✅
Free Compliance Tool
UK Right to Rent Check Compliance Checklist
Verify your Right to Rent checks establish statutory excuse before the tenancy begins.
This interactive checklist covers:
• Pre-check requirements
• Landlord/agent and tenant details
• List A documents (unlimited right)
• List B documents (time-limited)
• Online checking service
• Document verification
• Follow-up checks for time-limited permissions
• Record retention and storage
All 53 compliance points are covered. The template handles all of them automatically.
This interactive checklist covers:
• Pre-check requirements
• Landlord/agent and tenant details
• List A documents (unlimited right)
• List B documents (time-limited)
• Online checking service
• Document verification
• Follow-up checks for time-limited permissions
• Record retention and storage
All 53 compliance points are covered. The template handles all of them automatically.
Interactive checklist • Save progress • Download as PDF • Full version unlocks free with email
Or skip the checklist — have it all done for you with the template for £10 →
Or skip the checklist — have it all done for you with the template for £10 →
How to Use This Checklist
Click each checkbox to mark items as complete. Your progress is automatically saved to your browser. Use this checklist to verify every requirement when conducting Right to Rent checks on prospective tenants.
✅ Preparing Your Right to Rent Check
1. Before starting: Confirm which documents you need and whether to use manual or online checking service
2. While completing: Verify every section against all 53 compliance points
3. Before tenancy starts: Ensure checks are within the 28-day window and all records are properly stored
⚠️ Critical Right to Rent Requirements
📋 Legal Requirement: Since 2016, landlords in England must check that all adult occupiers (18+) have the right to rent before a tenancy begins. The Immigration Act 2014 creates this duty.
⚖️ Statutory Excuse: Correct checks with proper records establish a “statutory excuse” — legal protection against civil penalties even if a tenant deceived you.
🚫 Penalties: Civil penalty of up to £20,000 per tenant. Criminal prosecution possible for repeat offenders. 28-day window — earlier checks don’t establish statutory excuse.
📝 England Only: Right to Rent only applies in England. Scotland, Wales, and Northern Ireland have no equivalent scheme.
🔵 Understanding Importance Levels
🔴 Critical: Must have — legally required to establish statutory excuse
🟡 Important: Should have — protects against penalties and ensures compliance
🔵 Recommended: Nice to have — best practice for comprehensive record-keeping
UK Right to Rent Check Record Compliance Checklist
53 Points | www.templatesuk.com
1. Pre-Check Requirements (5 items)
Check Within 28-Day Window
Confirm the check is conducted no more than 28 days before the tenancy start date. Checks conducted earlier than 28 days do NOT establish statutory excuse. If signing early, wait until within the 28-day window before conducting the check.
🔴 Critical
Identify All Adults Requiring Check
List every adult (18 years or older) who will occupy the property as their only or main home. All these individuals require a Right to Rent check - not just the lead tenant. Children under 18 don't require checks.
🔴 Critical
Determine Check Method
Decide whether to check documents in person (physical check) or use the online checking service (if tenant has share code). EU Settlement Scheme holders MUST be checked online - physical documents won't establish statutory excuse for EUSS holders.
🔴 Critical
Understand List A vs List B
List A documents prove unlimited right to rent (no follow-up checks needed). List B documents prove time-limited permission (follow-up check required before permission expires). Knowing which list applies determines your ongoing obligations.
🔴 Critical
Prepare to Take and Store Copies
Ensure you have the means to take clear copies of documents (scanner, smartphone camera, photocopier) and a secure system to store them for tenancy duration plus 1 year. No copies means no statutory excuse.
🔴 Critical
2. Landlord/Agent Details (4 items)
Landlord or Agent Name
Record the full legal name of the person or company conducting the check. If a letting agent is conducting the check on behalf of the landlord, record the agent's details. This identifies who performed the verification.
🔴 Critical
Contact Details
Include address, phone number, and email for the person/company conducting the check. Essential for Home Office to contact you if they need to verify the check, and for tenants to reach you about their documents.
