Affordability is a question about the applicant's actual circumstances and the proposed rent. A simple income multiple can be a screening tool, but it should not conceal prohibited discrimination or inaccurate assumptions.
Choose relevant evidence
- Ask for evidence of income that the applicant actually receives, including suitable proof of self-employment, pensions or benefits where relevant.
- Consider regular commitments and the proposed household arrangement without collecting an unnecessary complete financial history.
- Explain alternatives if the applicant cannot provide a standard payslip or employer reference.
Review the result
- Check whether a referencing provider's decision is based on an error, missing information or a rule that needs legal review.
- Give the applicant a reasonable opportunity to clarify an inconsistency.
- Apply genuine occupancy and licensing limits using the actual property evidence.
Record and communicate the decision
- Keep a concise factual reason tied to the criteria and evidence.
- Avoid labels about benefits recipients, families or nationalities.
- Retain and delete application information according to a justified policy, with access restricted to those who need it.
Example: income is not a salary
A fictional applicant receives a pension and other regular income. Assess the evidence appropriate to those sources rather than rejecting the application because an employer cannot provide a reference.
What to do
- Explain the evidence and criteria before taking money.
- Assess the applicant's actual resources and commitments.
- Record the reason for the decision and any clarification considered.
Evidence to keep
- Published criteria, relevant evidence and the applicant's explanation.
- Decision note and any guarantor or support arrangement.
Sources and guidance
- Rental discrimination under the Renters’ Rights ActUK Government · checked 20 October 2026
- 2026 occupation contract amendments: landlord guidanceWelsh Government · checked 20 October 2026
- Being a private landlordScottish Government · checked 20 October 2026
- Data protection advice for small organisationsInformation Commissioner’s Office · checked 20 October 2026