Picking the wrong tenant is the most expensive decision a landlord makes. A bad tenant costs you not just rent — they cost you maintenance, sleep, weekends, and sometimes a property's reputation in the neighborhood. Vetting properly takes one afternoon. Skipping it costs a year of regret.
Here's the 7-step process I use.
1. Two reference calls
One personal, one professional. Not from a list the applicant just gave you — ask specifically for a previous landlord (always) and an employer or business contact.
On the personal call, the question that matters: "Would you rent to them yourself if you were in my position?" Then shut up. People will fill silence with the truth.
On the professional call: "Is their employment stable, and have you had any concerns?" Avoid asking specifics that put them in HR territory — they'll dodge. Ask the soft version.
2. Employer verification
Get the company name and a switchboard number — not a mobile. Call the switchboard, ask for HR, ask to confirm the applicant works there. If they don't, that's the answer.
For self-employed applicants, ask for the last 3 months of business bank statements (not personal). If they're cagey, that's also an answer.
3. Ghana Card + ID cross-reference
Photograph the Ghana Card or passport in person, with the applicant present. Don't accept "I'll send you a copy on WhatsApp." Compare the photo to the person in front of you. Note the card number for your file.
If the application is in a different name from the card, ask why. The answer is almost always innocent (maiden name, business name) but you want to hear it directly.
4. Social check
Five minutes on LinkedIn and Instagram. You're not snooping for character flaws; you're checking that the person who applied is the same person whose CV and references match. People who lie about employment have inconsistent social profiles.
Note: don't make decisions based on lifestyle. You're checking consistency, not judging.
5. Prior-landlord conversation
This is the most important single call you'll make. Two questions:
- "Why did they leave?"
- "Would you rent to them again?"
If the previous landlord hesitates on the second question, ask why. If they say "you'd have to ask them," that's usually a quiet way of saying no.
One caveat: a current landlord might tell you the tenant is great just to get rid of them. The previous-previous landlord — two tenancies back — is sometimes a more honest source.
6. The financial reality check
Rent should be no more than 30–35% of gross income for residential tenants. If your unit rents at GHS 5,000/month, you want the applicant earning at least GHS 14,000–17,000/month before they're a stable bet. Get evidence — payslip, employment contract, or 3 months of bank statements.
If they're paying 6 months or 1 year advance in full, financial-cushion checks become less critical. But still verify they didn't borrow the advance.
7. The gut question
After all the data, sit with this one question: would I be comfortable calling this person at 9pm on a Sunday to ask about a maintenance issue?
If you hesitate, you have an answer. If you can already picture the conversation going easily, that's worth more than two perfect references.
Asking about income: "I just need to confirm the rent isn't going to be a stretch — can you share a recent payslip or 3 months of bank statements? It's standard." Asking the prior landlord why they left: "Was it a clean ending, or any reason I should know about?" Asking the gut question of yourself: write the tenant's name and three adjectives that describe your impression. If two of them are negative, walk away.
What to do next
If you're about to fill a unit, block one afternoon for these 7 steps for each finalist. Don't take shortcuts to save time — every hour you save vetting costs roughly a week of regret if you pick wrong.
And keep a private one-line note on each tenant you've rented to: would I rent to them again? Six months in is when you can answer honestly, and it's the best feedback loop for your own vetting instincts.