Portable Tenant Screening Report: 2025 Guide for Landlords

We know that portable tenant screening reports (PTSRs, also known as reusable screening reports) may not be the most exciting topic in landlord circles. Still, as more states continue to pass laws recognizing them, they’re increasingly important to understand as part of your tenant screening process.

When a renter applies for a vacant unit, they typically pay an application fee. Those fees can add up quickly when applying at multiple places, leading several states to introduce legislation that allows renters to use a PTSR as an affordable alternative.

In this guide, we’ll cover what a reusable screening report is, how landlords can spot fraud, which states currently regulate them, and how you can adapt as a landlord in 2025 (and beyond).

What are portable tenant screening reports?

A PTSR is a credit and background check that renters order themselves and can share with multiple landlords. Instead of submitting (and paying for) a new application for each property they’re interested in, tenants submit a reusable version to landlords that is typically valid for 30 days.

In some states, renters can also request copies of reports that landlords pulled if they denied their application. Once they have it, they can submit it elsewhere to speed up the process.

Of course, the big question is whether landlords have to accept a portable tenant screening report. The answer can depend on state law, which we’ll take a closer look at below.

What does a reusable tenant screening report include?

These reports contain the same information as a traditional rental application, including:

• Identity verification
• Credit history
• Employment verification
• Criminal background check (where allowed)
• Sex offender registry check
• National terrorist watchlist search (where allowed)
• Social Security number verification
• Income details

5 Tips to Avoid Tenant Screening Fraud

As this style of screening report continues to gain traction, landlords should stay vigilant to spot fraudulent activity. Here are five ways to protect yourself as a landlord:

1. Scrutinize the document: Look for formatting inconsistencies and make sure the report comes from an FCRA-compliant provider. Always verify sources and watch for any signs of tampering with the document.
2. Independently verify details: Confirm employment (with consent) and contact previous landlords listed in the report. Confirmation is a crucial step that helps to ensure the information provided by the applicant is accurate and reliable. Always be cautious of applicants who seem reluctant to give references or undergo verification.
3. Run your own check if needed: If something doesn’t add up, consider ordering your own screening. You will most likely be responsible for the costs associated with this check, but avoiding a scam is always worth the price. Per Fair Credit Reporting Act (FCRA) rules, you must obtain the applicant’s approval before running the report.
4. Contact references directly: Speaking with prior landlords can help verify a tenant’s payment history and behavior. Reach out to the past landlord to verify the applicant’s rental history, including their payment habits and lease compliance.
5. Stay up-to-date on scams: Follow landlord associations or state agencies for alerts on new fraud tactics and red flags associated with tenant screening.

Reusable Tenant Screening Reports by State

As of 2025, at least seven states currently allow reusable screening reports. The details vary by state, but the overarching rule is that if a landlord accepts one, they may not charge an application fee. Let’s take a closer look.

Colorado

Colorado continues to lead the way on PTSRs, making it mandatory for landlords to accept them under specified conditions. Beginning January 1, 2026, landlords must accept portable screening reports directly from applicants under HB25-1236 (Colo. Rev. Stat. § 38-12-903).

Here’s what landlords need to know as they prepare for the new rules to take effect:

• Mandatory Acceptance: The law requires Colorado landlords to accept tenant-provided reports that meet state requirements. Applicants no longer need to provide access.
• Report Validity: The report must be less than 30 days old and come from a provider that complies with the Fair Credit Reporting Act (FCRA).
• Required Contents: Each portable tenant screening report Colorado landlords use must include the applicant’s income and employment verification, rental and credit history, and criminal history (where allowed by law). If the applicant intends to rent with the assistance of a housing subsidy, the PTSR doesn’t have to include a credit history report, a credit score, or an adverse credit event report (Colo. Rev. Stat. § 38-12-904)
• Fee Restrictions: Landlords may not charge an additional application fee if a tenant provides a valid PTSR. However, if a tenant chooses not to submit one, landlords can charge a fee to obtain a report on their own. The fee cannot exceed the actual cost of screening (Colo. Rev. Stat. § 38-12-903).
• Transparency Requirement: If a landlord obtains a report for an applicant, they must share a copy with the tenant and notify them of their right to dispute any inaccuracies directly with the reporting agency (Colo. Rev. Stat. § 38-12-904(1.5)(b)(II)).
• Penalties for Noncompliance: Landlords who fail to comply may face civil penalties of up to $2,500, plus attorney’s fees and court costs. A landlord who remedies a violation within 7 days after notice will owe a reduced penalty of $50 (Colo. Rev. Stat. § 38-12-904(2)(b)).

Colorado’s updated law aims to create a fairer and more consistent process for both renters and property owners, promoting transparency and reducing redundant screening costs.

For official guidance and compliance details, visit the Colorado General Assembly’s bill summary for HB25-1236.

California

California’s AB 2559, which took effect in 2023, established a framework for reusable tenant screening reports. However, recent changes have introduced new rules that every landlord should be aware of.

New 2025 Screening/Application Fee Rules (AB 2493)

Beginning January 1, 2025, AB 2493 imposed strict guidelines on how California landlords can collect application screening fees.

• Landlords must process applications in the order received (first-come, first-considered) with disclosed criteria, or refund fees to unselected applicants (within 7 days of tenant selection or 30 days of application submission, whichever is sooner).
• If the landlord knew (or should have known) that no unit was available, they cannot charge a screening fee unless the applicant provides written consent.
• Landlords are required to provide a copy of the credit report used within 7 days of receiving it (regardless of whether the tenant requests it).
• Written screening criteria, such as income or credit score, should be provided by the landlord to the potential tenant along with the application.

