How to Simplify Tenant Onboarding with E‑signatures and Virtual ID Verification

As a landlord or property manager, looking for quality renters for your units or properties can be exhausting. But once you’ve screened candidates and selected the right tenants, the work still doesn’t stop. Now, it’s time to welcome them with your warm embrace!

Tenant onboarding can also be tiring, especially if you don’t have a streamlined process in place. It’s best to leverage digital tools and modern technologies to make the whole process faster and easier for both parties. That’s where the use of e-signatures and virtual ID verification comes in.

On this page, we’ll cover the challenges of traditional onboarding for rental properties and how combining e-signatures and digital ID can help. Read on to know what best practices to implement for your tenant onboarding process.

Let’s dive right into it!

The Challenges of Traditional Onboarding

Tenant onboarding involves guiding new renters through everything they need to move in smoothly and efficiently. These include signing the lease, verifying IDs, setting up payments, orienting them about the policies, and giving them access to the properties. In short, it’s the process of welcoming new tenants!

Tenant onboarding is highly critical in the long-term renter-landlord interactions. It sets the stage for a smooth, positive relationship between you and your tenants. That’s why you should do what it takes to provide them with the best experience and make a good first impression.

But here’s the problem: The traditional onboarding process relies on scattered emails, outdated spreadsheets, and manual tasks. All these lead to slow responses and inconsistent tenant experiences.​​ 

So, as a landlord or property manager, here are the traditional onboarding challenges you often encounter:

• Endless paperwork and slow approvals: Handling stacks of documents manually takes time and often delays move-in dates. It also increases the chance of missing signatures and pertinent details.

• High risk of fraud or fake identities: Without proper verification tools, it’s harder to confirm tenant identities, leaving you exposed to potential fraud.

• Inconvenient in-person meetings: Requiring tenants to show up for every step of the process is time-consuming and not always practical for busy schedules. 

• Messy and inconsistent records: Relying on spreadsheets and emails makes it easy to lose track of information. This could lead to errors and confusion down the line.

Discover how e-signatures and digital IDs can streamline the tenant onboarding process below.

The Use of E‑signatures and Virtual ID Verification in Tenant Onboarding

The rental business is booming, no matter where you’re in the world. But as with any industry, it’s crucial to adopt digital tools and modern technologies to streamline various aspects of your operations. And what better way to start than to digitize your rental business using e-signatures and virtual ID for tenant onboarding?

Digital tools that make onboarding easier and faster

• E‑signatures: Digital signatures are essentially encrypted stamps of authentication. They are becoming essential for securing electronic documents, emails, and other digital communications. Here’s why they prove effective and beneficial:

• They are legally valid, fast, and secure.
• They cut down errors and lost documents.
• They are easy to track and store.

The global digital signature market is booming. Valued at $5.24 billion in 2024, it’s expected to soar to $38.16 billion by 2030, growing at a rapid 40.5% compound annual growth rate (CAGR). The real estate sector is among the many industries that use e-signatures for business transactions.

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• Virtual ID verification: Virtual ID verification is a secure way to confirm someone’s identity online. Tenants can utilize tools such as ID scans, biometrics, and database checks to verify their identities, thereby eliminating the need for in-person verification. Here’s why it works: 

• It confirms identity remotely using secure tech.
• It reduces potential fraud and builds tenant trust.
• It speeds up the onboarding and approval process.

A new Juniper Research study shows digital ID verification is accelerating, with checks expected to hit 86 billion in 2025 (up from 75 billion in 2024). This sharp rise highlights growing demand for secure, seamless identity verification in fintech and beyond.

Combining e-signatures and virtual ID verification

It’s time to combine digital signatures and virtual IDs for your tenant onboarding process. These tools should be part of your property management system features. When they work together, you’ll achieve a seamless onboarding experience for your tenants. Here’s how it works:

Applicant submits documents → ID verified online → lease signed digitally → tenant moves in faster

Let’s expound on each:

• Application submission: Your tenants can easily submit their applications and required documents online. This cuts down the back-and-forth emails and saves time for everyone.

• Identity verification: Virtual ID tools quickly confirm your tenant identities through secure scans and checks. They help reduce the risk of fraud and build trust from the outset.

• Document signing: With e-signatures, your tenants can digitally sign leases and agreements in minutes. There’s no need for printing, mailing, and in-person meetings.

• Actual move-in: Once the paperwork and verification are complete, your tenants can move in faster with less stress. On the flip side, you can focus on delivering a positive first impression as a landlord or property manager.

Combining e-signatures and virtual ID verification can simplify the onboarding process. This helps you reduce the potential risks and give your tenants a smoother start. 

Leading property managers now rely on digital tools to streamline tenant services. This modern approach not only improves efficiency but also builds trust from day one.

Key benefits for landlords and property managers

As the rental business is booming, landlords and property managers should strive to offer the best tenant experience to capitalize on this growth. Offering platinum-level tenant support should start as early as during onboarding. Investing in digital signatures and virtual IDs, and integrating these tools into your property management platform, can make all the difference.

Property managers can make smarter decisions by keeping track of competitors’ online presence. A competitor checker highlights strengths and weaknesses of other rental websites. Managers can use this information to improve marketing campaigns, optimize tenant onboarding, and boost overall rental performance.

“Technology allows property managers to deliver better tenant experiences. E-signatures and ID verification reduce paperwork, speed up approvals, and remove unnecessary stress. Tenants appreciate a process that feels organized and professional, and that positive start often turns into a long-term relationship.” — Nicolas Breedlove, CEO at PlaygroundEquipment.com.

