basis for any check and collect only the personal data necessary for the stated purpose. Consent may be appropriate for some checks but is not a universal prerequisite or substitute for necessity and transparency.

Register of debtors SOLUS

The SOLUS association runs a register of debtors, to which banks and telecommunications companies contribute. Public access is limited, but you can ask the tenant to request the statement himself and present it to you.

Records of beneficial owners

If the tenant runs a business, check the commercial register (or.justice.cz) and see if his company has any problems - debts, insolvency or liquidation.

Step 3: Verification of income and employment

Confirmation of employment

If relevant and proportionate to the screening, ask the applicant whether they can provide income evidence; do not require employer contact details without a lawful basis. If they choose to provide an employer confirmation, it may contain:

Name of the employer and IČO
Position of the tenant
Duration of the employment relationship
Type of contract (fixed-term/indefinite)
Amount of net income (or at least confirmation that the income is sufficient)

Rule of thumb: The rent should not exceed 30-35% of the net monthly income of the tenant. If the tenant earns 30,000 Kč net, the rent should not exceed 9,000–10,500 Kč. anonymized, just see regular income)

Students

For students, discuss only proportionate options such as a guarantor if relevant and voluntarily agreed; do not make a parent's contact an automatic requirement.

Step 4: References from previous landlord

Why references are important

References from previous landlords are one of the most valuable sources of information. No registry will tell you if the tenant kept the apartment clean, communicated on time or caused problems with the neighbors.

What to ask

Contact the previous landlord and ask:

How long did the tenant live with him?
Did he always pay the rent on time?
In what condition did he return the apartment?
Were there any complaints from neighbors?
Was he willing to communicate when solving problems?
Would he rent the apartment to him again?

The last question is key - a direct answer to it says more than all the others combined.

How to verify the authenticity of the reference

Be careful - some tenants will list a friend instead of the real landlord. Verify:

Is the contact person really the owner of the property (real estate register - nahlizenidokn.cuzk.cz)
Does the address match what the tenant stated
Call the number you find yourself, not the one given to you by the tenant

Step 5: Personal inspection and interview

Observe behavior

During a personal inspection, pay attention to:

Punctuality – did he come on time? Did he apologize for any delay?
Appearance – he doesn't have to be in a suit, but he should appear well-groomed
Communication – does he answer questions directly or evasively?
Interest in the apartment – does he ask about relevant things (services, neighbors, parking)?
Accompaniment – did he come with a partner/family who will live in the apartment?

Questions at the interview

Prepare a set of questions:

Why are you moving from your current home?
How long do you plan to live?
How many people will live in the apartment?
What is your job and how long have you worked there?
Do you have pets? Do you smoke?
Have you ever had trouble paying rent?
Can you provide references from a previous landlord?
Are you willing to consent to a background check?

Red Flags

Be careful if the tenant:

Hearing to sign - wants to move in right away, without an inspection or documents
Offers payment in advance in several months – may be an attempt to cover up unstable income
Refuses to provide references – legitimate tenant has no reason to refuse
Has unclear source of income – evasive answers to questions about employment
Criticizes previous landlord – may indicate a conflicted nature
Wants to change terms before signing – may be problematic during rent
Does not agree to check the registers – may have something to hide

Step 6: Required documents

Basic documents

Require from each tenant:

Valid ID card (check validity)
Confirmation of income (see above)
Consent to check in the registers (written consent to provide name, surname and date of birth)

Additional documents

Depending on the situation and a documented lawful purpose, an applicant may voluntarily provide proportionate income evidence. Do not demand a bank statement, tax return or fixed three-month history as a universal requirement.

Confirmation of studies (students)
Guarantor statement (students, people with low income)
Statement from criminal record (voluntary, cannot be required as a condition)

Documents you CANNOT require

According to the Anti-Discrimination Act and the Personal Data Protection Act:

Health documentation
Pregnancy information
Religious or political beliefs
Sexual orientation
Ethnic origin

Legal limits of screening

Anti-discrimination law

Act No. 198/2009 Coll. prohibits discrimination on the grounds of:

Race or ethnic origin
Nationality
Sex
Sexual orientation
Age
Disability
Religion or belief

In practice, this means: You cannot reject a tenant just because he is of a different nationality, has a disability or is older. However, you can reject it for objective reasons – insufficient income, records in the registers, bad references.

