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Right to rent check record

Record every right to rent check with dates, documents and a copy retained.

Compliance & safety · Updated 2 August 2026

Overview

Landlords in England must check that adult occupiers have the right to rent before the tenancy begins, and keep a record of the check.

Why it matters

A properly recorded check is your statutory excuse if an occupier later turns out not to have the right to rent. Right to rent does not apply in Wales, Scotland or Northern Ireland.

Legal requirements

  • Check every adult who will occupy the property as their only or main home.
  • Check before the tenancy starts.
  • See original documents with the person present, or use a share code or an approved digital identity service.
  • Keep a copy for the tenancy plus one year, and diarise follow-up checks for time-limited permissions.

Common mistakes

  • Checking only the lead tenant.
  • Accepting a photo of a document by email without a share code or video call.
  • Missing the follow-up check when permission expires.

Practical guidance

  • Record the date of the check on the copy itself.
  • Set the follow-up reminder the same day.
  • Treat all applicants the same to avoid discrimination.

The template

Replace everything in [SQUARE BRACKETS] with your own details before use.

RIGHT TO RENT CHECK RECORD (ENGLAND)

Property: [FULL ADDRESS]
Tenancy start date: [DATE]
Check carried out by: [NAME]
Date of check: [DATE — MUST BE BEFORE THE TENANCY STARTS]

OCCUPIER
Full name: [NAME]
Date of birth: [DOB]
Nationality: [NATIONALITY]

METHOD OF CHECK
[ ] Original documents seen in person with the occupier present
[ ] Home Office online check using share code: [CODE]
[ ] Identity Document Validation Technology via [PROVIDER]
[ ] Video call with originals held by the occupier (copies retained)

DOCUMENTS SEEN
1. Document type: [e.g. UK passport]  Number: [NUMBER]  Expiry: [DATE]
2. Document type: [ ... ]             Number: [ ... ]     Expiry: [ ... ]

OUTCOME
[ ] Unlimited right to rent — no follow-up check required
[ ] Time-limited right to rent — expires [DATE]; follow-up check due by [DATE]

Copies retained: [YES / NO]   Where: [FILE LOCATION]

Declaration: I confirm I saw the documents recorded above, that they appeared genuine, and that the photographs and dates of birth were consistent with the occupier.

Signed: ______________________  Date: __________

Repeat this record for every adult occupier.

This template is general information for UK landlords and letting agents, not legal advice. Rules differ across England, Wales, Scotland and Northern Ireland — check your local requirements or take advice before relying on it.