How to Find the Right Tenant

A Guide for Scottish Landlords

Finding a tenant is easy. Finding the right tenant for a particular property and creating a tenancy that works well for both sides requires a more thoughtful approach.

For Scottish landlords, the process has to balance commercial reality with legal responsibility. You want a tenant who is likely to pay the rent, look after the property and communicate properly. At the same time, your process must be fair, consistent and compliant with the rules that apply to private renting.

The best tenant selection process is therefore not about trying to predict the future. It is about gathering relevant information, applying sensible criteria and making a well-informed decision.

Start by understanding what the property is really suited to

Before advertising, think about the type of tenant the property is likely to suit. A compact city centre flat may attract a different market from a family home with a garden. A furnished property may appeal to a different audience from an unfurnished home, while location, transport links and nearby amenities can influence demand.

This is not about excluding people based on assumptions. It is about understanding the property’s genuine characteristics so that marketing reaches people for whom the home is likely to be a good fit.

Good marketing attracts better enquiries.

A vague advert can create unnecessary work. If you describe the property accurately from the outset, prospective tenants can make a more informed decision before arranging a viewing.

A strong advert should explain the key features of the home, its location, the rent, the deposit and any important practical information. Photographs should be honest and current. If there are limitations, such as restricted parking, limited storage or a particular layout, it is usually better to be clear about them early.

The aim is not to make the property sound perfect for everyone. It is to help the right applicants recognise that it may be suitable for them.

Be careful with the language used in adverts

Landlords and letting agents need to be particularly careful about statements that could unlawfully exclude people. In Scotland, rental discrimination rules now specifically protect people from discrimination because they have children or receive benefits, alongside existing equality protections.

Phrases such as “no benefits” or “no children” can therefore create serious legal problems. A landlord can still assess whether an applicant can meet the financial and contractual requirements of a tenancy, but the assessment must be based on lawful and relevant criteria rather than a blanket exclusion.

If a property has a genuine restriction, the position should be considered carefully rather than relying on a standard phrase copied from an old advert.

The viewing is more than a chance to show the property

A viewing is an opportunity for both sides to assess whether the property and the proposed tenancy are a good fit. The prospective tenant is considering the landlord, the property and the management arrangements just as much as the landlord is considering the applicant.

Good communication at this stage can prevent problems later. Explain how repairs are reported, what is included in the rent, how the tenancy will be managed and what the next steps are. If the property is professionally managed, explain the role of the letting agent and how the tenant will contact them.

It is also worth remembering that first impressions can be misleading. A quiet applicant may be an excellent tenant. A confident applicant may not necessarily be the right choice. The purpose of the viewing is to gather information, not to make a final decision based on personality alone.

Referencing should confirm information, not replace judgement

Referencing is one of the most useful tools available to a landlord, but it should be part of a wider process. A reference can help verify identity, income, previous rental history and other relevant information. It can also identify issues that need to be discussed before a tenancy is agreed.

The important point is consistency. If every applicant is assessed using completely different standards, the process becomes difficult to justify and may create unfairness. Establish the information you need in advance and apply the same reasonable process to applicants.

Where an applicant does not meet a preferred affordability benchmark, that does not necessarily mean the application should be rejected automatically. Depending on the circumstances, a guarantor or other lawful risk-management approach may be appropriate. The decision should be based on the full circumstances and the requirements of the tenancy.

Affordability is important, but it is not the only factor

The ability to pay rent is obviously central to a successful tenancy. However, a tenant’s financial position should be considered alongside other relevant information, such as rental history, the completeness and consistency of their application and whether they understand the terms of the proposed tenancy.

Landlords should avoid using overly simplistic rules. For example, a particular income multiple may be a useful internal guide, but it should not be treated as a substitute for a proper assessment of the circumstances.

It is also important not to confuse receiving benefits with being unable to afford rent. Scottish rental discrimination guidance makes clear that people receiving benefits are protected from unlawful discrimination. The relevant question is whether the applicant can meet the tenancy requirements, not simply where their income comes from.

