Outsourced Tenant Screening Services for Real Estate Agencies

An empty property costs its owner money each day. That owner wants your property manager out leasing it, not typing in forms. Yet each application brings forms to check and referees to contact. Someone has to write the summary too. Our tenant screening services put a dedicated PMVA assistant on that admin, inside your own software. Tenant selection stays with your agency and the owner.

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Tenant Screening Services, From Application to Signed Lease

Rental Application Processing Inside Your Software

Your property manager’s time belongs on leasing, not on keying in applications. Each application reaches them entered and checked for gaps. Your assistant enters online and paper forms into your software. They prepare each one against the tenant screening criteria your team sets. If an answer or document is missing, they ask the applicant for it. They use your approved template to do that.

Reference Requests and Tenancy Database Searches

Chasing referees pulls your leasing team away from leasing. Your assistant sends a written request to each referee the applicant has named. Your assistant then follows up any written requests that have not been returned. Tenancy database searches run on your agency’s own membership, such as TICA or the National Tenancy Database. Phone references stay with your leasing team. We are an admin centre, not a call centre. Our assistants do not phone your landlords or tenants.

Application Summaries for Your Property Manager

The owner is waiting on an answer. Your property manager gets a summary of each application to take to them. Sarah, Head of Property Management for a large Canberra agency, runs applications this way. Her case study says, “The biggest impact has definitely been on managing new tenancies.” It says her assistant handles the data input and lease preparation. That runs from the application stage to the summaries for property managers. Her agency had two record months for new leases. Sarah puts that largely down to the help from her assistants. Your property manager still recommends. The owner still decides.

Lease Preparation and New Tenancy Paperwork

Once the decision is made, there is still a lease to prepare. That typing does not have to fall to your property manager. Your assistant enters the new tenant into your software and prepares the lease from your template. Your property manager checks it. Your assistant then sends it out and follows up signatures and bond tasks. They also type up the entry condition report. Our assistants do not sign leases or hold bond or trust money. See what stays with your licensed team on our real estate outsourcing page.

Tenant Screening FAQs

What Do Your Tenant Screening Services Include?

Our tenant screening services cover the admin around each rental application. Your assistant enters the forms. They send written requests to referees. They also run the database searches and write a summary. After the decision, they get the lease ready. We only offer dedicated assistants on a full-time, 40-hour-per-week basis. So this work sits beside the other admin you hand over. One example is routine inspection management.

Who Decides Which Applicant Gets the Property?

Your property manager and the owner. Your assistant gets the file ready. Your property manager makes the recommendation. They take it to the owner. Our assistants do not approve or decline anyone, and they do not show properties or give property advice.

What Can an Agency Ask a Rental Applicant For?

As at October 2026, the three states we checked each set a standard application form. They are Queensland, Victoria and South Australia. The details differ. Queensland’s regulator says agents must use its form. They may use their own version if it complies with the tenancy law. The regulator says they can only ask applicants for what is on the standard form. Consumer Affairs Victoria says agents must use the prescribed form and can only ask for what it sets out. South Australia has required its own Form A1 since 1 January 2026. Queensland and South Australia each exempt some landlords from the form. Public and community housing providers are examples. The NSW Government says a similar law was passed in September 2026. It is expected to start in early 2027. The OAIC also says real estate agents are not permitted to obtain credit reports. Your team tells your assistant which form applies. Your regulator has the rules for the other states and territories.

What Must Applicants Be Told About Tenancy Database Searches?

As at October 2026, Victoria’s rules say a landlord or agent who uses a tenancy database must tell each applicant in writing. Western Australia’s rules say a landlord or agent who usually uses a database must give each applicant written notice. It must name each database they usually use. It must also give the operator’s contact details. If a search finds the applicant listed, both states say the applicant must be told in writing within seven days. The NSW rules set the same seven days for that written notice. Queensland’s rules require written notice of a found listing too. By law these notices are for the landlord or agent to give. They stay with your agency. Check your regulator for the rules we have not covered here.

How Is Applicant Information Kept Private?

Your assistant works only in systems you approve. We do not ask you to move data into a system of ours. You issue the logins and can change them at any time. Your assistant is based in our office in the Philippines. They work on a dedicated PC with its own IP address. A backup assistant covering leave uses that same PC. The office runs CCTV, download limits and two-factor authentication. Does the Privacy Act cover your agency? If so, OAIC guidance says it must generally take reasonable steps before it discloses personal information overseas. Those steps are to make sure the overseas recipient does not breach the privacy principles. Your agency also generally stays accountable for how that information is handled.

How Long Can an Agency Keep Unsuccessful Applicants' Details?

As at October 2026, the deadline depends on the state. Victoria’s rules on renter information say the details must be destroyed or permanently de-identified. The deadline is 30 days after the rental agreement is entered into. That extends to six months if the applicant agrees in writing that the information can be used for other applications. One Victorian exception is where a law, court or tribunal requires the details to be held. South Australia’s regulator says 30 days after the tenancy is let. That becomes six months after the details were given if the applicant agrees. Queensland’s regulator says the details must be securely destroyed after three months. It says the rule only applies to tenancy agreements that started on or after 1 May 2025. Check your regulator for the other states and territories. These deadlines are your agency’s to meet. We do not take that duty on.

Which Software Do Your Assistants Work In?

If your team uses PropertyMe, Property Tree, Console or Rex, your assistant can work inside it. You do not change platform to work with us. In our records, each assistant completes more than 200 hours of property management training before they start. You issue their logins. You control what each login can open.

Can We See How Long Each Application Takes?

Yes, depending on your package. Our reports cover productivity, benchmarking and KPIs. They show how long your assistant takes to process an application or a lease. The turnaround itself depends on how complete each form is and how fast referees reply.

Testimonials: What Our Clients Are Saying

“Our experience with PMVA has been nothing short of transformative for our team. They seamlessly integrated into our business, providing invaluable support that has elevated our operational efficiency. We confidently recommend PMVA’s services to any business looking to enhance productivity and streamline operations effectively”.

— Sam Mayes

“Partnering with PMVA has been the most enlightening and rewarding experience I have ever had. They have sure helped take the business to the next level in only 3 months”.

— Ross Cooper

“Our team has had more time to prospect and grow the business without huge excess overheads. The training and implementation was 1st class”.

— PJ Salami

Client Success Stories

February 14, 2026

How we are delivering everyday consistency through outsourcing

Sarah, Head of Property Management of a large residential agency in Canberra achieved two record months for new leases after standardising processes with PMVA support.

February 14, 2026

How I’m Delivering Exceptional Service

Phil Jones, Principal of Propel Realty, a Brisbane Residential and commercial agency outsourced more than 20 processes, over 300 daily and monthly tasks to a dedicated VA within 18 months.

New Cover for Client Testimonials Blog Thumbnails 4

February 14, 2026

How I’ve Streamlined My Business Processes

Rheanna, Head of Property Management for a mid-size residential agency in Perth freed property managers to spend more time with clients, improving customer satisfaction.

Zero Downtime Commitment

We provide an experienced backup service should your dedicated real estate Virtual Assistant require any time off.

Benchmarked Processes

We elevate your systems and processes by benchmarking them against industry leaders.

No Turnover Costs

We safeguard your business against the high cost of turnover with inclusive recruitment, training and replacement services.

Fast Implementation

Our expert consultants will guide your team through the entire implementation, without the usual roadblocks associated with outsourcing.

Ready to Hand Over Your Tenant Screening Admin?

A dedicated Virtual Assistant in your real estate business can open the door to various new opportunities. Learn how to grow beyond your current limits by booking a private consultation with our CEO, Tiffany Bowtell.

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