GDPR and personal data protection

During the screening, you are working with the tenant's personal data. Observe:

Lawful basis and transparency – identify the legal basis and explain the screening before collecting data
Purpose – collect data only for the stated, necessary purpose
Minimization – do not collect more data than you need
Disposal – dispose of data of unsuccessful applicants after the end of the selection process
Security – keep data safely

What dos and don'ts

You may:

Check public registers (ISIR)
Request proof of income
Request references from previous landlords
Reject applicants for objective reasons

You may not:

Discriminate on the basis of protected signs
Collect data without consent
Share applicants' personal data with third parties
Require health documentation

Evaluation and decision-making

Point system

Create a simple point system for objective evaluation:

Criterion	Points (1-5)
Income (ratio to rent)	_
Job stability	_
References from landlord	_
Registry scan result	_
Impression from a personal meeting	_
Length of planned lease	_

The overall score helps you compare multiple applicants objectively.

Multiple applicants

If you have multiple suitable applicants:

Compare their point rating
Consider the length of the planned lease (longer = better)
Consider income stability
Trust your instincts - but always supported by facts

Practical checklist for tenant screening

Before the inspection

[ ] Telephone pre-selection carried out
[ ] Basic information about the applicant recorded
[ ] Date of the inspection arranged

During the inspection

[ ] Identity verified only to the extent necessary
[ ] Applicant received the screening information
[ ] Employer contacted only if relevant, lawful and proportionate

After inspection

[ ] ISIR checked
[ ] Central foreclosure record checked
[ ] References from previous landlord checked
[ ] Employer contacted (if relevant)
[ ] Point assessment completed

Before signing the contract

[ ] All documents in order
[ ] Deposit amount agreed on
[ ] Lease contract prepared
[ ] Transfer protocol prepared
[ ] Landlord insurance updated

Most common mistakes when choosing a tenant

Mistake 1: Too much haste

The apartment is empty, the rent loss is growing - and you you sign a contract with the first applicant without verification. It's better to lose a month's rent than have a year of a problem tenant.

Mistake 2: Relying on Impression

"He seemed decent" is not a good enough rating. Always check the facts - records, income, references.

Mistake 3: Omitting a reference

A reference from a previous landlord is invaluable. Never miss it.

Mistake 4: Low deposit

A deposit of one rent is not enough. The law allows up to three times the monthly rent - take advantage of it.

Mistake 5: Missing documentation

Keep everything in writing - inspection consent, inspection results, handover report. In the event of a dispute, you will need evidence.

Summary

A tenant screening is an investment of time that pays back many times over. A quality tenant pays on time, takes care of the apartment and stays for the long term. A problem tenant can cost you hundreds of thousands of crowns and years of nerves.

Key principles:

Always check ISIR and the central record of foreclosures
Require proof of income and references
Comply with the anti-discrimination law and GDPR
Use a structured procedure and point evaluation
Don't miss a step - even if the tenant seems perfect
Trust data, not just impressions

A systematic approach to tenant selection is the basis of successful renting. Invest time in verification today and save yourself problems tomorrow.

How Grento can help you

Grento is the most comprehensive Czech real estate management platform that will help you manage tenants and their documentation. A complete tenant profile with all the necessary data in one place. Try Grento for free and see for yourself.

> Czech-law scope and editorial note: Legal, tax, accounting, tenancy, service-charge, condominium, metrology, insurance and data-protection statements in this article refer to the Czech Republic and the rules effective for the relevant date. Figures and examples are illustrative, not legal or tax advice. Verify current rules with the relevant Czech authority or a qualified adviser.

> Data-protection clarification: Under GDPR, collect and retain only data that are necessary for a specified purpose and supported by a lawful basis. A full identity copy, employer contact, bank statement, tax return, emergency contact or ten-year retention period is not automatically justified.