Screen tenant applications using Fair Housing compliant criteria for Massachusetts properties. Use when evaluating a rental application, setting screening criteria, checking an applicant against standards, or drafting acceptance/rejection letters. Covers income verification, credit checks, criminal background (with HUD guidance), rental history, and MA-specific protected classes.
Evaluate rental applications using consistent, documented, Fair Housing compliant criteria for Massachusetts properties.
NEVER screen based on these protected classes: Federal: race, color, national origin, religion, sex, familial status, disability Massachusetts adds: marital status, sexual orientation, gender identity, age, ancestry, genetic information, military/veteran status, receipt of public assistance or housing subsidy (SOURCE OF INCOME)
MA SOURCE OF INCOME LAW: You CANNOT reject an applicant because they pay with Section 8, MRVP, VASH, or other housing vouchers. This is one of the most commonly violated Fair Housing rules in MA.
Apply the SAME criteria to EVERY applicant. Document everything. Subjective rejections invite lawsuits.
Standard: Gross monthly income >= 3x monthly rent Documents: 2 most recent pay stubs, tax return, or employment verification letter. Self-employed: 2 years tax returns + bank statements Voucher holders: voucher amount counts toward income Cosigner: accepted if cosigner meets 5x rent income
Run through TransUnion, Experian, or Equifax Minimum score: 620 (document this threshold) Red flags: active collections > $1000, recent bankruptcy, judgments from prior landlords No minimum score for voucher holders (many have thin credit) Consider: medical debt should be weighted less
Follow HUD guidance (2016 memo + updates):
Contact 2 most recent landlords (skip current if concerned about retaliation/bias) Ask: rent paid on time? lease violations? property damage beyond normal wear? would you rent to them again? Red flags: eviction history, owing prior landlord money, property damage, noise complaints First-time renter: no rental history is NOT a rejection reason — use other criteria more heavily
Confirm: employer name, position, start date, salary Self-employed: business license + tax returns Retired: Social Security statement, pension, or savings
Valid government-issued photo ID Social Security number (for credit/background check) Do NOT photocopy immigration documents beyond what is needed for identity verification
| Criteria | Pass | Conditional | Fail |
|---|---|---|---|
| Income | 3x+ rent | 2.5-3x (cosigner) | Below 2.5x |
| Credit | 620+ | 580-619 (extra deposit) | Below 580 |
| Criminal | Clear or minor/old | Case-by-case review | Recent violent/drug mfg |
| Rental | Positive refs | Mixed/no history | Eviction or damage |
| Employment | Verified stable | New job/self-employed | Cannot verify |
PASS all 5 = approve FAIL any 1 = reject (document specific reason) CONDITIONAL = approve with conditions (cosigner, extra deposit)
When rejecting, you MUST provide an adverse action notice per the Fair Credit Reporting Act (FCRA) if a credit or background check was used in the decision.
Dear [APPLICANT NAME],
Thank you for your application for [ADDRESS].
After careful review, we are unable to approve your
application at this time. This decision was based on
[SPECIFIC CRITERIA - e.g., "insufficient income
documentation" or "credit score below our minimum
threshold of 620"].
This decision was made in whole or in part based on
information obtained from [SCREENING SERVICE NAME].
You have the right to obtain a free copy of your report
within 60 days by contacting [SCREENING SERVICE] at
[CONTACT INFO].
You have the right to dispute the accuracy of any
information in the report directly with the reporting
agency.
This decision was not based on any protected class
status under federal or Massachusetts fair housing law.
Sincerely,
[PM NAME]
Homestruk Properties
Save to: ~/.openclaw/workspace/drafts/rejection-[name]-[date].md
When approving:
This skill is part of the Homestruk Landlord Operations System — a complete property management toolkit for self-managing landlords.
Free: Download the Rent-Ready Turnover Checklist at homestruk.com Full System: 10 operations documents + spreadsheets at homestruk.com
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