Letting a property is a rewarding investment, but it comes with a number of legal responsibilities. One of the most important parts of the process is ensuring that you collect and verify all the necessary tenant paperwork before handing over the keys.
At Edwin Thompson LLP, we guide landlords through every step — ensuring full compliance, transparency, and peace of mind. Below, we’ve outlined the essential documents landlords should obtain from tenants, from application to move-in day.
- Tenant Application Form
The lettings process starts with a tenant application form, which helps landlords and agents gather key details such as:
- Full name and contact information
- Make up of household (including pets)
- Employment status and income
- Previous address and landlord reference
- Desired move-in date and length of tenancy
This information forms the basis for initial screening before progressing to references and checks.
- Proof of Identity
To confirm who your prospective tenants are, landlords must obtain valid photo ID, such as:
- Passport
- Driving licence
- National ID card
- Biometric Residence Permit
Keeping a secure copy is essential for both your records and compliance with anti-fraud and Right to Rent regulations.
- Right to Rent Documents
Under the Immigration Act 2014, landlords in England are legally required to conduct Right to Rent checks on all adult tenants.
Acceptable documentation includes:
- A valid UK or Irish passport, or
- A share code (for online Right to Rent checks)
- Visa or residence permit, if applicable
Landlords or their letting agents must view the original documents (or complete the online check), record the date, and retain copies for their files.
- Proof of Income or Employment
To ensure the tenant can afford the rent, landlords should request evidence of income. Common examples include:
- Last three months’ payslips (can be verified using Open Banking)
- Employment contract or employer reference
- Bank statements showing regular income (can be verified using Open Banking)
- Tax returns or an accountant’s letter (for self-employed tenants)
If the tenant doesn’t meet affordability criteria on their own, a guarantor may be required — who will also need to provide supporting financial documentation.
- Previous Landlord Reference
A reference from a previous landlord or letting agent helps verify the tenant’s reliability and conduct in previous properties. This can confirm:
- Timely rent payments
- Property care and cleanliness
- Whether the tenancy ended on good terms
It’s an important step in building confidence before offering a tenancy.
Most letting agents will use a reputable referencing company to undertake the above checks on their behalf, and these would usually be conducted online.
- Proof of Current Address
You may also wish to verify the tenant’s current address using:
- A recent utility bill (gas, electric, or water)
- Bank statement (issued within the last three months)
- Council tax bill
- Holding Deposit, Tenancy Agreement & Security Deposit
Once references are approved, the next step is to secure the property.
- A holding deposit (usually one week’s rent) confirms the tenant’s intent to proceed.
- A Tenancy Agreement is then prepared, outlining the terms and conditions of the tenancy.
- Before move-in, collect the first month’s rent and security deposit (typically five weeks’ rent).
All deposits must be protected in a government-approved scheme such as TDS, DPS, or MyDeposits, and tenants must be issued with the prescribed information within 30 days.
- Pre-Move-In Legal Documents
Before handing over keys, landlords must provide tenants with legally required compliance documents:
- Deposit protection certificate and prescribed information
- Energy Performance Certificate (EPC)
- Gas Safety Certificate (CP12)
- Electrical Installation Condition Report (EICR)
- The government’s ‘How to Rent’ guide
Providing these ensures compliance with UK legislation and protects your right to serve future notices.
Quick Reference: Landlord Paperwork Checklist
| Document | Purpose |
| Tenant Application Form | Initial screening |
| Photo ID | Identity verification |
| Right to Rent documentation | Legal compliance |
| Proof of income | Affordability check |
| Previous landlord reference | Reliability verification |
| Proof of address | Residency confirmation |
| Tenancy agreement | Legal contract |
| Deposit protection details | Legal requirement |
| EPC, CP12, EICR & How to Rent guide | Compliance |
Why Work with Edwin Thompson LLP
As experienced chartered surveyors and letting agents, Edwin Thompson LLP provides a fully managed lettings service, ensuring every step of the rental process is handled professionally and in line with current legislation.
From marketing and referencing to compliance and move-in, our team helps landlords achieve peace of mind while protecting their investment.
Contact Us
Looking for expert support with tenant referencing and compliance?
Our lettings specialists are here to help — whether you’re letting a single property or managing a full portfolio.
Written by Scott Gillie, Lettings Department Manager.
Offices: Berwick-upon-Tweed | Carlisle | Edinburgh | Keswick | Kendal | Newcastle | Windermere
Visit: www.edwinthompson.co.uk
Email: berwick@edwin-thompson.co.uk
Call: (01289) 304432 (option 2)