Tenant screening in NZ: what landlords can ask and when

Good screening is consistent, proportionate, and explainable. The starting point is the Privacy Commissioner's rental guidance for landlords, not a generic application form copied from another market.

What information can a landlord ask for at application stage?

For an application, landlords can generally collect the applicant's name and contact details, proof of identity, whether the applicant is an adult, the number of people who will live at the property, names of non-tenant occupants, referee contact details, consent to contact referees, relevant pet or smoking information, and information about a fixed-term right to remain in New Zealand where that is necessary.

Explain what you are collecting, why you need it, who will receive it, whether it is optional, and what happens if the applicant does not provide it. Collect the minimum necessary information and keep it secure.

When can a landlord ask for income evidence or a credit check?

After shortlisting or when actively negotiating an offer, a landlord can collect further information needed to confirm suitability. This can include evidence of ability to pay rent, such as a payslip, an employer or Work and Income letter, or evidence of rental payments. The applicant should be able to choose a reasonable form of evidence.

A credit or criminal record check requires informed consent. The Privacy Commissioner says these checks should generally be processed only when the landlord is actively negotiating an offer. Do not demand detailed bank transactions to inspect spending habits when a less intrusive form of evidence is enough.

What should a screening process avoid?

• collecting information that is not necessary for the tenancy decision;
• asking for social-media access or detailed spending histories;
• running checks before the applicant is at the appropriate stage or without consent;
• using different criteria for different applicants without a documented reason; and
• recording or sharing informal blacklist information.

What information must not drive the decision?

The Human Rights Act 1993 protects people from discrimination in renting. Do not reject an applicant because of a protected characteristic such as race, ethnic or national origin, sex, pregnancy, disability, religious or ethical belief, age, or family status. Employment status and benefit receipt are not substitutes for assessing whether rent can be paid from a verifiable source.

Use objective criteria connected to the tenancy: ability to pay, relevant rental history, references, property suitability, and consent-based checks at the correct stage. Apply the same criteria to every applicant and keep a short record of the reason for the outcome.

How should references be checked?

Ask the applicant for consent to contact a named referee, then ask only questions relevant to the tenancy. A previous landlord may be able to confirm payment history, care of the property, communication, and how the tenancy ended. Record the questions, the response, the date, and any uncertainty rather than turning an informal impression into a permanent label.

How long should applicant information be kept?

Keep information only for as long as there is a lawful purpose and a genuine need to retain it. Tell applicants how their information will be used and how they can ask for access. Securely dispose of identity-document images when verification is complete unless there is a lawful reason to retain them.

How does a structured workflow make screening safer?

A structured workflow makes the criteria visible before the decision, records consent at the point it is given, separates application-stage information from preferred-applicant checks, and keeps the evidence attached to the applicant. It protects applicants from inconsistent treatment and protects landlords from reconstructing a decision from scattered email and phone notes.

RentManager Apply can collect a structured application, while RentManager keeps the consent, reference responses, decision notes, and later tenancy record together. Use the RentManager application portal for the applicant journey and the RentManager workflow for the landlord record. This is record-keeping support, not legal advice.

What are the quick answers about screening?

Can a landlord ask for a full bank statement?

Only ask for information that is necessary and relevant. Detailed spending information is usually intrusive when a less intrusive form of ability-to-pay evidence is enough.

When can a landlord run a credit check?

With informed consent, generally when the landlord is actively negotiating an offer, rather than at the earliest application stage.