How to screen a tenant

Private landlords face a much higher risk of encountering non-payers. Unlike professional landlords, they do not have access to such effective screening tools, which makes prevention essential. The more thoroughly you screen an applicant, the less likely you are to have to pursue unpaid rent.

Interesting fact: According to the SOLUS association, more than 350 thousand people currently have overdue debts, with total debt exceeding CZK 36 billion. The risk is certainly not small. Source: SOLUS

How to screen a tenant using registers

There are several registers and databases in the Czech Republic. However, not all of them are trustworthy — below is a selection of those that are genuinely official.

Commonly available public registers

These registers can help you gain a basic overview of an applicant:

• Public Register
• Insolvency Register
• Central Register of Notifications (for public officials)
• Czech Police database – for example, databases of wanted persons or invalid documents.
• Trade Register – if the applicant is self-employed.

Debtor registers (paid and free)

You can check a prospective tenant’s potential debts on the following websites:

• Central Register of Enforcement Proceedings – fee CZK 60
• Insolvency Register - free of charge
• SOLUS – an association recording consumer debts owed to mobile operators, energy companies, insurers and similar providers. Fee CZK 250-300. An extract from the SOLUS association register can be ordered online via Nejsemdluznik, but only the individual concerned can request it. The tenant must therefore obtain it and provide it to you.
• Centrálny register exekúcií – in Slovakia

Watch out for fake registers!

For example, CERD (Centrální registr dlužníků) presents itself as an official database, but it is not connected to government authorities or banks and has repeatedly been criticised for misleading information. Be similarly cautious with various providers of register extracts, and search only official registers.

Screening a tenant online and on social media

You can easily find further information about a prospective tenant by searching online.

• Google – you can easily find out a great deal of information.
• LinkedIn – allows you to verify work experience.
• Facebook and other social networks – can provide an insight into their lifestyle.

How to screen a tenant for free

If you use our real estate service, tenant screening is free of charge.

In-person meeting

Personal contact is irreplaceable. Pay attention to how the applicant communicates and whether they come across as credible. Ask about:

• their reason for moving and where they lived previously,
• how long they plan to stay in the flat,
• how many people will live in the flat,
• whether they have pets.

You can also ask the applicant for:

• References from their previous landlord — a personal conversation is usually much more candid than a written reference.
• Verification of employment and income – while this is not yet an entirely common request in the Czech Republic, it is a very sensible one. The applicant can provide confirmation of employment, an employment contract or proof of income.

Beware of prejudice

When choosing a tenant, it is easy to jump to conclusions based on age, nationality, occupation or lifestyle. Yet the reality may be entirely different. A young person may be very reliable, a foreign national may have stable employment and a high income. A self-employed person is not necessarily a greater risk simply because they are self-employed — quite the opposite.

Prejudice often stems from personal experience, but every person is different. Therefore, assess applicants on the basis of real facts, not merely impressions. Focus on their communication style, reputation, financial stability and any references. Consider the overall context and do not be discouraged by one isolated fact.

Remember that discrimination can be not only unfair but also unlawful. Therefore, do not reject anyone simply because of who they are, but rather on the basis of how they behave and what information they provide about themselves. A fair and professional approach will certainly also attract reliable tenants.

A properly drafted lease agreement is the best prevention

Screening a tenant is half the battle. The other half is a high-quality lease agreement. Investing in a lawyer or a good contract template pays off — it can prevent many disputes before they arise.

What a lease agreement should include:

• Identification details of both parties and an accurate description of the property.
• The amount of rent and utilities, bank account number and payment due dates.
• The term of the tenancy – usually 1 year, with the option to extend.
• The security deposit – amount, payment method and return conditions.
• Contractual penalties – together with the security deposit, these must not exceed three times the monthly rent.
• The rights and obligations of both parties – who pays for what and who is responsible for what.
• Routine flat maintenance – specify the financial limits for repairs paid for by the tenant.
• Termination terms – the conditions under which the lease agreement can be terminated.
• Handover protocol – a detailed list of the flat’s fittings and condition. It protects both parties.
• Tenant liability insurance – recommended.

You can download the current lease agreement template from us free of charge.

In conclusion

Tenant screening may seem like unnecessary bureaucracy, but in reality it can save you a great deal of trouble. Use only verified registers and support everything with a well-drafted lease agreement — this combination is the best way to prevent problems.

Putting in the effort right at the start will reward you with a stable, reliable tenant and peace of mind for many years to come.

You can find the complete process, an overview of the registers and what you must not ask an applicant on the tenant screening page.