As a landlord or property manager, here’s why you should invest in e-signing and digital ID verification tools for your rental business:

• Quicker turnaround from application to move-in: Faster approvals mean your tenants can settle in sooner. The best part for landlords? Your units don’t stay vacant for long.

• Less administrative work and lower costs: Automating paperwork reduces manual tasks and errors, leading to more efficient operations. With automation in place, there’s no need for extra resources. This means saving money on extra expenses!

• Stronger fraud prevention and compliance: Digital ID checks help confirm the identities of your tenants. Not only do they keep your rentals secure, but they also help you comply with laws and regulations.

• Happier tenants who stay longer: As mentioned, a seamless onboarding builds trust. Ultimately, it sets the tone for a lasting landlord-tenant relationship!

Discover best practices for leveraging e-sign and digital ID for your tenant onboarding in the next section.

Best Practices for Rolling It Out

The real estate industry continues to thrive, and the rental business is no exception. Here’s what the 2025 Landlord Trend report reveals: There are fewer purchases but more investments in existing rentals this year.

In fact, fewer people plan to buy new properties (down from 67% in late 2024 to 53%) while investment in upgrades is climbing, with 35% budgeting over $20,000 for improvements (up from 27%). High prices and interest rates are slowing acquisitions, but most landlords still plan to spend at least $5,000 on renovations, focusing on boosting income and efficiency rather than expanding their portfolios.

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But while the rental industry is booming, it is also essential to streamline various aspects of your business operations. Start with your tenant onboarding process by incorporating electronic signing and virtual ID verification into your workflow. More importantly, integrate your e-sign tool and digital ID platform into your property management system.

That said, follow the best practices for your tenant onboarding implementation:

1. Pick secure, compliant tools or platforms

There are digital tools for e-signatures and virtual ID verification readily available in the market. However, among the various options, choose those that ensure security and compliance. Take RentRedi’s E-sign lease, for instance. It is a secure platform with data privacy features and legally binding agreements.

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Anna Zhang, Head of Marketing at U7BUY, recommends investing in digital tools and technologies. She has her fair share of using e-signatures and virtual ID verification for online business transactions.

However, Zhang suggests using tools or platforms best suited for your business and industry. “Not all digital tools are created equal, so it’s important to choose solutions that fit your business type and niche. A secure, compliant platform doesn’t just protect your data but also builds trust and ensures smoother transactions in the long run.”

2. Train your team and orient your tenants

Choosing the right tools is one thing; training people on using them is another. After investing in tools for electronic signing and digital ID verification, train your staff to utilize them effectively. That way, they can also assist your prospective tenants during the onboarding process. In the end, it’s a win-win for both parties!

Adrian Iorga, Founder and President at 617 Boston Movers, underscores the importance of technology training and development. Their company also provides employees with proper training and orientation before deploying tools and technologies.

Iorga explains, “Technology is only as effective as the people using it. Proper training ensures your team feels confident with new tools and can guide clients smoothly through the process. In the end, well-trained staff turn technology into a real competitive advantage.”

3. Stay aligned with local laws and data privacy rules

Legal and regulatory compliance is crucial in business, particularly in the real estate industry. When leveraging tools like e-signature and digital ID, you want to protect data and ensure 100% adherence to applicable laws and regulations. That way, you won’t face legal and financial consequences for non-compliance.

Jeffrey Zhou, CEO and Founder of Fig Loans, emphasizes the importance of 100% legal and regulatory compliance, regardless of the industry. He recommends consulting legal experts and IT professionals for any technological investments, whether in the BFSI or real estate industry.

Zhou shares, “Compliance is the foundation of trust in any industry. Whether in finance or real estate, consulting legal and IT experts before adopting new tools ensures you stay protected and avoid costly risks. Ultimately, staying compliant not only safeguards your business but also builds confidence with the people you serve.”

4. Connect tools with your property management software

Technological integration makes smart property management. Ensure that your e-signature and ID verification tools are synced with your property management platform. You want to have all your rental business operations managed in one place, from tenant screening and onboarding to tenant communication and rental collection.

Take RentRedi as an example of a property management software: This all-in-one platform for landlords offers advanced features, including a tenant mobile app, rental property accounting, property listings, and integrated maintenance. 

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As far as onboarding is concerned, this tool also has tenant screening, e-sign lease, and tenant communication functionalities integrated in the platform itself. So, connecting these tools with your software can make a significant difference for your rental business.

Wrapping Up

The message is clear: Tenant onboarding can be streamlined with modern technology. But first, rise above the challenges of traditional onboarding, which often involve excessive paperwork, potential fake identities, and inconvenient face-to-face meetings. Instead, simplify your process by using e-signatures and virtual ID verification.

To get started, follow the best practices above for your tenant onboarding implementation. As a landlord or property manager, choose the right tools or platforms, train your team and tenants, comply with laws and regulations, and integrate your tools with your property management system.

With e-signatures and virtual ID verification in place, the benefits you’ll gain are multifold. Not only will you have a faster application turnaround, but you’ll also have less admin work and lower costs. You’ll also be able to promote legal compliance and prevent potential fraud. Ultimately, you’ll make your tenants feel welcome and even encourage them to stay for good!

Looking to streamline your tenant onboarding process with e-signatures and virtual ID verification? RentRedi offers an all-in-one property management platform with features such as application processing, screening, e-signature lease, and tenant communication. To get started with smart rental management, sign up today!