But in New Zealand, landlords must balance tenant screening with strict privacy rules under the Privacy Act 2020. The Privacy Commissioner has issued clear guidance on what you can - and cannot - ask. Collecting too much information, or the wrong type, could expose you to complaints or penalties.
Here’s a practical guide to the questions you can ask potential tenants at each stage of the rental process.
1. At the property viewing: Keep it simple
When people come to see the property, the only details you should collect are:
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Name
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Contact information (phone or email)
This allows you to follow up if they’re interested. Nothing more is needed at this stage.
💡 Pro Tip: At the enquiry stage, all you need are names and contact details. Most advertising sites already capture this for you automatically - so nothing extra is required.
2. During the application stage: The essentials
If someone decides to visit the property and apply, you can ask for a bit more information. The goal is to confirm whether they are a suitable tenant without being intrusive.
You may request:
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Proof of identity (e.g. driver licence, passport) to confirm who they are and that they are at least 18.
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Number of occupants who will live in the property.
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Names of non-tenants (like flatmates, partners or dependents) who will also live there.
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Referee contact details (current/previous landlords or personal referees)
- Consent for credit or criminal checks - but only when you’re actively considering them for the tenancy.
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Pet ownership if it matters for your property.
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Smoking status if there’s a no-smoking rule in your tenancy agreement.
- Right to remain in NZ - only if offering a fixed-term tenancy.
💡 Pro Tip: To make applications easier, myRent lets you generate a QR code for your listing. Display it at viewings so interested tenants can open the online application on the spot and even complete it on their phone.
3. Shortlisting applicants: Additional checks
Once you have narrowed down your shortlist and are actively negotiating with a tenant, you can reasonably ask for:
- Date of birth or an additional form of ID (needed for official credit or criminal checks).
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Proof of ability to pay rent — but applicants get to choose the form, e.g.:
- Recent payslip
- Letter from employer
- Work and Income statement
💡Pro Tip: Keep this stage simple - only ask for proof of ability to pay rent once you’re seriously considering an applicant, not from everyone who applies.
4. Voluntary Information from Applicants
Applicants are free to provide extra information voluntarily at any stage. For example, some tenants may choose to include additional background details in their application to strengthen it.
However, landlords must not encourage this or design their process to pressure applicants into oversharing. If there is an option to complete applications, tenants may use it, but landlords cannot use this to “shortlist” or prefer some applicants over others. Decisions must always be based on lawful and relevant information only.
5. What you must not ask
New Zealand law is clear: landlords cannot ask questions about protected personal characteristics or irrelevant personal information.
Do not ask about:
- Race, ethnicity, or nationality
- Religion, political views, or sexual orientation
- Gender identity, family status, or pregnancy
- Disability or health information
- Employment status (for example, if they’re on a benefit or unemployed)
- Personal spending habits, bank statements, or social media profiles
- Past employment history (beyond current ability to pay rent)
💡 Pro Tip: If you’re not sure whether a question is allowed, ask yourself: “Would I feel comfortable justifying this to the Privacy Commissioner?” If not, don’t ask it.
6. Why these questions natter
When asked correctly, screening questions help you:
- Assess whether the applicant can afford the rent.
- Understand how many people (and pets) will live at the property.
- Confirm they can comply with house rules (smoking, pets, occupancy limits).
- Gain insights from referees about their reliability as a tenant.
Importantly, sticking to what’s allowed shows professionalism and builds trust with tenants.
7. How myRent can help
Tenant screening isn’t always straightforward - especially when landlords are trying to do the right thing by the law while protecting their investment.
myRent makes the process easier. Our platform allows you to:
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Collect applications online with built-in privacy protections.
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Run credit and background checks with the tenant’s consent.
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Streamline communication so you only gather what’s necessary at the right stage.
With everything handled in one place, it’s easier to stay compliant while making well-informed decisions.
💡Pro Tip: Using a trusted platform like myRent reduces risk - you avoid asking for unnecessary details and let the system guide you through the correct process.
Screening tenants is never about finding the “perfect” person — it’s about being fair and consistent. The process can feel tricky at times, but the intention is always to treat all applicants equally, ask only what’s relevant, and make decisions based on lawful and transparent criteria.
This article is for general information only. You should always seek personalised, professional advice before acting on any of the material.
