Types of ID Documents to Request From Prospective Tenants

Handing over the keys to a new tenant is a big deal—you want to be sure the resident moving in is exactly who they say they are. Tenant screening, specifically the identity verification process, is crucial to making sure your new renter is indeed legit.

Without a solid ID verification system in place, everything else—income verification, rental history, background checks—can all fall apart. And with ID fraud on the rise, you need to be extra vigilant about catching fake IDs and documentation before it impacts your bottom line.

70% of apartment owners, developers, and managers reported identity theft, fraudulent IDs, or the use of someone else’s personal details in rental applications.

Requesting the right types of ID documents has never been more paramount to protecting your property, team, and residents.

We’re walking you through the different types of ID documents you should request from potential tenants, best practices for collecting and verifying IDs, and the legal considerations you’ll need to keep in mind along the way. 

Quick Insights

• Government-issued photo IDs are the gold standard in ID verification, with driver’s licenses, state IDs, and passports offering the most reliable proof of identity.
• Secondary IDs, like social security cards, birth certificates, or green cards, can help confirm details, but shouldn’t replace a primary photo ID.
• Supporting documents, like pay stubs, utility bills, or bank statements, provide extra assurance around employment, income, and address history.
• Consistency in the screening process is key—you must ask every applicant for the same documents to stay compliant with the Fair Housing Act and avoid discrimination claims.
• Protect sensitive information by using secure systems, encrypting storage, and properly destroying applicant records.
• Watch out for fraud red flags on IDs, like mismatched details, blurry text, or suspiciously new documents.
• Lean on verification tools like Snappt to catch fake and altered ID documents.
• Stay compliant—make sure your screening process aligns with federal, state, and local laws to avoid fines and protect your business.

Primary Identification Documents

When it comes to tenant screening, not all IDs carry the same weight. While many documents help confirm the details about an applicant, government-issued IDs are the gold standard.

They’re widely recognized, come with built-in security features, and include a photo to confirm the person standing in front of you matches the documents they’ve provided.

Government-Issued Photo ID

A government-issued photo ID is the most common document property managers request. They typically include:

• State-issued driver’s licenses
• Non-driver state ID cards
• US passports

These IDs are all secure, standardized, and difficult to forge compared to other types of identification.

The photo, date of birth, and physical photo provide instant ways to cross-check that the person applying is the same individual listed on the rental application.

Many property managers consider this the minimum requirement before moving forward with screening.

Passport

Passports deserve a special mention on their own, not only because of their international use but also because of the security features they provide:

• Embedded chips
• Watermarks
• Advanced printing techniques 

These security features make passports much more complicated to alter than many state-issued IDs. And for international tenants, a passport is the most reliable—and sometimes the only—form of government-issued identification they can provide.

Reviewing a valid passport allows you to verify a potential tenant’s ID securely while ensuring fairness to applicants who might not have a US driver’s license or state ID.

Secondary Identification Documents

While a government-issued photo ID is the ideal starting point, in some cases, a secondary form of ID is useful. But remember that these documents typically don’t include a photo, so don’t rely on them alone. 

They can help confirm details, cross-check information, or provide clarity for applicants who may not have a driver’s license or state ID. The key is knowing when and how to use them properly.

Social Security Card

A social security card verifies an applicant’s social security number, which is important in credit checks and income verification. But you’ll need to handle these cards with care to comply with federal law.

Federal law requires that Social Security numbers be protected from unauthorized disclosure, and requesting or storing this information comes with added responsibility. If you decide to use social security cards, make sure your collection and storage methods are secure and compliant.

Birth Certificate

While not commonly requested for rental applications, birth certificates can be helpful in certain situations. For example, if you’re working with students or younger applicants who don’t yet have a driver’s license.

Birth certificates should always be paired with another form of ID, since they don’t include photos or addresses.

Visa or Green Card (For Non-Citizens)

For international applicants, a visa or green card verifies legal residency and right-to-work status. These documents confirm that a non-citizen applicant is legally allowed in the US and provide peace of mind when a driver’s license or state ID isn’t available.

Supporting Identification Documents 

Beyond primary and secondary IDs, some other documents can help round out who your applicant is.

These supporting documents shouldn’t replace a government-issued ID, but they do provide extra confirmation of the details listed on a rental application—like employment status, income, and current address.

