A good tenant reference check in New Zealand is a short, planned phone call. You ask a previous landlord the same handful of questions about rent, care of the property and how the tenancy ended, you only ring for applicants you are seriously considering, and you write down what was said that day.
Most landlords treat it as a quick chat. Ring the number on the form, ask whether the tenant was any good, and go with the feeling.
That gets you an opinion, not a reference. Questions about facts, asked the same way for every applicant, give you answers you can compare. They also keep you inside the Privacy Act and the Human Rights Act.
The short answer: you can ask a previous landlord about the tenancy itself: dates, rent payments, care of the property, damage, communication and why it ended. Not about personal characteristics such as age, family status, ethnicity or disability. Get the applicant's permission first. (Sources: Tenancy Services, Privacy Commissioner)
What a Reference Check Is For
A reference check confirms what the applicant has already told you. If the application says they rented a Hamilton flat for two years, the previous landlord can confirm it.
The Tenancy Services pre-tenancy application form asks for two referees, and Tenancy Services suggests one should be a current or previous landlord. The other can be a personal referee or an employer. With an employer, stick to the current job. The Privacy Commissioner says employment history is not something to ask about.
A reference is one part of a wider tenant screening process. It sits beside identity, affordability and, with consent, a credit check. It is never the whole decision.
When to Make the Call
Good practice is to collect referee details and permission on the application form, then ring referees only for your preferred applicants. That is the Privacy Commissioner's guidance for landlords (February 2025).
Ask applicants to let their referees know you may call. The Tenancy Services form asks them to do exactly that. And get permission for the named referees only, not blanket consent for "other sources".
Nine Questions to Ask a Previous Landlord
Use the same list for every applicant, so you are comparing like with like. Tenancy Services suggests asking whether the tenant reported repairs, returned calls, kept the place reasonably clean and paid the rent on time. These nine build on that.
- 01
Did they rent from you, and when?
Confirm the address, the start and end dates, and whether they were named on the tenancy agreement.
- 02
Was the rent paid on time?
Ask whether they fell behind, how often, and what they did about it. One late week is not ongoing arrears.
- 03
Did they look after the property?
Was it kept reasonably clean and tidy? Did your inspections find anything beyond normal wear and tear?
- 04
Was there any damage or unapproved changes?
Ask what happened, what it cost to fix and whether it was settled.
- 05
Did they report repairs?
A dripping tap reported early saves a rotten floor later.
- 06
How was communication?
Did they return calls, respond to inspection notices and give proper notice when they left?
- 07
Did they keep to the tenancy agreement?
Ask about repeated or unresolved breaches, such as extra occupants or a pet that was not agreed.
- 08
How did the tenancy end?
Was the property left clean, were the keys returned, was the bond refunded in full? Who ended the tenancy, and was it a normal ending?
- 09
Would you rent to them again?
Then ask why. The reason is worth more than the yes or no.
Write the answer down as the referee gave it. "They fell two weeks behind in March and paid it off by May" is a fact. "Something felt off" is not. If an answer reflects badly on the applicant, the Commissioner suggests asking them for their side before you rely on it.
What to Leave Out
Ask only about the tenancy. Choosing tenants on the grounds below is unlawful under the Human Rights Act, and the Privacy Commissioner says not to collect them at any stage:
- sex, including pregnancy or childbirth
- relationship or family status, including plans to have children
- religious or ethical belief, or political opinion
- colour, race, ethnicity or nationality
- physical or mental disability or illness
- age, other than whether the applicant is over 18
- employment status, such as being on a benefit or ACC
- sexual orientation or gender identity
The same guidance adds four more: whether someone has experienced family violence, how they spend their money, their past jobs, and their social media. If a referee brings one of these up anyway, leave it out of your notes and out of your decision.
Keep a Short Record
Straight after the call, note:
- the date, and the referee's name and role
- how they know the applicant
- the questions you asked and the answers
- anything to follow up
Keep it only as long as you need it. The Privacy Commissioner says unsuccessful applications should be kept only briefly, in case the selection is questioned. An applicant can also ask to see what you hold about them. Write every note as if they will read it.
A reference is someone's memory of a tenancy. An inspection record is the tenancy in dated photos. HomeReview keeps routine rounds at 3, 6, 9 and 12 months as a room-by-room record, so the history behind a tenant is there for authorised property managers. You can see a sample tenant profile.
Three Habits That Keep Reference Checks Fair
- 01. Same questions, every applicant. A written list stops you going easy on the applicant you liked at the viewing.
- 02. More than one referee. One landlord can have a bad week or an old grudge. Two references give a fairer picture.
- 03. Ask for the detail. "A bit slow with the rent" means little until you know how late, how often and how it was resolved.
Frequently Asked Questions
Can a landlord call a tenant's previous landlord in New Zealand? Yes, with the applicant's permission, once they are a preferred applicant.
Can a landlord ask why a tenant left? Yes. Ask who ended it and whether it ended normally.
What should I do if a reference is negative? Ask for detail, compare it with your other referee, and let the applicant explain before you decide.
How many references should I check? The Tenancy Services application form asks for two, ideally with one from a current or previous landlord.
_Sources: Tenancy Services (tenancy.govt.nz); Office of the Privacy Commissioner, Privacy Act guidance for landlords and property managers, February 2025 (privacy.org.nz). As at October 2026. This is general information, not legal advice._
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