The 9-point checklist we run on every applicant.

The cost of the wrong tenant is rarely the dramatic story you read about. More often it is months of late payments, a property handed back in poor condition, and a deposit that does not cover it. Almost all of that is foreseeable at the application stage.

Good vetting is not about suspicion. It is a consistent, evidence-based process that you run identically for everyone, so that your decision rests on facts rather than impressions.

01 · PrincipleVet fairly, every time

Before any checklist, one rule sits above the rest: apply the same process to every applicant. Lettings are covered by equality law, and treating applicants differently on the basis of a protected characteristic is unlawful. So are blanket bans, such as refusing anyone receiving benefits or anyone with children, which the Renters' Rights Act explicitly prohibits.

A consistent, documented process protects you on both fronts: it produces better decisions and it evidences that those decisions were fair.

02 · LegalRight to Rent

In England, you must check that every adult who will live in the property has the right to rent here, under the Right to Rent scheme introduced by the Immigration Act 2014. This applies to everyone, regardless of nationality, and must be done for all adult occupiers, not just the lead tenant.

The acceptable documents and the option of online checks are set out on gov.uk. Keep dated copies of what you checked, that record is your defence if a question ever arises.

03 · MoneyAffordability

The question is simple: can the applicant comfortably pay this rent from their income? Verify income with payslips or, for the self-employed, accounts or tax documents. A common rule of thumb is that rent should be a sustainable share of net income, but treat that as a guide and look at the whole picture, including existing commitments.

Where income is borderline, a guarantor can bridge the gap, provided the guarantor is themselves checked and can cover the rent if needed.

04 · HistoryReferences and rental history

Two references matter most. A current or recent landlord can tell you whether rent was paid on time and the property looked after. An employer reference confirms the income and employment are real. Speak to a previous landlord rather than only the current one, an outgoing landlord has less reason to be generous.

05 · JudgementThe soft signals

Beyond the formal checks, a few patterns are worth noting, not as grounds to refuse on their own, but as prompts to verify more carefully:

• Reluctance to provide a previous landlord's contact details.
• Inconsistencies between what is said and what the documents show.
• Pressure to skip steps or move in unusually quickly.

None of these is decisive. Each is a reason to slow down and confirm the facts before committing.

06 · SummaryThe full checklist

• Right to Rent verified for every adult occupier.
• Photo ID confirmed and matched to the application.
• Income verified with payslips or accounts.
• Affordability assessed against the rent and existing commitments.
• Current or previous landlord reference obtained.
• Employer reference or proof of self-employment.
• Credit check for adverse history, where appropriate.
• Guarantor identified and checked if income is borderline.
• Holding deposit handled within the legal cap and rules.

The holding deposit, the small sum to reserve a property while checks run, is capped and regulated under the Tenant Fees Act 2019, and only specific fees may be charged. Confirm the current rules on gov.uk before taking any payment.