A Crestview Property Manager's Process To Screening & Placing Tenants

Screening and placing tenants is one of the most important parts of managing a rental property successfully. The type of tenants you place directly impacts your experience as a landlord—everything from how the property is cared for to how consistently rent is paid.

At Kuntz Property Group, we follow a four-step process from the time a home is listed for rent until it’s officially leased. In this article, we’ll walk you through that process so you can see exactly how to handle tenant placement like a professional property manager.

Step 1: Interest

The first step begins once your home is listed for rent. If the home is priced correctly and marketed effectively, it will start generating interest quickly. Prospective tenants will reach out wanting to schedule showings or request more details about applying.

At this stage, the goal is to manage that interest efficiently. You’ll want to:

• Respond quickly to inquiries.
• Schedule property showings or provide virtual tours.
• Direct interested renters to your rental application.

The more organized and responsive you are during this phase, the faster you’ll move qualified applicants toward the next step.

Step 2: Applications

Once someone applies, it’s time to begin your tenant screening process. This step is all about verifying that the applicant meets your rental qualifications and can responsibly manage the lease obligations.

Here’s what we review during the application process:

• Credit Report: We look at credit score, delinquencies, and financial responsibility.
• Income Verification: We confirm employment and ensure their income meets your rent-to-income ratio.
• Rental History: We contact previous landlords to check for payment history, lease violations, or property damage.
• Criminal Background: We check for any disqualifying criminal history or safety concerns.

The goal of this step is simple: select a tenant who is both qualified and reliable. You want someone who can afford the rent, respects your property, and is likely to be a long-term resident.

🔎 Click here to read out article on how to properly screen tenants.

Step 3: Approval

After you’ve reviewed all applications and found a qualified renter, it’s time for the approval stage.

Once you approve an applicant, reach out promptly to let them know they’ve been accepted. At Kuntz Property Group, we send a lease offer via email that outlines all key details, including:

• Move-in date
• Lease term and rent amount
• Security deposit and other move-in charges
• Recurring monthly charges

This lease offer gives tenants a clear understanding of what to expect before they sign the lease agreement. It also outlines how the move-in process will work; how to pay deposits, when rent is due, and what steps are required before receiving keys.

Being transparent at this stage avoids confusion and sets the tone for a smooth landlord-tenant relationship.

Step 4: Move-In Coordination

The final stage is move-in coordination, which ensures the transition from approved applicant to active tenant goes smoothly.

Here’s how we handle this process:

1. Send and Sign the Lease Agreement – After the tenant accepts the lease offer, we send the official lease for signing.
2. Set Up the Tenant Portal – Tenants get access to their online portal to pay deposits, rent, and fees.
3. Confirm Payments – Once their balance is paid in full, we move forward with scheduling the inspection.
4. Conduct the Move-In Inspection – This inspection is typically done 24–72 hours before move-in. We document the property’s condition with photos and notes to protect both parties when the tenant moves out.
5. Verify Utilities – We ensure utilities are switched into the tenant’s name before granting access to the home.
6. Grant Access – Finally, once everything is confirmed, we provide the tenant with access—whether by meeting them at the property or providing a secure lockbox code.

This process ensures the home is ready, clean, and fully documented before occupancy. It also prevents delays or issues after move-in.

Conclusion

Placing tenants isn’t just about filling a vacancy, it’s about finding the right fit and ensuring every step of the process is handled properly. By following these four steps - Interest, Applications, Approval, and Move-In Coordination, you’ll set yourself up for a smooth and professional leasing experience.

At Kuntz Property Group, we use this process for every rental we manage. It protects your investment, ensures compliance with Florida laws, and creates a positive experience for both landlords and tenants.

If you’re ready to take the stress out of tenant placement, we’d be happy to help.

Ready to integrate our great leasing process for your Crestview rental property? Click here to schedule a free consultation or request a free rental analysis today!