How to Check if a Landlord or Rental Agency is Legitimate

Finding a legitimate landlord or rental agency is essential to avoid scams, especially with the growing number of rental fraud cases online. Whether you’re applying for an apartment in your city or relocating to a new area, it’s important to confirm that the landlord or rental agency is trustworthy before providing personal information or paying deposits. At Section 8 Shield, we’ve gathered information from readers and researched how to verify landlords and agencies to help you stay safe. Here’s a step-by-step guide to checking if a landlord or rental agency is legitimate.

Steps to Check if a Landlord or Rental Agency Is Legitimate

1. Research the Property and Rental Agency Online

• What to Do: Start with an online search for the property address and the landlord’s or agency’s name. Look for the property on reliable rental websites like Zillow, Apartments.com, or Realtor.com. Verify that the listing appears on multiple reputable sites if possible.
• What to Look For: If the property is listed with different rental prices, landlords, or agency names, this could be a red flag. Confirm that the agency or landlord’s name is consistently associated with the listing.

2. Check for an Official Website and Online Presence

• What to Do: Most legitimate rental agencies and property management companies have an official website and some online presence, such as profiles on social media or business review platforms.
• What to Look For: A legitimate website typically includes contact information, a physical office address, and details about their services. If you find little to no online presence, that could be a warning sign, especially if the landlord or agency claims to manage multiple properties.

3. Read Reviews on Trusted Platforms

• What to Do: Check reviews on websites like Google Reviews, Yelp, and the Better Business Bureau (BBB). Reviews on these platforms can provide insight into other renters’ experiences with the landlord or agency.
• What to Look For: Look out for consistent complaints about issues like unreturned deposits, unfulfilled maintenance requests, or scams. A lack of reviews could also be a red flag if the agency claims to be well-established.

4. Verify the Landlord’s Identity and Contact Information

• What to Do: If you’re renting from an individual landlord rather than an agency, ask for their full name, phone number, and email address. You can then search for them online or on social media.
• What to Look For: If the landlord is difficult to find online or unwilling to provide clear contact information, this may indicate a scam. Most legitimate landlords will be open to verifying their identity and providing multiple ways to contact them.

5. Cross-Check Property Ownership with Public Records

• What to Do: Many counties provide online access to property ownership records. Search for the property’s address in the local tax assessor or property records database to confirm the listed owner’s name.
• What to Look For: If the person claiming to be the landlord isn’t listed as the property owner, ask them to clarify their relationship to the property. In some cases, the owner might hire a property manager, but the person you’re dealing with should be able to explain this.

6. Ask for a Business License or Property Management Credentials

• What to Do: If you’re renting from a property management company, request to see their business license or property management certification. Most legitimate agencies are registered and can provide proof.
• What to Look For: A valid business license indicates that the agency operates legally and meets local business requirements. If they avoid showing proof, it’s a potential red flag.

7. Request a Property Tour Before Paying Fees

• What to Do: Legitimate landlords and agencies will allow you to tour the property before requesting any payments. If you’re unable to see the property in person, request a live virtual tour.
• What to Look For: Avoid landlords or agents who insist on fees or deposits before a property tour. Scammers often use excuses, like being “out of town,” to avoid in-person tours and still pressure you to send money.

8. Check for Professional Communication

• What to Do: Observe how the landlord or agency communicates with you. A professional tone, proper grammar, and clear responses are common in legitimate businesses.
• What to Look For: Watch out for sloppy communication, vague answers, or pressure to act quickly. Scammers often use rushed or poorly written messages to push you into making quick decisions without verification.

9. Look for Transparency in Fees and Policies

• What to Do: Legitimate landlords and agencies are upfront about all fees, including application fees, security deposits, and rent due dates. Ask for a breakdown of any upfront costs.
• What to Look For: Avoid landlords who charge unusually high or non-standard fees, especially if they’re vague about what these fees cover. Scammers sometimes use high fees to collect money from multiple renters before disappearing.

10. Confirm the Lease Terms in Writing

• What to Do: Request a copy of the lease agreement before making any payments. Review it carefully to ensure the terms are clear and standard.
• What to Look For: Legitimate leases should include the rental period, monthly rent, security deposit, and tenant and landlord responsibilities. Avoid landlords who refuse to provide a lease or try to change the terms verbally after you’ve agreed.

Red Flags to Watch For

Here are some additional warning signs that may indicate a landlord or rental agency is not legitimate:

Refusal to Provide Identification: If the landlord or agent won’t provide proof of identity or business credentials, this is a red flag.

Requests for Untraceable Payment Methods: Scammers often ask for payments through cash transfer apps (e.g., Venmo, Zelle) or wire transfers. Avoid these methods and opt for secure, traceable options.

Unusually Low Rent for the Area: A rental price that’s far below the average for the area may be an attempt to lure renters in quickly. Compare prices with other rentals nearby to see if it’s realistic.

Unprofessional or Generic Email Addresses: Legitimate rental agencies often use official email addresses (e.g., [name]@agency.com) rather than personal or generic ones (e.g., [name]@gmail.com).

Inconsistent Information Across Listings: If the same property is listed with different prices or landlord names on multiple sites, this may indicate a scam.

What to Do If You Suspect a Scam

If you’ve come across suspicious behavior or believe the landlord or agency may not be legitimate, here are steps you can take:

1. Report the Listing on Section 8 Shield

• Report the listing on Section 8 Shield’s scam alert page to help warn other renters. We rely on user submissions to keep our community informed and safe.

2. Contact the Rental Platform

• Most rental websites have reporting tools for suspected scams. Use these to alert the platform about the listing, especially if you found it on a classified site like Craigslist or Facebook Marketplace.

3. Notify Local Housing Authorities

• Report the scam to your local housing authority or consumer protection agency. These organizations can track and investigate rental fraud cases, especially if they receive multiple reports about the same landlord or agency.

4. File a Police Report if Necessary

• If you’ve lost money or provided sensitive information, file a report with your local police department. A formal record of the incident may be helpful for future disputes or identity protection steps.

5. Consider Identity Theft Protection if You Shared Personal Information

• If you shared sensitive details (like your Social Security number or bank information), consider signing up for identity theft protection services. These services can monitor your information and alert you to suspicious activity.

Ensuring a Safe Rental Experience

Renting a new home should be an exciting step, not one filled with uncertainty and risk. By verifying the landlord or rental agency before providing personal information or payments, you can reduce your chances of falling victim to a rental scam. Section 8 Shield is here to support you with resources and tips for secure renting.

Remember, trust your instincts, take the time to verify details, and never rush into decisions based on urgency or pressure. Following these steps can help ensure a safe, legitimate rental experience, so you can focus on finding a home that truly meets your needs.