how-to
Right to Rent Checks: Step-by-Step Guide
Table of Contents
- What Right to Rent Checks Are and Why They Matter
- The Right to Rent Document List You Need to Verify
- Step-by-Step Process for Conducting Right to Rent Checks
- Using Identity Document Validation Technology (IDVT) for Checks
- How Long to Keep Right to Rent Records
- Right to Rent Check Penalties for Landlords
- Common Mistakes to Avoid
- Frequently Asked Questions
Last Updated: 30 September 2026
Right to rent checks are a legal requirement for all landlords in the UK, but many property owners find the process confusing or time-consuming. At PPS Property Management, we guide landlords through this critical compliance step, and we know how the right approach protects both you and your tenants. This guide walks you through exactly how to conduct right to rent checks step by step, from document collection to record-keeping, ensuring you stay compliant with current regulations.
What Right to Rent Checks Are and Why They Matter
Right to rent checks are the legal process you must complete before a tenant moves into your property. They verify that your prospective tenant has the right to live and work in the UK. This requirement applies to all residential lettings, with very limited exceptions.
The check itself is straightforward in principle: you examine original documents that prove the tenant's immigration status. But the details matter enormously. Get it wrong, and you face significant penalties. The check protects you legally and prevents you from unknowingly housing someone without the right to rent, which carries serious consequences for both landlord and tenant.
Many landlords rush this step or skip parts of it, assuming it's just a formality. That's a costly mistake. Your local council or the Home Office can conduct compliance audits, and they take these checks seriously. Conducting right to rent checks properly takes perhaps 30 minutes per tenant, yet it eliminates a major source of liability.
The Right to Rent Document List You Need to Verify
Before you conduct right to rent checks, you need to know which documents are acceptable. The Home Office publishes a specific list of documents that satisfy the requirement (Right to rent document checks: a user guide). Not all forms of ID work.
Acceptable Documents for Manual Checks
For a manual right to rent check (without using Identity Document Validation Technology), you need to see original documents that fall into specific categories.
Documents that prove right to rent on their own:
- A valid UK passport
- A valid passport issued by an EEA country (European Economic Area)
- A valid passport from another country, provided it shows the holder has settled status or pre-settled status under the EU Settlement Scheme
- A visa or entry clearance that shows the right to rent
- A Biometric Residence Permit (BRP)
- A Residence Card issued to a family member of an EEA national
- A document issued by the Home Office confirming right to rent
Documents that require a second document:
- A birth certificate (issued in the UK, Channel Islands, Isle of Man, or Ireland)
- A UK driving licence
- A National Insurance number document
If your tenant produces one of these second-category documents, you must also sight a second document that proves their address. This might be a utility bill, council tax bill, or mortgage statement, dated within the last three months.
Documents That Require Counterpart Verification
Some documents need you to verify a counterpart held by the Home Office. This applies to certain visas and work permits.
If your tenant shows you a visa that requires counterpart verification, you cannot complete the check manually. You must use Identity Document Validation Technology (IDVT) instead. The technology connects to the Home Office system and confirms the document's validity in real time.
The same applies to certain work permits and residence documents. If the document itself states that verification is required, you cannot accept it as part of a manual check.
Step-by-Step Process for Conducting Right to Rent Checks
Conducting right to rent checks follows a clear sequence. Each step builds on the last, and skipping any of them leaves you exposed to liability.
Step 1: Collect Original Documents from the Tenant
Before the tenant moves in, ask them to bring original documents to a meeting. Explain that this is a legal requirement and that you need to sight the originals in person.
Do not accept photocopies, scans, or documents sent by email. The regulations require you to see the originals yourself. This is non-negotiable.
Ask your tenant to bring their passport, visa, birth certificate, driving licence, or other relevant documents from the acceptable list. If they're using a second-category document, remind them to bring a proof of address as well (utility bill, council tax bill, or similar).
Schedule this meeting before the tenancy begins. If the tenant cannot provide documents before moving in, you must not let them occupy the property. The check must be completed before they have a right to occupy.
