How to Do Right to Rent Checks

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Complete Right to Rent checks before the tenancy starts. Verify original identity documents (passport, share code for settled status), check they're genuine, keep copies, and repeat checks for time-limited permissions. Use the Home Office online service for share codes.

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Right to Rent checks are a legal requirement in England. Getting them wrong means fines up to £20,000 per tenant. Here's the proper process.

Step 1: Ask prospective tenant for identity documents

Request acceptable documents before they move in. The Home Office maintains a list of acceptable documents. Most common are:

  • UK/EU passport
  • Biometric residence permit
  • Share code for settled/pre-settled status
  • Valid visa in passport

Step 2: Check documents in person (originals only)

You must see original documents, not copies or photos. Check them in the physical presence of the holder where possible. Never accept emailed scans as the primary check.

Step 3: For settled/pre-settled status, use online service with share code

EU, EEA, and Swiss citizens with settled or pre-settled status don't have physical documents to show. Instead, they generate a share code which you verify using the Home Office online checking service.

  1. Ask tenant for their share code and date of birth
  2. Go to gov.uk/view-right-to-rent
  3. Enter the share code and date of birth
  4. View their immigration status
  5. Save or print the result as your record

Step 4: Verify documents are genuine (security features)

Check that documents are authentic:

  • Watermarks and holograms present
  • No signs of tampering or alteration
  • Photo looks like the person in front of you
  • Dates are valid (not expired, unless exempt)
  • Details consistent across documents

Step 5: Check photos match the person

The photo in the document must reasonably match the person presenting it. Look at the face, not at clothes or hairstyle which change. If in doubt, ask questions—a genuine person won't object to verification.

Step 6: Make clear copies (scan or photograph)

Copy every document checked—all pages of a passport, both sides of a biometric card. Keep these copies for the tenancy duration plus one year after it ends. Digital copies are fine.

Step 7: Record date of check

Write the date you made the check on your copies. This proves when you did the check. The check must be done within 28 days before the tenancy starts, or on the tenancy start date.

Step 8: Set reminder for follow-up if time-limited permission

If the tenant has time-limited permission to stay in the UK (e.g., a visa expiring in 2 years), you must do a follow-up check before it expires. Set a calendar reminder for at least 28 days before expiry.

Frequently asked questions

What if I can't meet the tenant in person?

You can use an Identity Service Provider (IDSP) to conduct digital checks, or conduct a video call. The Home Office has guidance on remote checks. But for physical documents, in-person is strongly preferred.

What if I rent to multiple occupants?

Check every adult who will live at the property. Missing one is a breach. For HMOs, this means checking every tenant, not just the lead name on the paperwork.

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LandlordOS tip

Create a Right to Rent checklist and use it for every tenant. Consistency prevents mistakes. Keep all copies together in a dedicated folder (physical or digital) for each tenancy.

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