Resources
A practical, step-by-step guide to reviewing tenant applications before you sign a lease, written for South African landlords managing their own properties.
A single problematic tenancy can result in months of unpaid rent, property damage and a difficult eviction process. South African eviction law is tenant-protective, which means the cost of placing the wrong tenant can be significant, both financially and in time.
A structured screening process does not eliminate risk entirely, but it significantly reduces it. It also gives you a documented basis for your decisions, which matters if a dispute arises later.
3–6 months
Average eviction timeline in SA
R8,000–R25,000+
Court and legal costs (typical)
R10,000–R50,000+
Lost rent during dispute
Under 30 min
Screening time with PropTrust
Ask every applicant for the same set of information. Consistency reduces bias and ensures you have enough to make an informed decision. A standard application should include the applicant's full name, contact details, employment status, monthly income and previous rental history.
Confirming that the applicant is who they say they are is the first step in any serious screening process. A valid South African ID should be cross-checked for authenticity. Mismatched details between the ID, bank statements and stated income are a significant warning sign.
Three months of bank statements provide a realistic picture of how an applicant manages money, more reliable than a payslip alone. Look for consistent income deposits, evidence of regular expense management, and whether the applicant has the income to cover rent comfortably.
A widely used benchmark is that a tenant's gross monthly income should be at least three times the monthly rent. This is not a legal requirement, but it helps reduce the risk of payment difficulties. Be consistent in how you apply this benchmark across all applicants.
Speaking to a previous landlord directly is one of the most valuable steps in tenant screening. Ask specific questions, not just whether the tenant was good, but whether they paid on time, how they handled maintenance issues and whether the landlord would rent to them again.
Keep a record of the information you reviewed and the basis for your decision, whether you accept or decline an applicant. This protects you in the event of a dispute and helps you apply criteria consistently across all applications.
None of these are automatic disqualifiers, context always matters. But each is worth investigating further before making a decision.
Refuses to submit bank statements
May indicate financial difficulty or reluctance to be transparent.
Income does not match stated employment
Could indicate unreliable self-employment income or misrepresentation.
Multiple large irregular deposits
May indicate income instability or undeclared income sources.
Account regularly in overdraft
Suggests limited financial buffer and potential payment risk.
ID number does not match date of birth
Could indicate an invalid or falsified ID document.
Cannot provide previous landlord contact
Makes reference verification impossible; may suggest a difficult tenancy history.
Urgency to move in immediately with no context
May indicate they have been evicted or are in a problematic housing situation.
Pressure to skip any part of the screening process
Legitimate applicants generally welcome a structured process.
PropTrust guides tenants through a structured submission process. They upload their ID, bank statements and references through their portal. You receive a clear summary, with ID validation, bank statement analysis and income assessment, so you can review the application without chasing documents manually.
Structured applications, ID validation and bank statement review, all in one place.