Proof of Employment

Proof of employment documents help verify employment status and income. They give you a way to confirm that the applicant can undoubtedly pay their rent while also supporting the information shared in other parts of the application.

Proof of employment documents often include:

• Recent pay stubs
• Employment contracts
• Official employment verification or offer letters

Utility Bills

A recent utility bill—like electric, water, or gas—helps confirm an applicant’s current address. Since these bills are tied to specific residences, they’re a practical way to check that the applicant lives exactly where they say they do.

Bank Statements

Bank statements confirm financial stability and health by showing regular income deposits and consistent account activity. While sensitive, they share valuable insight into whether the applicant’s financial situation matches the details in their application.

Remember always to handle bank statements securely to protect applicant privacy.

Best Practices for Collecting and Verifying Documents

Requesting the right documents is half the battle. How you collect, handle, and verify them is just as important. A structured process protects your property from fraud and keeps your screening fair, transparent, and legally compliant.

Here are some best practices to follow as you build and fine-tune your system.

Consistency in Documentation Requirements

Not only is treating every applicant the same the right thing to do, it’s a legal requirement. Ask all potential tenants for the same types of documents to remain fair and compliant with the Fair Housing Act.

Inconsistent requests—even if unintentional—might come across as housing discrimination. 

Avoid legal hot water by creating a standardized checklist of required IDs that everyone can easily refer to, so the process is clear for your applicants and simple for your team to manage.

Secure Handling of Personal Information

ID documents contain highly sensitive information. Mishandling them can create a serious liability for your business.

Avoid collecting documents via email, which is often insecure. Instead, use a secure portal or property management platform, like Buildium or Hemlane. A few other best practices include:

• Storing files in encrypted systems
• Limiting access to authorized staff only
• Following legal requirements for disposing of records when they’re no longer needed 

The FTC’s Disposal Rule requires businesses, including landlords and property managers, to take “reasonable measures” to protect against unauthorized access when disposing of consumer report information. That information includes tenant-provided ID documents.

These reasonable measures include shredding, burning, pulverizing paper documents, or securely wiping electronic files. 

Remember, showing applicants that you take their privacy seriously builds trust from the very beginning.

Verification Methods

Even with strong policies in place and the most meticulous eye, fraudulent documents can still slip through the cracks. You have to cross-reference details across multiple documents, including names, addresses, and birthdates.

Keep an eye out for common fake ID red flags, like:

• Blurry text
• Mismatched fonts
• Documents that seem suspiciously new

Most property managers use verification tools like Snappt to spot alterations and confirm document authenticity instantly. These tools save time, reduce risk, and remove the guesswork from fraud detection.

Snappt specifically has a 99.8% accuracy rate and a 10-minute (or less) turnaround time for documentation rulings.

Legal Considerations

Collecting ID documents comes with legal responsibilities that you can’t afford to overlook. Always follow federal, state, and local laws and regulations so you can safely protect your business while creating a fair, transparent screening process.

Fair Housing Act Compliance

The Fair Housing Act (FHA) prohibits discrimination based on protected characteristics, like:

• Race
• Color
• National origin
• Religion
• Sex
• Familial status
• Disability 

That means you must ask every applicant for the same documentation and evaluate them by the same criteria.

Even well-intentioned or subtle deviations—like asking for extra paperwork from someone who looks young or making exceptions for certain groups—can be seen as discriminatory. 

State and Local Regulations

Tenant screening laws vary widely by city and state, with many states having different rules around handling and storing sensitive personal data.

For example, California’s CCPA requires businesses to safeguard all personal data and give residents rights over how their information is used. And Massachusetts’ 201 CMR 17 requires organizations to have basic security measures in place for protecting personal information.

Make sure you stay up to date with your state and local laws to remain compliant and avoid any fines. When in doubt, reach out to a legal expert or your local housing authority to confirm your process meets current laws.

Smarter ID Checks, Stronger Tenant Screening

Requesting the right documents—and reviewing them thoroughly—helps you spot potential bad tenants and fraudsters early on and avoid bigger headaches down the road.

From driver’s licenses to passports, social security cards to utility bills, each piece of information contributes to the bigger picture of who your applicant really is.

The key is to remain consistent, follow the correct security methods, and stay current with local and state rules. Because when you make identity verification a priority, you protect your property, residents, and your business.

And if you need help simplifying the process and ensuring that you’re letting in only quality, reliable tenants, see how Snappt can help.