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Navigating Fair Housing: Understanding HUD's Latest Guidance on Rental Applicant Screening


In recent years, the landscape of resident screening has evolved dramatically, with technological advancements introducing both opportunities and challenges. To navigate this terrain effectively while upholding principles of fairness and nondiscrimination, it's important for Property Managers to acquaint themselves with the recent guidance provided by the U.S. Department of Housing and Urban Development's (HUD) Office of Fair Housing and Equal Opportunity.

The History of the Fair Housing Act

The Fair Housing Act, enacted in 1968 as part of the Civil Rights Act, stands as a landmark piece of legislation in the ongoing struggle for equality in housing. Born out of the civil rights movement and the tireless advocacy of activists, including Dr. Martin Luther King Jr., the Act aimed to combat pervasive housing discrimination based on race, color, religion, sex, familial status, national origin, and disability. Its passage represented a significant milestone in the quest for civil rights, prohibiting discriminatory practices such as redlining, racial steering, and housing segregation. Over the decades, the Fair Housing Act has undergone amendments and expansions to strengthen its protections and adapt to changing societal norms and challenges. Today, it remains a cornerstone of fair housing law, embodying the enduring commitment to fostering inclusive communities and ensuring equal access to housing for all Americans.

Breaking Down HUD's Latest Guidance on Rental Applicant Screening

HUD's recent guidance document clarifies the protections afforded by the Fair Housing Act to rental housing applicants, underscoring the importance of screening practices that are free from bias and discrimination. While multifamily Property Managers understandably prioritize selecting residents who will fulfill lease obligations, it's important to recognize that certain screening practices may inadvertently exclude individuals in discriminatory ways. Below are some key highlights for Property Managers to review. This guidance encompasses screening practices across a spectrum of human involvement and automation, spanning from traditional methods to cutting-edge technologies such as machine learning and AI.

The Relationship Between Housing Providers and Screening Companies

  • The Role of Housing Providers: Housing providers must exercise sound judgment in avoiding discriminatory housing decisions, even when utilizing tenant screening services. Customized screening policies, clear criteria, and independent review of screening reports are crucial. Applicants should be given fair opportunities to dispute negative information.

  • The Role of Tenant Screening Companies: Tenant screening companies play a pivotal role in implementing fair housing policies. They should prioritize accuracy, transparency, and non-discriminatory practices. Regular civil rights monitoring and customizability of screening criteria are essential.

Guiding Principles for Non-Discriminatory Screenings

  • Choose Relevant Screening Criteria: Screening criteria should be tailored to assess an applicant's ability to fulfill tenancy obligations. Relevant records should be prioritized, and past incidents unrelated to tenancy should not be grounds for denial.

  • Use Only Accurate Records: Ensuring accuracy in records is paramount to avoid discriminatory outcomes. Screening companies should employ rigorous methods to verify data accuracy, especially in datasets prone to errors or biases.

  • Follow the Applicable Screening Policy: Housing providers and screening companies must adhere strictly to the screening policy defined by the provider. Screening criteria outside the policy scope should not be considered.

  • Be Transparent with Applicants: Transparency throughout the screening process is crucial. Applicants should be informed of screening policies, provided opportunities to appeal denials, and given detailed reasons for any adverse decisions.

  • Allow Applicants to Challenge Negative Information: Applicants should have avenues to dispute potentially disqualifying information. The process should be accessible, providing clear instructions for submitting appeals and addressing inaccuracies.

  • Design and Test Complex Models for Fair Housing Compliance (e.g. AI and Machine Learning): Advanced screening models, such as those that use AI and machine learning, must be designed to prioritize fairness and transparency. Training data should be representative, and models should be regularly validated to ensure equitable outcomes across demographic groups.

The Future of Resident Screening

As resident screening continues to evolve, Property Managers face the dual challenge of harnessing technological advancements while upholding principles of fairness and nondiscrimination. The guidance provided by HUD serves as a crucial tool in this endeavor. By familiarizing themselves with the guidance outlined, Property Managers can confidently navigate the complexities of rental applicant screening, ensuring that their practices align with the core principles of the Fair Housing Act and contribute to creating inclusive communities where all individuals have equal access to housing opportunities.


Did you know that BGSF can support back-office functions for your multifamily property? From Leasing Agents to Administrative Professionals, we can help facilitate processes for both new and existing residents. As your national partner in multifamily staffing, you can contact us to request talent whenever you need it!

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