Phone Screening Ledger

Free Fillable Phone Screening Ledger for Landlords

Landlords get a lot of information during the screening process. Use our fillable phone ledger to document calls from potential tenants, collect contact information, complete an initial phone screening, and plan for next steps.

It makes it easy to collect information, keep detailed records, and save screening information. Use a phone screening ledger as a first step in the screening process to ensure an organized and smooth screening process.

How to Use a Phone Screening Ledger for Tenant Applicants

Landlords use a ledger when talking to or recording messages from applicants. To use the phone screening ledger in the screening process:

1. Download the free phone screening ledger
2. Open the PDF on your computer, tablet, or smartphone
3. Enter the applicant’s name and contact information
4. Conduct an informal interview and add relevant information to the log
5. Add notes about next steps or needed follow-up
6. Use the phone screening ledger for up to 5 applicants
7. Save the document and/or print a hard copy for your records

What Information Should a Tenant Phone Screening Ledger Include?

The phone screening ledger lets landlords collect necessary contact information and conduct an informal initial screening. It documents:

• Applicant name and phone number
• Date and time of the call
• Applicant’s desired move-in date
• Number of occupants
• Whether or not the applicant has pets (if yes, type and number)
• Whether the applicant has the entire security deposit available at time of call
• Whether or not the deposit has been paid
• Notes and/or next steps

Frequently Asked Questions About Phone Ledgers

What Is a Landlord Phone Ledger?

A landlord phone ledger is a form landlords use to document calls and messages related to rental properties. A phone screening ledger is used as part of the screening process and records calls from potential tenants. It helps document calls, collect contact information, and serves as an informal screening tool.

A fillable phone ledger is an electronic document landlords can use to document and store applicant information. It’s a simple way for landlords to keep up with applicant communications, stay organized, and maintain consistent records.

Why Should Landlords Use a Fillable Phone Ledger?

Landlords should use a fillable phone ledger to document communication with prospective tenants and stay organized throughout the tenant screening process. It keeps all collected information in one place and is an easy way for landlords to store and access key information.

Landlords can store a phone ledger electronically or print a hard copy.

Should Landlords Keep a Record of Tenant Phone Calls?

Yes, landlords should keep records of tenant and prospective applicant calls. This ensures landlords follow up with leads and don’t lose any applicant information.

Keeping a record of calls helps keep track of applicants and ensures landlords can refer back to conversations as needed.

How Long Should I Keep Phone Ledger Records?

There is no set period for maintaining phone ledger records. Landlords should keep records for as long as they’re reasonably needed for record keeping or any regulatory requirements. The appropriate retention period varies based on each landlord’s business, the landlord’s location, and what information is included in the screening log.

Can I Use the Phone Ledger for Multiple Tenants?

Yes, the phone ledger is designed to collect information from multiple applicants. The ezLandlordForms phone screening ledger has space for up to five prospective tenants per page.

What Questions Can Landlords Ask During a Applicant Phone Screening?

During a phone screening, landlords can ask questions to help determine whether an applicant meets the landlord’s screening criteria. Questions should be connected to legitimate business interests - for example, income, credit history, pets, occupancy, and lease term. Landlords should avoid questions that involve protected characteristics, as this can lead to fair housing concerns. Landlords should be consistent with questions asked, as asking one applicant different questions than another applicant can lead to fair housing concerns.

How Is a Phone Screening Ledger Different from a Rental Application

A phone screening ledger is a more informal first step in the screening process. It’s a way to help determine whether an applicant meets basic screening criteria. If, after a phone screening, the applicant appears to meet all basic screening criteria and is still interested in the unit, the applicant submits an official rental application and begins the formal screening process. The phone screening helps to avoid screening applicants who don’t meet basic criteria, but it does not replace the rental application or screening reports.