This article was posted on Tuesday, Jan 01, 2019

Here are some tips for conducting applicant screening in a way that complies with Fair Housing law and makes all people feel welcome in your community.  They will help you avoid screening pitfalls.

1. Think Before You Speak

It is natural to make friendly conversation with prospects during the application process.  This is fine but think carefully about questions you ask or comments you make. For example – asking “Where is your accent from?” Or saying “You have such an interesting look” may seem harmless, but could be viewed as discrimination particularly if you end up rejecting the applicant for some reason.

2. Know and Comply with your State Laws and Company Policies

Applicant screening is an area in which it is particularly important to know and follow your state and local laws.  Take the time to educate yourself.  “I didn’t know” will not be an acceptable defense should you face a discrimination claim. Your company should have clear policies and procedures for determining which applicants are accepted to live in your community.  Follow these policies and procedures at all times and apply them uniformly to all applicants. Make sure all applicants understand selection criteria and related policies and procedures.  This will help them see that you don’t choose residents arbitrarily; rather you have a stand process that you follow for all applicants.

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3. Ask for a “Government-Issued Photo ID  Rather Than a Driver’s License Specifically

Consult your company’s policies to determine which forms of photo identification are acceptable to verify identity during the application process. However, be mindful that it is better to ask for a “government-issued” photo identification rather than to ask specifically for a driver’s license.   Not everyone has a driver’s license and asking for one could be viewed as discriminatory.

4. Be Consistent in All Interactions to Avoid Screening Pitfalls

Most importantly, be consistent in all of your interactions with applicants and follow your company’s policies and procedures in the same way for all applicants. If you make an exception to any policy or procedure, make sure you provided the same information and options to all applicants who are in the same situation. Making a habit of treating applicants fairly and equally reduces our risk of discrimination claims and creates a welcoming atmosphere for all meet your qualifications and wish to live in your community.


Avoid discrimination within the screening process by carefully considering how you approach your application process. Claims of discrimination often arise in relation to the applicant screening process.  This can be a tricky area to navigate and one where even well-intentioned people can find themselves on the wrong end of a discrimination claim.

Ellen Clark is the Director of Assessment at Grace Hill.  Her work has spanned the entire learner lifecycle, from elementary school through professional education. She spent over 10 years working with K12 Inc.’s network of online charter schools – measuring learning, developing learning improvement plans using evidence-based strategies, and conducting learning studies. Later, at Kaplan Inc., she worked in the vocational education and job training divisions, improving online, blended and face-to-face training programs, and working directly with business leaders and trainers to improve learner outcomes and job performance. Ellen lives and works in Maryland, where she was born and raised.

Grace Hill partners with clients to protect their multifamily business and prepare their employees to succeed. Armed with the industry’s most robust learning platform and training catalog, Grace Hill clients are able to provide the highest standard of service to both residents and employees. Our comprehensive customer support and innovative solutions to complex business problems reassure clients that no matter what challenges they encounter, Grace Hill will help them move forward. Let’s move forward together. Contact Grace Hill at 866.472.2344.