Simple, Effective Screening for Better Tenants in Maryland

Maryland Background Checks

Background checks are a vital part of thorough tenant screening. Every landlord needs to know the history of every applicant. Background checks give you a good idea of whether someone makes payment on time, stays out of massive debt, has a criminal past, and a lot more.

Background checks reduce the chances of tenant turnover, protect you from liability, and help you and other tenants remain safe.

In this article, we’ll help you understand what background checks consist of, how to ensure you get the information you need, and what you need to know about your state’s rules regarding them. 

What are Background Checks?

1. Credit Report: Aside from a lease agreement, a tenant credit might be the most crucial document for a landlord to understand. This document is one of the best ways to determine whether someone will pay on time and in full. Here are the main components of a credit report:
   • Basic information like former names/aliases, current and previous addresses, etc.
   • Fraud indicators like invalid phone numbers or phony social security numbers
   • Tradeline summaries that give a snapshot of an applicant’s active accounts
   • Inquiries that show a list of companies who viewed an applicant’s credit file over the last two years
   • Credit/resident score
   • Winter weather damage

   The credit score and the resident score are key. A credit score is a numerical value anywhere from 300-850 that helps illuminate an applicant’s creditworthiness. If an applicant has a score of 500 or less, proceed with caution. Most reliable tenants will ave a score above 560. A resident score is similar to a credit score, but more directly reflects someone’s reliability as a tenant. Both scores are proprietary, so the exact formulas aren’t available to the public. That said, resident scores typically include a recommendation on whether to accept an applicant or not (this shouldn’t be treated as gospel obviously, but it’s helpful).

2. Criminal History: Wide-sweeping national databases, more narrow specific state databases, and granular county records are the main elements of most criminal history reports.
3. Income Verification: There are several ways to verify income. Let’s look at some of the most common here: whether someone will pay on time and in full. Here are the main components of a credit report:
   • Pay Stubs: Paychecks are the most common way to verify income. Anyone with full-time or part-time employment can make copies of paychecks and send them to you.
   • Yearly Tax Returns: A federal tax return is another option to obtain proof of income. This is often an excellent option because it’s an official legal document, so it’s difficult to fake.
   • W-2 Tax Form: These forms show employer’s withholding payroll taxes from workers’ earnings. This is another good option because it’s a document directly from an employer.
   • Bank Statements: This method is especially effective for self-employed applicants because they won’t have regular pay stubs like those who work for traditional businesses.

   Important Note: Innago’s new income verification feature, which you can learn more about here, makes it easier than ever to ensure your tenants have the necessary funds to pay you

4. Eviction History: Except in cases where overdue rent went to collections or a previous landlord reports late payments, credit reports don’t usually show evictions.  Federal law typically prevents evictions from being shown on a background check after seven years, but this figure varies by state
   If you cannot see an applicant’s eviction history on a credit report or obtain the information by contacting their previous landlords, then you may pull an eviction report. However, certain states have restrictions on different kinds of reports (we’ll address those if they’re relevant later in this piece).
   Eviction history matters because the cost of an eviction for landlords is often between $4,000 and $7,000 or more. That means that if a tenant was evicted, they likely left their previous landlord with no other choice.
5. Application: A rental application is a preliminary form used to obtain basic information about an applicant and their eligibility. Most applications ask for this information:
   • Landlord References: Contact previous landlords and get their take on applicants. This is a critical step that some landlords skip over. Make sure you’re not one of those landlords.
   • Employment History: You want to know current and former employers and get consent to contact them.
   • Written Permission to Run a Credit Check
   • Legal Disclosures: Here’s a helpful article on what disclosures to include.
   • Additional Inquiries: Be careful here. Make sure you don’t ask questions that violate laws. Only ask about things like pets or smoking. And make sure you’re consistent.

Why Do You Need to Run Background Checks?

Background checks in general are utilized by a variety of groups: landlords, employers, lenders, licensing agencies, government agencies, etc. Tenant screening or employment background checks are run to ensure that a candidate for a job, license, property, or loan is properly qualified and does not have a history of behavior that would interfere with their ability to perform the duties required under contract. Background checks minimize legal liability, protect companies’ assets and current employees, and are sometimes required by clients.

When it comes to landlords, background checks are needed to: 

1. • Protect the safety and property of other tenants
   • Reduce tenant turnover
   • Minimize legal liability
   • Increase the likelihood of on-time rental payments
   • Avoid conflict and crime in the rental community
   • Narrow down applicants for a high-demand property
   • Prevent expensive and lengthy eviction processes

Maryland Background Checks

Landlords in the “Old Line State” should run background checks on potential tenants as a precaution and general policy. Here are three reasons to run background checks in Maryland: 

1. Identify rental application fraud 

Rental application fraud, which occurs when a tenant lies on their application or submits falsified pay stubs, bank statements, etc., is on the rise across the country. According to recent data from Snappt, 85% of landlords and property managers report having experienced rental fraud in 2020. If a tenant lies on their rental application or submits fraudulent documents in Maryland, a credit check can uncover the truth before you allow the tenant to occupy your property. 

1. Avoid future evictions 

Running a tenant’s eviction history in Maryland can also help you avoid evictions for nonpayment or criminal activity. Maryland has one of the highest eviction filing rates in the country. Based on county data and statistical modeling from the Eviction Lab, Maryland’s pre-pandemic eviction filing rate (2018) was an astronomical 69.6%, with an estimated 559K eviction filings in that year. That amounts to roughly 47,000 evictions each month. Eviction filing rates have since decreased since pre-pandemic highs, but Maryland remains one of the top states for eviction filings in the country. 

