A formatting difference or missing detail can be an error rather than fraud. Preserve the evidence and investigate the specific inconsistency before deciding what it means.
Identify what needs checking
- Compare dates, amounts, names and the document's stated source with the rest of the application.
- Preserve the original and note the discrepancy separately. Do not annotate over the evidence.
- Ask whether a corrected or alternative document can explain the issue.
Verify proportionately
- Use contact details independently verified from the organisation's genuine public presence, not only a telephone number in the questionable document.
- Share only the information needed and use an appropriate lawful basis or authority for the reference.
- Do not ask for online banking passwords or access to private accounts.
Decide from the evidence
- Record what was confirmed, what remains uncertain and the applicant's response.
- If declining, give a factual reason consistent with lawful criteria.
- If there is credible criminal conduct or a tenancy is already in place, obtain advice on the appropriate reporting or legal route.
Example: employer details do not match
A fictional reference gives a telephone number that differs from the employer's published switchboard. Verify through the genuine organisation and ask the applicant to clarify. The mismatch is a reason to check, not proof of a criminal offence.
What to do
- Record the exact inconsistency without altering the document.
- Verify relevant facts through an independently checked contact.
- Consider the explanation and document the resulting decision.
Evidence to keep
- Original document, verification method and response.
- Applicant explanation and factual decision record.
Sources and guidance
- Data protection advice for small organisationsInformation Commissioner’s Office · checked 20 October 2026
- Rental discrimination under the Renters’ Rights ActUK Government · checked 20 October 2026
- 2026 occupation contract amendments: landlord guidanceWelsh Government · checked 20 October 2026
- Grounds for possession: current grounds and notice periodsUK Government · checked 20 October 2026