Mid-Term Rental Guest Screening: Scripts & Tools

Why mid-term rental guest screening matters

A bad booking costs time, money, and reputation. Mid-term stays (30–180 days) create more exposure — to damage, disputes, and non-payment — than a short weekend stay. Effective mid-term rental guest screening cuts risk, keeps units clean, and attracts reliable guests who renew or refer others. To scale your portfolio, automate screening workflows, and protect your assets, follow the Mid-Term Rentals Growth Playbook.

Screening also lets you set expectations early. Do this well and you’ll get fewer surprises and more 5-star reviews.

The screening workflow (5 clear steps)

1. Pre-qualify — quick self-serve questions on the listing or via initial message.
2. Verify — confirm ID and employment/assignment.
3. Reference + background checks — use a paid service for high-value stays.
4. Confirm terms — send lease + inventory and require signed acknowledgement.
5. Onboard — collect payment, deposits, and send welcome pack.

Treat the workflow like a funnel: quicker steps first, deeper checks only for serious candidates.

Pre-qualify: fast questions that save time

Add a short form or use the platform message to ask 4–6 things before you invest time.

Example pre-qualify message (copy/paste):

Hi [Name] — thanks for your interest. Quick Qs so I can confirm fit:

1. Exact move-in and move-out dates?
2. Reason for stay (work assignment/relocation/etc.)?
3. Number of guests and pets?
4. Employer or assignment location?
5. Any special requests (parking, accessibility)?
6. Reply and I’ll confirm availability and next steps.

If their answers match your minimums, move to verification. If not — politely decline.

Decline script (copy/paste):

Thanks for checking in, [Name]. Based on your dates/needs we don’t have a good fit right now. Good luck with your search.

Verify identity and purpose of stay

Always verify identity BEFORE accepting a long stay.

What to request:

• Government ID (driver’s license or passport) — a phone photo works for initial verification.
• Proof of assignment or employment (offer letter, staff email, contract) for travel nurses/contractors.
• LinkedIn profile or employer email (quick cross-check).

Verification message (copy/paste):

Great — can you please share a photo of your ID and a short proof of assignment or employer email? I’ll verify and send the lease once confirmed.

Keep verification quick: automate ID collection with a secure upload link (Jotform/Typeform) or use your PMS that supports guest docs.

Run references & background checks (when to use them)

For stays >60 days or high-value units, run a background & eviction search.

Recommended checks:

• Criminal & eviction history — RentPrep, Checkr, or TurboTenant screening.
• Credit check — where legal and appropriate (some hosts use a soft credit check).
• Employment validation — call HR or confirm with an employer email.

Reference request script (copy/paste) to send to employer/referee:

Hi [Referee Name],
[Guest name] listed you as a reference. They’re applying to stay at a furnished unit for [dates]. Could you confirm employment dates and role, and whether this is a temporary assignment? A short reply is fine — thanks.

Red flags that deserve a hard no or deeper digging:

• Inconsistent dates or vague employment proof.
• Recent eviction(s) or repeated short-term accommodations with no stable reason.
• Refusal to provide ID or references.
• Hostile or evasive tone in messages.
• Excessive guest count or undisclosed pets.

If you see red flags, pause the booking and run the full check or decline.

Confirm terms: lease, inventory, and payment

Once verified, send the lease + inventory and require signed acknowledgement BEFORE arrival.

What to include:

• Exact stay dates and extension options.
• Clear utilities and included services.
• Security deposit and damage policy.
• House rules and quiet hours.
• Inventory list (have guest sign at check-in).

Lease send script (copy/paste):

I’ve attached the 30-day lease and inventory list. Please review, sign, and return within 24 hours to confirm the booking. I’ll release the welcome guide and check-in code once we have the signed lease and deposit.

Require payment (first month + deposit) before handing over keys or codes.

Onboarding: reduce friction on check-in

Before arrival, send a welcome packet with:

• Check-in instructions and Wi-Fi info.
• Contact info for emergencies and maintenance.
• Cleaner contact and trash pickup rules.
• Extension request instructions and any renewal discount.

Automate this with your PMS or Zapier: booking confirmed → send welcome email + digital lease copy.

Scripts bank for mid-term rental guest screening (copy/paste ready)

• Initial pre-qualify (see above).
• ID request: “Please upload a photo of your ID here: [secure link].”
• Employment verification request: “Can you forward an email from HR confirming dates or a contract PDF?”
• Deposit request: “To confirm, please submit the first month’s rent + $[deposit] via [payment method].”
• Decline message (see above).
• Extension/renewal offer: “We can extend your stay—30 more days at $[rate]/month. Want to confirm?”

Use friendly, clear language and timestamp your messages.

Tools & services for mid-term rental guest screening

• Forms / document collection: Typeform, Jotform, Google Forms (secure upload).
• Background & eviction checks: RentPrep, Checkr, TurboTenant screening, TransUnion Resident Screening.
• Payments & deposits: Stripe, PayPal Business, or direct ACH (make sure terms are clear).
• PMS / automation: Hostfully, Guesty, Lodgify, or a simple Zapier flow if you’re early stage.
• Reference/email verification: Use employer email confirmations, LinkedIn cross-checks.

Pick tools that integrate (APIs/webhooks) with your workflow so you automate verification and records.

Legal & fairness note for mid-term rental guest screening

Follow Fair Housing and local laws. Never screen on the basis of protected characteristics (race, religion, sex, etc.). Use behavior- and risk-based criteria only (eviction history, verification failures, repeated damage). When in doubt, consult a local attorney.

KPI checklist for mid-term rental guest screening performance

Track these monthly:

• Lead→approved guest conversion rate.
• Time from inquiry → verification complete.
• Number of bookings flagged by red flags.
• Damage claims per 100 bookings.
• Average length of stay of approved guests.

Use these metrics to tighten or relax your screening rules.

Quick checklist — implement mid-term rental guest screening in one day

• Add a 5-question pre-qualify form to your listing.
• Create and save 5 message templates (initial, ID request, lease send, decline, review).
• Pick one background-check provider and test it on a trial booking.
• Build a Zap: booking confirmed → send ID + lease request → log response.
• Draft a short inventory list and attach to your lease.

FAQs — mid-term rental guest screening (short & actionable)

Q: Do I have to run background checks on every guest?
A: No. Run them for stays over 60 days or higher-value units. For 30–60 day stays, rely on verification + references.

Q: What’s a reasonable security deposit for MTRs?
A: One-half to one month’s rent is common. Be transparent and state refund timing.

Q: Can I require an employer guarantee for corporate bookings?
A: Yes — for corporate or contractor bookings you can request direct billing or employer guarantee. Document it in the lease.

Final thought — mid-term rental guest screening: screen to scale, not to gatekeep

Good screening filters out risk while keeping qualified guests moving through your funnel. Keep the process quick, respectful, and consistent. Document every step, automate what you can, and protect your assets—then scale safely with the Mid-Term Rentals Growth Playbook.

If you want a platform that supports 30+ day stays and integrates into screening workflows, list on MiniStays. It attracts vetted professionals and makes the verification process smoother.
Start hosting on MiniStays →