🟡 Important
Property Address Being Let
The full address of the rental property. This links the check record to the specific tenancy. Essential if you let multiple properties - you need to know which property each check relates to.
🔴 Critical
Name of Person Who Conducted Check
If the check was delegated to an employee, agent, or representative, record who actually saw the documents and conducted the verification. The person who saw the documents must sign the record.
🟡 Important
3. Tenant/Occupier Details (6 items)
Full Legal Name
Record the tenant's full name exactly as shown on their identity documents. Middle names, if shown on documents, should be included. This must match their documents precisely to establish the link between the person and the check.
🔴 Critical
Date of Birth
Record the date of birth as shown on the identity document. This helps establish that the document belongs to the person presenting it, and confirms they are 18 or over (only adults require checks).
🔴 Critical
Nationality
Record the nationality as shown on the document. This helps determine which documents are acceptable and whether the person has EU Settlement Status, British citizenship, or another immigration status.
🟡 Important
Current Address
Record the tenant's current residential address before they move into your property. Useful for reference purposes and helps establish identity. Also needed if you need to return documents or contact them before move-in.
🔵 Recommended
Contact Details
Phone number and email address for the tenant. Essential if you need to contact them about their check, request additional documents, or arrange a follow-up check for time-limited permissions.
🟡 Important
Repeat for All Adult Occupiers
Every adult (18+) who will live in the property as their only or main home needs their own separate Right to Rent check record with all the above details. Joint tenants, couples, adult children - all require individual checks.
🔴 Critical
⚡
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4. List A Documents - Unlimited Right to Rent (8 items)
UK or Irish Passport
A current and valid UK passport (any type - burgundy or blue cover) or Irish passport provides unlimited right to rent with no follow-up checks needed. Check expiry date - expired passports aren't acceptable. One document from List A is sufficient.
🔴 Critical
UK Birth Certificate Plus Proof of NI Number
A UK birth certificate showing birth in the UK, Channel Islands, or Isle of Man PLUS an official document showing their National Insurance number (payslip, P60, benefits letter). Both documents required together. This is a List A combination proving unlimited right to rent.
🔴 Critical
Certificate of Registration/Naturalisation Plus Proof of NI Number
A certificate of registration or naturalisation as a British citizen PLUS an official document showing their National Insurance number. Both required together. This proves they acquired British citizenship and have unlimited right to rent.
🔴 Critical
Letter from Home Office - Indefinite Leave
A letter from the Home Office confirming the person has indefinite leave to enter or remain in the UK, with no restrictions. Must be current and valid. This grants unlimited right to rent with no follow-up checks needed.
🔴 Critical
Immigration Status Document - Indefinite Leave
An immigration status document issued by the Home Office showing the person has indefinite leave to remain (no time limit on stay). Biometric Residence Permit (BRP) showing indefinite leave, or letter confirming indefinite leave.
🔴 Critical
Frontier Worker Permit
A frontier worker permit issued under the EU Settlement Scheme. This is List A (unlimited) provided the permit is current and valid. Frontier workers can cross the border daily for work but live outside the UK - rarely seen for tenancy purposes.
🟡 Important
Online Check Shows Indefinite/Settled Status
If using the online checking service, the result must confirm the person has indefinite leave to remain, settled status under EUSS, or another indefinite status. Screenshot or print the confirmation page showing their unlimited permission.
🔴 Critical
Document Appears Genuine
Confirm the document appears genuine: correct format, security features present, not damaged or tampered with, photo matches the person presenting it. You're checking reasonably - not expected to be a forgery expert, but must be satisfied the document is genuine.
🔴 Critical
5. List B Documents - Time-Limited Permission (7 items)
Current Passport With Valid Visa/Leave Stamp
A current passport with a valid UK visa or immigration stamp showing they have permission to be in the UK, and that permission has not expired. Check the expiry date of their leave - this determines when you must do a follow-up check.
🔴 Critical
Biometric Residence Permit (BRP) - Time Limited
A Biometric Residence Permit showing time-limited leave to remain (not indefinite). The BRP card shows the expiry date of their permission. You must conduct a follow-up check before this date or within 12 months, whichever is later.
