Did you know we’ve never had a case of rent arrears that we haven’t been able to fully reclaim?
That’s a track record we’re proud of.
It largely comes down to our tenant vetting process.
Ask anyone who’s let a property before and they’ll likely have a tale to tell. Sometimes things go smoothly. Other times, not so much. A tenant who looked ideal on paper turns out to be unreliable. Rent payments start arriving late or not at all. The property gets neglected. Before you know it, what should have been a hands-off investment becomes a source of stress, expense and lots of hours trying to problem solve.
It’s a scenario that plays out more often than you’d think, and one that’s avoidable with the right tenant vetting process in place from the beginning.
To successfully let a property, finding the right tenant from day one is just as important as achieving the highest rent. The name of the game is to find someone who pays on time, looks after the property, and ideally stays for the long haul. Getting it wrong can cost you financially and emotionally.
At Chapmans Property Management in Edinburgh, tenant selection is one of the most critical steps in the entire lettings process. When it’s done well, landlords enjoy consistent income and greater peace of mind. When it’s not, even the best rental yield can be eroded by arrears, damage, void periods, and legal headaches.
We’d go as far as to say that choosing the right tenant is the single biggest factor in long-term landlord success.Not just in terms of income but in protecting the property’s value and your time.
So how do we get it right? Here’s the process we follow at Chapmans.
1. Attract the Right People
We need to attract the right kind of tenants to begin with. This starts with presenting your property in the best possible light with great photographs, engaging descriptions, and a clear, compelling listing that helps it stand out. We take care to provide detailed, accurate descriptions and, wherever possible, include floorplans. This extra effort pays off, with platforms like Rightmove showing that our properties capture the attention of viewers for longer.
We also advise landlords to be realistic when setting the rent. Overpricing can leave you with limited interest and a small pool of applicants, often those with higher demands and shorter tenancies. By setting the right rent from the start, we can create a healthy level of interest and offer you variety and a real choice of tenants to choose from.
2. Create a Seamless Viewing Experience
Once we’ve generated interest, we ensure there are no barriers for serious applicants to take the next step. We respond quickly to enquiries, offer flexible and sufficient viewing slots, and carry out all viewings on a face-to-face, appointment-only basis. This not only showcases the property but gives us our first in-person chance to assess potential tenants.
3. Define the Right Fit
Every property is different, and so is every landlord’s requirement. Before we offer a tenancy, we make sure the applicant fits the specific profile for the property. For example, is it suitable for pets? Are we looking for a long-term tenant, or is short-term acceptable? Is the space ideal for a professional couple, or a young family? These criteria guide how we assess suitability.
4. Apply Rigorous Referencing
This is where our tenant referencing process sets us apart. Our thorough referencing process includes:
- Credit and affordability checks
- Employer and income verification
- Previous landlord references
- Guarantor checks (where required)
- ID and address verification
- Right to Rent checks (if applicable)
- Searches for prior tribunal activity
- And occasionally, even a scan of public-facing social media
We never shy away from declining a tenant at this stage if concerns arise. A polite “no” at the referencing stage is far cheaper than trying to rectify a bad decision down the line. At Chapmans, we’ve built a reputation for getting this right. Our proven approach is why Chapmans has never had an arrears case we couldn’t fully reclaim. That’s a track record we’re proud of.
5. Trust Both Instinct and Evidence
While data and documentation are essential, gut instinct plays a key role too. We trust our team to read between the lines and spot potential red flags that algorithms won’t. It’s the human side of lettings that sets us apart. Our team has the training and experience to spot the difference between a good on paper applicant and a truly good tenant.
6. Add a Layer of Protection
Even with the best tenant vetting in the world, life happens. That’s why we ensure landlords are covered with proper tenancy agreements, deposits registered, and, if desired, rent guarantee services. It’s all part of minimising risk and protecting your investment.
Finding the Right Tenant
Choosing the right tenant isn’t down to luck. It all comes down to a structured and human-centred process to find tenants who are the best fit for a property. Landlords should be happy with their choice and benefit from long-term, reliable tenants who treat their properties with respect.
Come and talk to us to find out more about how working with Chapmans can help you as a landlord. Book a discovery call or try our free valuation tool.
Take a closer look at what the Edinburgh rental market was doing in 2025 Q2 with the latest Citylets report.