Step 2: Verify Document Authenticity and Validity
Once you have the original documents in front of you, examine them carefully. Check that:
- The document is genuine (not forged or tampered with)
- The document has not expired
- The photograph or details match the person in front of you
- The document shows the right to rent (if it's a visa or permit, check the conditions)
For passports, look at the security features. Check the expiry date on the data page. Confirm that the photograph matches the person presenting it.
If the document requires counterpart verification (as noted on the document itself), you cannot complete the check manually. Stop here and use IDVT instead.
If you're satisfied the document is genuine and valid, move to the next step.
Step 3: Record Your Findings and Keep Copies
This is where many landlords fall short. Recording your findings is not optional, it's a legal requirement.
Create a written record that includes:
- The tenant's full name
- The date you conducted the check
- The documents you examined (type and expiry date)
- Confirmation that the documents appeared genuine
- Your name and signature
Make a copy of each document you examined. You do not need to copy both sides unless there's relevant information on the reverse. Keep these copies safely.
Store this record and the copies together. You'll need them if the council or Home Office asks to see evidence that you completed the check.
Using Identity Document Validation Technology (IDVT) for Checks
If your tenant's documents require counterpart verification, or if you prefer a faster, more secure method, you can use IDVT.
IDVT connects to the Home Office database in real time. The tenant's document is scanned or photographed, and the system confirms whether it's genuine and whether the holder has the right to rent.
IDVT is faster than a manual check and removes the risk of human error in spotting forged documents. It also handles documents that require counterpart verification automatically.
Many letting agents and property management companies now use IDVT as standard. If you're managing multiple properties, IDVT saves time and provides a clear audit trail.
You still need to keep records of the IDVT check, including confirmation that it was completed and the date.
How Long to Keep Right to Rent Records
Once you've completed the check, you must keep your records for the duration of the tenancy plus a further period afterwards.
Keep right to rent records for at least two years after the tenancy ends. This gives the council or Home Office time to request evidence if they conduct a compliance audit.
Store the records securely. If you're using paper copies, keep them in a locked cabinet. If you're using digital records, ensure they're password-protected and backed up.
Do not dispose of records prematurely. Two years after the tenancy ends is the minimum; longer is safer if storage space allows.
Right to Rent Check Penalties for Landlords
The penalties for failing to conduct right to rent checks, or conducting them incorrectly, are severe.
If you knowingly allow someone without the right to rent to occupy your property, you can face a civil penalty of up to £20,000. This applies even if you made an honest mistake.
If you fail to keep proper records of your check, you may also face penalties, even if the tenant did have the right to rent.
If the Home Office discovers that you've let a property to someone without the right to rent, they can issue a penalty notice. You have a right to appeal, but the burden of proof is on you to show that you completed the check properly.
Beyond financial penalties, allowing someone without the right to rent to occupy your property creates legal liability.
Common Mistakes to Avoid
Most landlords who face penalties made one of a handful of preventable errors.
Frequently Asked Questions
What are the three ways to conduct a right to rent check?
You can conduct right to rent checks using three methods: manual verification of physical documents, the Home Office online checking service, or Identity Document Validation Technology (IDVT). Manual checks involve examining original documents in person. The online service allows you to verify documents through the Home Office portal. IDVT uses automated technology to validate identity documents digitally. Each method has specific requirements and documentation procedures you must follow to remain compliant.
How long must I keep records of right to rent checks?
You must retain copies of right to rent check records for the entire duration of the tenancy, plus a minimum of two years after the tenancy ends. This means keeping records of the documents you checked, the date of the check, and confirmation that the check was completed successfully. Maintaining these records protects you in case of future investigations or disputes about your compliance with right to rent obligations.
What happens if I fail to carry out a right to rent check?
Failing to conduct a right to rent check exposes you to significant financial penalties. If you knowingly allow someone without the right to rent to occupy your property, you can face a civil penalty of up to £20,000. Proper right to rent checks protect you legally and ensure your tenancy is secure and compliant with current regulations.
Do I need to conduct right to rent checks on all tenants?
Yes, you must conduct right to rent checks on all adult tenants before they move in. This applies regardless of the tenant's nationality, background, or how long they plan to stay. The only exception is for existing tenants who moved in before the right to rent scheme began. Every new tenancy requires a valid right to rent check using one of the three approved methods to ensure full compliance.