🔴 Critical
Home Office Letter - Time-Limited Leave
A letter from the Home Office confirming the person has limited leave to remain with an expiry date. The letter must be current (permission hasn't expired yet). Record the expiry date to calendar your follow-up check requirement.
🔴 Critical
Application Registration Card (ARC)
An Application Registration Card stating the holder is permitted to work or not prohibited from renting. Less common now but still valid. ARC holders usually have permission while their asylum or immigration application is pending.
🟡 Important
Online Check Shows Time-Limited Permission
If using online checking service, result confirms they have time-limited permission to rent with an expiry date. CRITICAL: Record the exact expiry date shown online - you MUST do a follow-up check before this date expires.
🔴 Critical
Record Expiry Date of Permission
Note the exact date their permission expires, whether shown on visa, BRP, letter, or online check result. This date is CRITICAL - you must conduct a follow-up check before it expires or you lose your statutory excuse from that point forward.
🔴 Critical
Set Reminder for Follow-Up Check
Calendar a reminder to conduct a follow-up check. Must be completed BEFORE their permission expires or within 12 months of last check, whichever is later. Missing this deadline loses your statutory excuse and you face penalty risk.
🔴 Critical
6. Online Checking Service (5 items)
Tenant Provides Share Code
If the tenant has EU Settlement Status or another digital immigration status, they generate a share code via GOV.UK. They provide this 9-character code to you. The code is valid for 90 days and proves they've given you permission to check their status.
🔴 Critical
Use GOV.UK Online Service
Visit the GOV.UK "View a tenant's right to rent" service. Enter the tenant's share code and their date of birth. The system will display their immigration status in real-time directly from Home Office records.
🔴 Critical
Record Share Code Used
Write down the share code you used for the check. This proves you conducted the check and when. Store this with your check record - essential evidence if the Home Office questions your compliance.
🔴 Critical
Screenshot/Print Check Result
Take a screenshot or print the results page showing the person's right to rent status, whether it's time-limited or indefinite, and any expiry date. This is your proof you conducted the online check - without it, you have no statutory excuse.
🔴 Critical
Verify Result Matches Tenant
Confirm the details shown online (name, date of birth, photo if available) match the person you're letting to. You can ask for a photo ID to verify identity. The online check proves their immigration status, but you still need to prove they're the right person.
🔴 Critical
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7. Document Verification (6 items)
See Original Documents In Person
You MUST see original documents in person (or use online check with share code). Photocopies, scans, photos, or video calls of documents do NOT establish statutory excuse. The check must be face-to-face unless using the online service.
🔴 Critical
Check Document Validity
Verify the document hasn't expired (check expiry date), appears genuine (not obviously forged or tampered with), is on the official List A or List B, and contains appropriate security features for that document type.
🔴 Critical
Verify Photo Matches Person
If the document has a photograph, confirm it reasonably resembles the person presenting it. You're not expected to be a facial recognition expert, but the photo should clearly be of the same person, accounting for age and appearance changes.
🔴 Critical
Take Clear Copies
Make clear, legible copies of every page of the document that contains information. For passports: copy the photo page and any pages with visa stamps or endorsements. For BRP: copy both sides. Copies must be clear enough to read all details.
🔴 Critical
Record Document Details
Note the document type (UK passport, BRP, etc.), document number if applicable, issue and expiry dates. This creates the link between the person, the documents you saw, and the date you checked them.
🔴 Critical
Return Originals to Tenant
After taking copies, return all original documents to the tenant immediately. You only retain copies - never keep original identity documents. Confirm you've returned everything to avoid disputes about missing documents.
🟡 Important
8. Check Record Completion (5 items)
Record Date Check Was Conducted
Write down the exact date you saw and verified the documents (or used the online service). This date MUST be within 28 days before the tenancy start date. Without the check date recorded, you can't prove compliance with the 28-day rule.
