A successful tenancy depends on a suitable, well-maintained property, a fair application process and clear communication. No reference check can guarantee that problems will never arise. The useful question is how to make decisions consistently and manage the home responsibly.
1. Define the application process before advertising
Set out what information you need, how affordability will be assessed and how applicants can provide supporting evidence. Apply the same relevant criteria consistently. Avoid assumptions based on a person’s occupation, accent, family situation or how often they have moved jobs.
Keep the process focused on the tenancy. Collect only information needed for legitimate checks, explain how it will be used and store it securely.
2. Check current requirements in England
Landlords must follow the applicable right to rent process; checks must not be targeted only at people presumed to be non-British. The government also provides guidance on rental discrimination, including protections relating to children and benefits. Check current rules rather than relying on an old tenancy template.
3. Verify relevant information rather than relying on instinct
Where references or affordability evidence are needed, check their source and give applicants an opportunity to clarify gaps or inconsistencies. Record the evidence considered and the reasons for a decision. An impression formed during a short meeting is not a substitute for a fair process.
4. Prepare the property and handover properly
Make sure repairs, safety checks and the required documents are dealt with before occupation. Use a clear inventory and dated condition photographs, explain how essential equipment works and provide a dependable route for reporting repairs. See GOV.UK’s landlord responsibilities for the current framework.
5. Respond consistently throughout the tenancy
Acknowledge reports, distinguish urgent issues from routine work and explain the next step. Agree lawful access arrangements instead of arriving unexpectedly. Keep a record of repairs, communications and payments, and deal with disagreements through the appropriate process.
If rent difficulties arise, establish the facts and discuss the position promptly. Avoid promises that any screening method will ensure uninterrupted income. Reliable management is an ongoing responsibility, not a test completed at the start.
Revised and sources checked on 21 October 2026.