Why You Might Need to Share a Tenant Screening Report
Sharing a tenant screening report is sometimes necessary to comply with legal regulations and ensure transparency with prospective tenants. Under the Fair Credit Reporting Act (FCRA), if you use information from a tenant screening report to make an adverse decision, such as denying the application, you must provide the tenant with an adverse action notice. This notice must include:
The name, address, and phone number of the consumer reporting agency that provided the report.
A statement that the consumer reporting agency did not make the adverse decision and cannot provide reasons for the decision.
A notice of the tenant’s right to obtain a free copy of the report within 60 days.
A notice of the tenant’s right to dispute the accuracy or completeness of any information in the report.
Should the tenant request a copy of the report from you at this stage, you can provide a copy by downloading it from Landlord Studio and emailing it to them.
Below we outline a step-by-step guide on how to download and share a tenant screening report using Landlord Studio.
Step-by-Step Guide to Downloading and Sharing a Tenant Screening Report
Step 1: Log Into Landlord Studio
Open your web browser and go to the Landlord Studio website.
Enter your login credentials and click the “Log In” button.
Step 2: Navigate to the Screenings and Applications Page
Once logged in, look for the left-hand menu.
Click on the “Screenings and Applications” option to access your tenant screening reports.
Step 3: Click on the Relevant Tenant
Find the tenant for whom you need to view details.
Click on the tenant’s name to open their profile and view their screening report.
Step 4: Open the Report
Within the tenant’s profile, you will see links to the various components of the screening report.
These components typically include the credit report, eviction report, and criminal background report.
You should send all relevant parts of the report to the tenant, especially if the adverse action is based on information from multiple sections.
Step 5: Open in Browser
Click on each report link to open them in your web browser.
Ensure the reports are fully loaded and visible.
Step 6: Print Page from Browser
In your web browser, open the print dialog by pressing Ctrl+P (Windows) or Cmd+P (Mac).
A print preview will appear, showing how the page will look when printed.
Step 7: Save as PDF Instead of Printing
In the print dialog, look for the option to save the page as a PDF.
Select “Save as PDF” and choose a location on your computer to save the file.
Step 8: Send the PDF to the Tenant
Open your email client and create a new email to the tenant.
Attach the PDF files of the screening reports.
In the email, include information required by the FCRA, such as the adverse action notice and details about their rights.
Step 9: Delete the File Once This is Done
After you have sent the PDF to the tenant, delete the file from your computer to avoid potential legal issues and protect the tenant’s privacy.
Additional Tips
Keep Records: While you should delete the PDF file, keep a record of the email correspondence for future reference.
Be Clear and Professional: Ensure your communication is clear and professional, providing the tenant with all necessary information.
Respect Privacy: Handle all tenant information with care and confidentiality, following all legal guidelines to protect their privacy.
By following these steps, you can ensure you comply with legal requirements while providing transparency and maintaining good tenant relations.