Maryland

Maryland’s tenant-screening laws became more structured in 2025. Under state code (Md. Code, Real Prop. § 8-218), a tenant must have secured a reusable tenant screening report within the past 30 days and include:

• A credit report
• 7-year eviction and criminal histories
• Employment and income verification
• Current address and rental history

Maryland landlords must notify prospective tenants upfront whether or not they accept reusable reports. As of July 1, 2025, Maryland law also requires landlords to include the Maryland Tenants’ Bill of Rights with each lease, ensuring transparency around tenant protections.

Another new change for 2025 limits screening fees. Landlords who have five or more rentals may charge up to $25 as a screening fee; however, they must waive this fee if the tenant provides a recent PTSR.

Maryland landlords should review their lease templates with these revisions in mind, making sure they align with all current state requirements.

Rhode Island

Rhode Island remains one of the most tenant-friendly states when it comes to portable screening reports. Current Rhode Island landlord-tenant law allows renters to submit a report that’s up to 90 days old, giving applicants more flexibility than most states that limit reusability to 30 days (R.I. Gen. Laws § 34-18-19).

If a renter submits a valid PTSR, the landlord must accept it and cannot charge an application fee. If the landlord prefers to run their own check instead, they may do so, but must provide the tenant with a copy of the report.

In 2025, new consumer protection updates tightened landlord requirements regarding rental fees and disclosures, prohibiting landlords from adding any hidden charges or fees at any stage of the rental application process (R.I. Pub. Laws 2024, ch. 308 & 309). This change increases transparency for both tenants and property owners regarding application costs and screening procedures.

The takeaway for Rhode Island landlords: ensure your rental listings and applications clearly outline all fees and screening steps upfront, and be prepared to accept portable reports when submitted in accordance with state law.

Illinois

Illinois’ HB4926 amends the Illinois Landlord and Tenant Act to state that landlords must accept a PTSR from a tenant if it meets the following criteria:

• The report is less than 30 days old
• The report is made directly available to the landlord
• The report is available to the landlord at no cost to use or access

Together, these provisions help streamline the application process while protecting both applicants and property owners. Landlords operating in Illinois should review internal screening procedures to ensure their compliance.

New York

New York has been ahead of many states in regulating rental application fees and transparency, but 2025 brought a significant shift for landlords operating in NYC. The Fair Chance for Housing Act took effect on January 1, 2025, restricting when and how landlords can consider criminal history in rental decisions (N.Y.C. Admin. Code § 8-107(11-a)).

Under the new law:

• Landlords must first evaluate an applicant’s qualifications, such as income, credit report, and rental history, before reviewing any criminal background.
• Only certain convictions may be considered, including felony convictions within the past 5 years, misdemeanors within the past 3 years, and registered sex offender cases.
• Suppose a New York landlord rescinds an offer due to a criminal record. In that case, they must give the applicant written notice, a copy of the record, and 5 business days to respond or provide additional context.

Outside New York City, existing state law (N.Y. Real Prop. Law § 238-a) continues to cap application fees at $20 for credit and background checks. If an applicant provides a recent report (within 30 days), landlords must waive that fee entirely.

Together, these measures mean landlords must take a closer look at how they handle screening, especially in NYC, where timing and transparency around criminal records are now strictly regulated.

Washington

Washington recently joined the states that recognize portable tenant screening reports (Wash. Rev. Code § 59.18.257). Washington law allows renters to submit a PTSR instead of paying separate application fees for each property, a step toward more transparency and affordability.

Before running any background or credit check, Washington landlords must disclose key screening details in writing or on their rental listing, including the criteria for denial, the consumer reporting agency used, and whether they’ll accept a comprehensive reusable tenant screening report. If they do, they can’t charge a screening fee for applicants who provide one.

Suppose a landlord chooses to run their own report instead. In that case, they must follow Washington’s adverse action procedures, which include issuing a written notice that explains the reason for denial, the report that the landlord used, and the applicant’s right to dispute any inaccuracies. Additionally, any websites that advertise rentals must clearly state whether or not they accept reusable reports.

Washington’s statute also caps penalties for noncompliance. Landlords who fail to follow notice and disclosure requirements face fines up to $100, plus court costs and attorney’s fees.

In short, Washington landlords can now opt to accept portable tenant screening reports; however, they’ll need to update their listings, application templates, and screening disclosures to remain compliant.

What Landlords Should Do Now

Even if your home state doesn’t mandate reusable reports yet, that doesn’t mean it’s not coming. Here’s how landlords can start to prepare:

• Be clear in your rental listings about whether you accept PTSRs.
• Ensure that reports come from accredited, FCRA-compliant providers.
• Double-check employment and rental history to confirm accuracy.
• Train your property management team to recognize and evaluate PTSRs.

Risks to Keep in Mind

Even recent and valid screening results can become outdated if a tenant’s situation changes suddenly. As a landlord, always confirm employment and income, and be cautious of any documentation provided directly by applicants without third-party verification.

Data privacy is another factor to consider. Tenants should have the ability to dispute errors in their reports, and landlords should make sure their processes align with FCRA protections.

TurboTenant’s Approach to Tenant Screening

TurboTenant makes tenant screening simple, whether you’re using reusable reports or conducting your own checks. Landlords can view, store, and download reports all in one place, ensuring they stay compliant and efficient. And if a tenant requests a copy of their screening report, you can easily locate it and save it as a PDF for sharing.

In all, tenant screening is just one aspect of the puzzle. To streamline your entire property management process, sign up for your free TurboTenant account today.

Portable Tenant Screening Report FAQs

Disclaimer: This blog is for informational purposes only and is published by TurboTenant. It is not legal, financial, or tax advice. Laws and regulations for landlords vary by state and locality and may change over time. Always consult a qualified attorney, accountant, or local housing authority before making decisions related to your rental property. The publisher and authors assume no responsibility for actions taken based on the information provided.