A guarantor can provide additional security, but the arrangement must be clear

In some situations, a guarantor may provide additional reassurance where an applicant has limited rental history, variable income or another factor that creates uncertainty. The guarantor’s own financial position and legal obligations should be assessed properly.

A guarantor agreement should clearly explain what the guarantor is agreeing to cover and for how long. It is not enough to assume that a family member offering to help has automatically accepted a legally enforceable obligation.

Make decisions based on evidence, not instinct alone

Landlords often say they have a good instinct about people. Experience can certainly help, but instinct should not become a substitute for a fair process.

A strong decision is based on relevant information: the application, references, affordability, identity checks and the circumstances of the proposed tenancy. It should not be based on someone’s accent, age, family situation, nationality, disability, religion or other protected characteristic.

The same principle applies to applicants who receive benefits or have children. A landlord should assess whether the tenancy is suitable and affordable using lawful criteria rather than automatically rejecting someone because of their circumstances.

Keep records of the process

Good record keeping is one of the simplest ways to improve a tenant-selection process. Keep a record of applications, references, relevant communications and the reasons for decisions. This is useful for practical reasons, but it can also help demonstrate that applicants were treated consistently if a decision is later questioned.

Personal information should, of course, be handled appropriately and in accordance with data protection requirements. Landlords should only collect information that is relevant to the letting process, keep it securely and avoid retaining it indefinitely without a proper reason.

The best tenant relationship starts before the tenancy begins

Once a tenant has been selected, the focus should shift from assessment to preparation. The tenant should understand the rent, deposit, tenancy terms, reporting process and practical arrangements for moving in.

A detailed inventory and schedule of condition can also be extremely valuable. It creates a clearer record of the property’s condition at the start of the tenancy and can help avoid disagreements at the end.

The more clearly expectations are explained at the beginning, the less likely it is that a tenant will later say they did not understand what was required.

Professional management can improve the whole process

For many landlords, the biggest challenge is not finding applicants. It is managing the process consistently while dealing with work, family and other commitments.

A professional letting agent can help by managing enquiries, arranging viewings, carrying out or coordinating referencing, preparing tenancy documentation and supporting the landlord through the move-in process. Where a full management service is provided, the agent can then continue to manage communication, repairs and other day-to-day matters.

The benefit is that tenant selection becomes part of a structured process rather than a rushed decision made because the property has been empty for several weeks. A good agent can also help landlords avoid common mistakes, including inconsistent application of criteria, unlawful advertising language and inadequate tenancy administration.

There is no such thing as a risk-free tenant

Even the most thorough referencing process cannot guarantee that a tenancy will be problem-free. Circumstances can change, employment can be lost, and unexpected issues can arise.

The objective is therefore not to find a tenant who can be guaranteed never to cause a problem. The objective is to make a sensible, evidence-based decision and then manage the tenancy properly.

Clear communication, a well-prepared property and a consistent management process often matter just as much as the initial reference. A tenant who knows how to report a repair, who to contact, and what is expected of them is more likely to have a positive renting experience.

The right tenant is the right fit for the property and the tenancy

Finding the right tenant is not about searching for a perfect applicant. It is about making a fair and informed decision based on the property, the tenancy terms and the information available.

For Scottish landlords, that means combining sensible financial checks with proper referencing, accurate marketing and an understanding of the legal protections that apply to applicants. It also means recognising that the tenant is choosing you and your property too.

When the process is handled professionally from the first enquiry onwards, the result is more than simply filling a vacancy. It is the start of a tenancy built on clearer expectations, better communication and a stronger chance of working well for everyone involved.

Key sources for this article: Scottish Government, “Rental discrimination: guidance for Scotland”; Scottish Government, “Private residential tenancy model agreement: easy read notes”; mygov.scot, “Your responsibilities as a private landlord”; mygov.scot, “Taking a deposit as a private landlord”.

The information and opinions contained in this blog are for information only. They are not intended to constitute advice and should not be relied upon or considered as a replacement for advice. Before acting on any of the information contained in this blog, please seek specific advice from Gilson Gray.