How I Assess a Prospective Tenant

I assess every prospective tenant in person first, then confirm that read with a PayProp credit check, TPN verification, or both, and with income and reference checks. This is how I do it at The Property Bureau in Cape Town, and why the order matters.

Most people think tenant assessment is a paperwork exercise. You collect the application, run the credit check, verify the income, call the references, and the file tells you whether to say yes. The paperwork matters, and I use all of it. But by the time that application reaches my desk, I have usually already made up my mind. The real assessment happened long before the form was filled in. It happened the moment the person walked up the driveway.

That is the part of this job that does not show up in any system, and it is the part I trust most.

The assessment starts at the gate

When someone arrives to view a property, the assessment is already running. How they present themselves, how they carry themselves walking up the stairs, what they comment on as they move through the rooms, all of it is information. A person who is genuinely looking for a home behaves differently from someone who is killing time or chancing their luck. You can feel the difference within the first minute or two, well before anyone has signed anything or disclosed a salary.

What I am reading for is fit. Not whether this person is good or bad, but whether this person and this property belong together. Someone can have a perfect credit record and still be wrong for the place. Someone else can have a small wobble in their history and be exactly right. The viewing is where you start to tell which is which.

Listen to the questions, not just the answers

The most useful thing a prospective tenant gives you is not their answers. It is their questions.

Anyone can answer well. People rehearse answers. But the questions a person asks you reveal what they actually care about, what they are planning, and how they think. Someone asking about the garden, the light, where they would put a desk, how the neighbours are, is picturing a life there. Someone asking only about how quickly they can move in and how lenient you are on the rules is telling you something else entirely. I pay close attention to what people choose to ask, because that is the part they have not scripted.

Reading a couple

Couples need a slightly different approach. When two people are applying together, I make a point of asking each of them marginally different questions, then I cross-reference the answers. Not to catch anyone out, but because consistency tells you a great deal. When both partners describe the same plans, the same timeline, the same reasons for moving, you are looking at people who are aligned and straightforward. When the answers do not line up, that is not necessarily a problem, but it is worth understanding. It points you to the question you still need to ask.

In person, or not at all

You cannot do this properly over the phone. You cannot do it on a portal, and you certainly cannot do it over a string of WhatsApp messages. Remote channels strip out exactly the information that matters most: presence, manner, the small unguarded moments, the way a person reacts to a room in real time. I have never once felt I truly assessed someone I had only spoken to remotely. Face to face is not a preference here. It is the method.

This is where experience earns its keep

Here is the part you cannot download, cannot systemise, and cannot shortcut. This is the difference between an inexperienced practitioner and a seasoned one, and it is a difference that costs landlords real money.

A lot of agents and a lot of agencies are simply trying to place the first suitable available tenant. Get the property off the books, sign someone up, collect the commission, move on. The viewing is a formality to them and the application is a box to tick. I understand the pressure that drives it, but it is the wrong way to look after someone’s asset. A bad placement does not show up immediately. It shows up three months later in late payments, in damage, in disputes, in the call you did not want to make to the owner. The commission earned in a hurry is almost always paid back later, with interest, by the landlord.

An operator who is genuinely invested in looking after a rental on a long-term basis approaches it completely differently. The goal is not to fill the property this week. The goal is to place the right tenant who will still be the right tenant in two or three years, and to protect the owner’s investment the whole way through. That patience is the entire job.

I have been letting and managing property in Cape Town, mostly across the Southern Suburbs, since 2007. I have heard all the excuses. I have heard every version of the dodgy question and the rehearsed answer, the gap in the story that gets glossed over, the charm that is doing a lot of work to cover something underneath. You develop an ear for it. Not a suspicion of everyone, but a calibrated sense of when something is genuine and when it is being managed. That ear does not come from a form, a credit bureau, or a software score. It comes from years of sitting across from people, getting it right, occasionally getting it wrong, and learning from both.

That is what no paperwork can give you. The documents tell you what a person has done. Experience tells you what they are likely to do, and whether the person in front of you is who they are presenting themselves to be.

Judgement and process together

None of this is an argument against the tools. Credit checks through PayProp or TPN, affordability assessments, reference calls and employment verification all earn their place, and I use every tool available to me. The point is the order and the weight. The in-person read comes first and tells me where to look. The paperwork then either confirms what I already sensed or flags something I need to investigate.

And when something does not fit, the answer is not to dismiss the person. It is to find out why. A discrepancy is an invitation to ask one more question, not a reason to close the file. More often than not, the explanation is perfectly reasonable, and you would have lost a good tenant by judging the form instead of the person.

That is the whole approach in one line: judgement opens the assessment, process confirms it, and the two together are far stronger than either alone.

Frequently asked questions

What checks does The Property Bureau run on a prospective tenant?

We meet the applicant in person first. We then run a PayProp credit check, TPN verification, or both, and check affordability against income, employment and references.

What happens if something in my application does not match?

We ask about it. A discrepancy is a reason for one more question, not an automatic decline, and the explanation is often perfectly reasonable.

Who makes the final decision on a tenant?

The owner. We assess applications in the order they are completed. Where we can, we put two or three approved applications in front of the owner to give them a choice, but often only one meets our criteria. Either way, the owner decides.

If you own a rental in Cape Town and want tenants chosen this way, see our landlord services or our property management page.

Written by Paul Grobler, principal of The Property Bureau. Last reviewed 25 September 2026.