How do letting agents screen tenants in the UK?
Letting agents in the UK screen tenants by carrying out comprehensive tenant referencing checks. These checks verify income, employment, previous rental behaviour, identity, credit history and legal right to rent. The process helps landlords select applicants who are reliable, financially stable and legally eligible to rent property. Tenant referencing provides a layer of protection against issues such as late rent payments, property damage and tenancy disputes.
Choosing the right tenant is one of the most important parts of letting property. At Barrain London Estate Agents, we support landlords by following a methodical approach that is legally compliant and consistent. Our screening process is designed to give landlords peace of mind while ensuring tenants are treated fairly and respectfully.
What criteria do letting agents use to assess tenants?
Before marketing the property, letting agents and landlords agree on the type of tenant that suits the rental property. This involves setting fair and measurable screening criteria.
Typical assessment points include:
Monthly income that is at least 2.5 to 3 times the rent
A clean rental history with no previous evictions or disputes
A satisfactory credit record
Stable employment or reliable income sources
By defining these conditions upfront, we ensure every application is assessed fairly and in line with the landlord’s requirements.
Application form: the starting point for referencing
Tenants begin by completing a detailed rental application form. This helps agents collect the information needed to start the referencing process. The form typically includes:
Full legal name and contact details
Employment history and current income
Previous addresses with landlord references
Declaration of any County Court Judgements or previous bankruptcies
Consent for credit and identity checks
This step is essential for collecting accurate data that informs the rest of the screening.
Get Expert Help with Tenant Referencing
Unsure how to screen tenants properly? Let us handle the checks for you with speed and accuracy.
What is the Right to Rent check and why is it required?
Letting agents in England must carry out a Right to Rent check for every adult tenant. This legal requirement ensures that tenants have permission to live in the UK. Acceptable proof includes:
A valid UK or Irish passport
A biometric residence permit or immigration status document
Two accepted alternatives such as a birth certificate and driving licence
Letting agents securely store copies of the documents and ensure checks are applied equally, regardless of nationality. For more information, see the UK government’s guide to Right to Rent checks.
Verifying tenant affordability
Affordability checks are used to confirm that the applicant can pay rent consistently. This step is particularly important in protecting landlords against rent arrears. Verification documents typically include:
Payslips from the last three months
Recent bank statements
A formal letter or contract from the employer
Proof of Universal Credit or other benefit entitlement
In general, rent should not exceed 30 percent of the applicant’s gross income. This ensures tenants can meet rental obligations without financial stress.
Need Full Property Management Support?
From tenant screening to maintenance, we take care of it all so you don’t have to.
How do letting agents carry out credit checks?
Letting agents conduct a soft credit search with the applicant’s permission. This check does not affect the tenant’s credit score but provides insight into their financial reliability. It reveals:
Presence of unpaid debts or loan defaults
Active or historical County Court Judgements
Insolvency or bankruptcy filings
A poor credit record does not always result in rejection. In some cases, applicants can strengthen their application by offering a guarantor or providing evidence of financial recovery.
Speaking to previous landlords and employers
References are a key part of screening. Letting agents contact previous landlords to assess the applicant’s rental history. Questions typically focus on:
Timeliness of rent payments
Property maintenance and cleanliness
Any reported antisocial behaviour or complaints
Employer references are also used to confirm job stability and the accuracy of the income stated on the application. This two-part verification gives a fuller picture of the tenant’s reliability.
Are tenant interviews necessary?
Interviews are not required for every application but can be helpful in certain situations. A short conversation allows the letting agent to clarify details and better understand the tenant’s circumstances.
During an interview, the agent might ask:
What is the reason for moving?
How long do you plan to stay in the property?
What type of tenancy are you looking for?
This part of the process adds a human element to the screening and can confirm whether the tenant fits the expectations for the property.
What is the role of a guarantor in tenancy agreements?
If a tenant does not meet income or credit requirements, a guarantor can provide added financial security. A guarantor agrees to pay the rent if the tenant fails to do so.
Letting agents screen guarantors using the same process as tenants. This includes verifying identity, income, credit history and legal capacity. A clear written agreement ensures the guarantor understands their obligations before signing.
Following the law: equality, fairness and data protection
Letting agents must comply with several legal frameworks when screening tenants, including:
The Equality Act 2010
The Immigration Act 2016
Data protection legislation under the GDPR
Agents must not discriminate based on race, religion, gender, disability or other protected characteristics. They must also handle sensitive personal data securely and only retain it for as long as necessary.
Handling declined applications and holding deposits
Applicants who do not pass referencing are informed promptly and respectfully. If a holding deposit has been paid, the letting agent must return it unless:
The tenant provided false or misleading information
The tenant fails a legal check, such as Right to Rent
In all cases, agents document their decisions and provide applicants with clear reasons. For landlords seeking guidance on handling deposits or tenant disputes, visit our landlord advice page.
Keeping documents secure and confidential
Tenant screening involves processing personal and financial data. Barrain London uses secure digital systems with access controls to ensure privacy. Sensitive documents are encrypted and stored in line with legal standards.
Signing the tenancy agreement
Once the tenant passes all checks, the final steps include:
Signing the tenancy agreement
Paying the first month’s rent and security deposit
Completing the inventory report
These formalities are explained clearly to both parties. This helps avoid confusion or disputes after the move-in date.
Ongoing support for landlords
After move-in, Barrain London continues to support landlords with rent collection, property maintenance and mid-tenancy inspections. These services help maintain property standards and positive tenant relationships.
For landlords looking to secure dependable tenants and reduce vacancy risks, our full property management services offer everything needed in one place.
Final thoughts
Letting agents screen tenants to give landlords confidence in who is living in their property. At Barrain London Estate Agents, our process combines legal checks, financial vetting and character assessment. This helps protect rental income and supports long term tenancy success.
Save Time and Avoid Risk with Professional Lettings
Our letting agents make renting your property easy and secure.
Questions We Get Asked About Tenant Screening
Can tenants with bad credit still rent a property?
Yes, tenants with low credit scores may still be accepted if they offer a guarantor or explain their situation with supporting documents.
How long does the tenant screening process take?
Screening usually takes between three to five working days, depending on how quickly references respond.
Is tenant referencing required by law?
Tenant referencing is not legally required but is considered best practice by most professional landlords and letting agents.
What documents are accepted for Right to Rent checks?
A passport, biometric residence permit or a combination of documents like a birth certificate and driver licence are accepted.
Can letting agents refuse tenants on benefits?
No, rejecting applicants solely because they receive benefits is unlawful and may breach the Equality Act.
