Follow the Home Office process for the prospective adult occupiers and the type of evidence available. Some cases require the checking service or a later follow-up. Apply checks consistently rather than making assumptions from a name or nationality.
Identify who needs a check
Right to rent is an English scheme. Apply it consistently to relevant adult occupiers, not only to people whose name, accent or nationality appears unfamiliar.
- Establish the proposed adult occupants and who will perform the checks. If an agent takes responsibility, record the agreement and obtain the evidence required for your file.
- Use the official route appropriate to the person's status: eligible online checks, qualifying documents or the Home Office checking service where applicable.
- Do not reject someone merely because they need a different lawful checking route. Follow the official guidance on discrimination and acceptable evidence.
Carry out and record the check
The result must relate to the actual person who will occupy the home.
- Check identity against the person and follow the current requirements for the chosen route. A screenshot sent by an applicant is not a substitute for performing an official online check.
- Record the check date and retain the prescribed evidence securely. Check any time limit and whether a follow-up is required.
- Where the Home Office checking service is needed, retain its response and the relevant dates. Do not improvise a status decision from an unfamiliar document.
Follow up without unnecessary data collection
Treat immigration evidence as sensitive personal information with restricted access.
- Put required repeat checks into a diary with enough time to use the proper route. Do not set repeat checks for people who have an unlimited right solely because of nationality.
- Retain evidence for the period required by the official guidance, then dispose of it securely under the retention policy.
- If a check fails or status changes, obtain current guidance before taking action. Right to rent does not authorise changing locks or ending occupation without the appropriate process.
Example: a share code replaces a paper document
A fictional applicant provides a valid share code for an online check. Use the official service, match the result to the applicant and save the prescribed evidence. Do not insist on a passport-only process if that is not the correct route for their status.
What to do
- Use the current document or online-check route.
- Keep the required evidence securely with the date of the check.
- Record a follow-up where the person’s status requires one.
Evidence to keep
- Check result and check date
- Follow-up requirement where relevant
Sources and guidance
- Checking a tenant’s right to rentHome Office · checked 20 October 2026