Eviction in Maryland can be a long and expensive process, taking anywhere from three weeks to five months. Because tenants with a previous eviction are more likely to be evicted again, running an eviction history is essential component of a Maryland background check and can help you avoid high turnover. 

1. Learn about the existence or nature of illegal activity 

It’s also important to run criminal background checks in Maryland. Maryland’s three-year recidivism rate is one of the highest in the country, reported as large as 40.5% in recent years. Criminal background checks are important in identifying potential renters who are likely to violate the lease or the law. While landlords cannot have a blanket policy for denying convicts, certain crimes (like sex offenses and placement on the national sex offender registry) restrict convicts from certain housing options and are valid reasons to deny a tenant. 

What do Background Checks in Maryland Cost?

Background checks are relatively affordable across the U.S., but their costs vary depending on the area searched and the level of information requested. Searching national records typically costs between $13-60 per person, while searching an individual state’s records costs between $10 and $25 per person. The Maryland Department of Public Safety and Correctional Services offers Maryland state background checks via the criminal justice information system for $18 (if Mail-in) or $38 (if In-Person) per last name. County records, which tend to be more accurate and up to date, cost $16-$25 per person per county checked. You can learn more about each of these specific types of background checks in our article on the topic. 

Which Laws Apply to Maryland Background Checks?

A state of Maryland background check cannot be used by anyone for any purpose. Due to fair housing and employment protections, the use of credit reports and criminal background checks is often restricted by state or federal law. When used for employment purposes, a criminal background check Maryland considers complaint must adhere to the following Maryland employment background check laws. 

“Ban-the-Box” Laws 

The state of Maryland has several “Ban-the-box” laws for pre employment background checks: 

• MD State Personnel and Pensions Code Ann. § 2-203 – State employers in Maryland cannot ask applicants about their criminal histories or run a criminal history background check until the first interview.  
• MD Senate Bill 839 – Public and private employers in Maryland with at least 15 employees must wait to ask an applicant to disclose their criminal record/accusations until at least the first interview (except when required earlier by law). 

Maryland also passed additional legislation to limit lookback periods for CRAs and adverse actions for employers in the state: 

• MD Commercial Law Code § 14-1203 – Under this law, CRAs cannot report bankruptcies older than ten years and lawsuits, arrest records, indictments, convictions, and certain other records over seven years old. This law doesn’t apply when Maryland employers are using the information to hire for a job with a salary over $20,000. 
• Job Applicant Fairness Act (MD Labor and Employment Code § 3-711) – This act prohibits employers from using credit reports as the basis for adverse actions like denying employment, termination, or compensation decisions. There are exceptions for when credit reports are required by law and for certain positions, like those at financial institutions. Credit histories can be requested after an offer has been made, but there must be a job-related reason for seeking the credit information. Such reasons include that the job: 

• Is managerial 
• Accesses employee or customer personal information 
• Accesses confidential business information (e.g., trade secrets) 
• Provides expense accounts or corporate credit cards 

Adverse Actions 

If you decide to deny an applicant based on information from their consumer report, it’s critical to know rules and regulations regarding adverse actions. Read this article to review legal reasons for denying a tenant and how to abide by the Fair Housing Act. If you deny a tenant based on information in consumer reports or criminal history record information, you’ll need to send them an “adverse action” notice. Read more about these notices here. 

Know Maryland Background Check Laws 

Before you run a background check in Maryland, be sure you’re aware of the state and federal laws that apply to their use. Keep in mind that while all Maryland counties are subject to state-wide laws and executive orders, some counties (such as Montgomery County) may enforce additional regulations. Additionally, you must get written consent from a tenant before running a background check. Be sure you’re educated on the law in your region and adhere to the HUD’s recommendations if you use criminal history records as part of your tenant screening process. 

How far back do Background Checks in Maryland go?

When you use consumer reports to make tenant decisions, you must comply with the Fair Credit Reporting Act (FCRA). 

Section § 605 – 15 U.S.C. § 1681c of The Fair Credit Reporting Act (FCRA) applies in all 50 states and mandates a seven-year restriction on reporting certain background check information like civil suits, civil judgments, and arrest records (except in certain cases where an employer is hiring for a job with a salary more than $75,000). The FCRA doesn’t have similar timeline restrictions on criminal convictions, but some states restrict reporting conviction information at the state or local level. There are no notable state laws to this nature in Maryland, but individual cities or counties may have additional restrictions. 

How to Run Background Checks in Maryland?

When you need to conduct background checks in Maryland, most people either conduct a DIY background check or use a third-party provider. If you run a DIY background check, your best bet is probably to request criminal history from the Maryland Department of Public Safety and Correctional Services, contact an applicant’s former landlords and employers, obtain a credit report, verify income, look at the sex offender registry, and ensure you have all the information you need to conduct thorough tenant screening. DIY checks can be risky, though, because it’s easier to run afoul of relevant laws inadvertently (unless you’re very well-versed in the law).  

The better option for running a background check is to partner with a third-party provider, who often bundle credit, resident, criminal, and eviction histories together as a package. You can select the kind of reporting you need and let the third-party take care of the collection process. 

Background Checks with Innago

At Innago, we’ve partnered with TransUnion SmartMove to help you review background check information and identify high quality applicants. Running a background check through Innago allows you to quickly and easily identify the best applicants and ensure their application information is accurate. Likewise, Innago’s income verification feature helps our users verify reported income by connecting to their bank account, payroll provider, or by uploading documents. 

Disclaimer: This article is for educational purposes only and does not constitute legal advice. We recommend you consult with professional counsel if you have legal questions regarding your specific practices and compliance with relevant laws.