🔴 Critical
Signature of Person Who Conducted Check
The person who physically saw the documents and conducted the check must sign the record. If you delegated to an agent or employee, they must sign. This confirms they personally verified the documents and that the check actually happened.
🔴 Critical
Position/Capacity of Person Checking
Record the role of the person who conducted the check: landlord, letting agent, property manager, employee. This establishes their authority to conduct the check on behalf of the landlord and shows proper delegation.
🟡 Important
Attach Copies of Documents
Attach clear copies of all documents checked to your check record. These copies are essential proof you saw the documents. Staple or clip them to the record - don't store separately where the link could be lost.
🔴 Critical
Complete Separate Record for Each Adult
Every adult occupier (18+) requires their own individual Right to Rent check record. Don't try to record multiple people on one form. Each person = one complete check record with their documents attached.
🔴 Critical
9. Follow-Up Checks for Time-Limited Permissions (4 items)
Identify Time-Limited Permission
If the tenant presented List B documents (time-limited permission to be in UK), you MUST conduct follow-up checks. List A documents (indefinite leave, British/Irish citizenship) don't require follow-ups. Identify which applies.
🔴 Critical
Calculate Next Check Deadline
Follow-up check must be completed BEFORE the expiry date shown on their visa/BRP/permission OR within 12 months of your last check - whichever date is LATER. Calculate this deadline carefully and calendar it prominently.
🔴 Critical
Set Reminder Well Before Deadline
Set your reminder at least 1 month before the deadline to give yourself time to contact the tenant, arrange to see updated documents, and complete the check. Leaving it to the last minute risks missing the deadline if the tenant is unresponsive.
🟡 Important
Conduct Follow-Up Using Same Process
When the deadline arrives, conduct the follow-up check using the same process: see original documents, check they're current and valid, take copies, record the date and what you saw. Create a new check record for the follow-up. Missing this loses your statutory excuse.
🔴 Critical
10. Record Retention and Storage (3 items)
Keep Records for Duration of Tenancy
Retain the complete check record (form plus document copies) for the entire period the tenant lives in your property. You must be able to produce these records if the Home Office requests them during the tenancy.
🔴 Critical
Keep for Minimum 1 Year After Tenancy Ends
After the tenant moves out, keep the records for at least 1 more year. The Home Office can investigate and issue penalties for up to 1 year after a tenancy ends. Destroying records too soon loses your statutory excuse retrospectively.
🔴 Critical
Store Securely and Confidentially
Store check records securely in locked filing or password-protected digital storage. These contain personal data (GDPR applies). Only share with Home Office if requested, or with others if you have a lawful basis. Don't leave lying around or email unencrypted.
🟡 Important
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Next Steps
Now that you've reviewed the compliance checklist, you have three options:
✅ Use Our Ready-Made Template
Save hours of research and verification. Our professionally-crafted Right to Rent Check Record template covers all 53 compliance points with fields for all List A and List B documents, online checking service details, follow-up check tracking, and statutory excuse protection. Includes both Smart Interview (step-by-step) and Classic Editor (direct completion) modes. Available for just £10.
📝 Create Your Own Check Record
Use this checklist as your guide, but remember: missing one requirement loses your statutory excuse. The most critical errors are checking outside the 28-day window, accepting photocopies instead of originals, missing follow-up checks for time-limited permissions, and not keeping proper records. Without complete documentation, you face civil penalties up to £20,000 per tenant.
⚖️ Book a Legal Consultation
For complex situations (international students, Home Office application pending cases, unclear immigration status, large HMO properties with multiple nationalities, or suspected fraudulent documents), consider booking a consultation with a qualified legal professional for personalized advice tailored to your specific circumstances.
Looking for more free legal tools?
Explore the full guide:
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Disclaimer: This checklist is for general informational purposes only and does not constitute legal or immigration advice. While we strive to keep information accurate and up to date, immigration law is complex and subject to change. Every situation is unique, and you should seek professional legal advice for your specific circumstances. This checklist applies to Right to Rent checks in England only. Last updated: 19 May 2026.