Tenant reference check: a practical guide for self-managing landlords
A good tenant reference check covers identity, a right to rent check (required in England before the tenancy starts) [2], income and affordability, a previous landlord reference, and sometimes a credit check. You can't charge the tenant for referencing: the Tenant Fees Act 2019 bans most fees [3]. Since 1 May 2026 you also can't refuse tenants just because they receive benefits or have children, and you can't ask for more than one month's rent upfront [4]. Get the applicant's consent before contacting referees or running checks.
Published · Updated
A tenant reference check is how you find out, before signing, whether an applicant can afford the rent, has rented responsibly before, and has the legal right to rent in England. Because section 21 has been abolished for private tenancies since 1 May 2026 [1], getting the decision right at the start matters more than it used to.
This is general information for England, not legal advice.
What a tenant reference check covers
| Check | What you're looking for | Notes |
|---|---|---|
| Identity | The applicant is who they say they are | Photo ID |
| Right to rent | Legal right to rent in England | Required for adults who'll live there, before the tenancy starts [2] |
| Income | Can they afford the rent? | Payslips, employer reference, or accounts if self-employed |
| Previous landlord | Paid on time, looked after the property | Ask specific questions (below) |
| Credit | Past county court judgments, debt history | Usually via a referencing company, with consent |
| Guarantor | Backup if income is borderline | Reference the guarantor too |
Right to rent check
In England, landlords must check that all adults who will live in the property as their only or main home have the right to rent, before the tenancy starts [2]. You can check original documents, or use the Home Office online service with a share code for some applicants [2]. Keep copies and a record of the date. Penalties apply if you rent to someone without the right to rent [2].
Tenant reference check questions for a previous landlord
Ask questions with factual answers:
- What were the tenancy dates?
- What was the monthly rent?
- Was rent paid on time? Were there arrears at any point?
- Were there any breaches of the tenancy agreement?
- Was the property left in good condition? Was any deposit deducted?
- Did the tenant report repairs promptly?
- Would you rent to them again?
Be aware that a current landlord who wants the tenant gone may give a glowing reference. A previous landlord, one before the current one, is often more reliable.
Tenant reference letter from landlord
If you're asked to give a reference for an outgoing tenant, stick to facts you can back up: dates, rent, payment record, condition at the end, and whether the deposit was returned in full. A clean repair history helps here too: if the tenant reported problems promptly through a proper channel, you can say so.
What you can't charge or do
- No referencing fees. The Tenant Fees Act 2019 bans landlords and agents from charging tenants most fees, including for referencing [3].
- No benefit or family discrimination. Since 1 May 2026, it's illegal to refuse tenants just because they receive benefits or have children [4].
- No rental bidding. You must stick to no more than the advertised rent [4].
- No more than one month's rent upfront [4].
- Data protection. Get consent, keep only what you need, and store it securely.
Affordability: a sensible approach
Many referencing companies use an income multiple of the annual rent, but there's no legal rule. Look at the whole picture: income stability, other commitments, savings and whether a guarantor is available. Because you can't refuse someone just for receiving benefits [4], assess affordability on the actual figures.
Using a referencing company
Referencing companies run credit, income and landlord checks for a fee you pay. They're useful when you don't have time or want a credit check. You'll still do the right to rent check yourself or make sure it's done properly [2].
After referencing: before move-in
Once you've chosen your tenant:
- give the written information on the key terms of the tenancy before you agree it [5],
- protect the deposit within 30 days and give the prescribed information [6],
- give copies of the gas safety record, EICR and EPC,
- do an inventory and take dated move-in photos.
See our landlord checklist for a new tenant.
Where Gaffy helps
Gaffy doesn't do referencing. Once your tenant moves in, it handles the rest: a repair link the tenant uses in their browser, a maintenance inbox with photos and outcomes, a vault that flags gas safety, EICR and EPC expiry dates, a room-by-room inventory and move-in and move-out photos. £12 a month for up to 5 properties, first month free.
Red flags in a tenant reference check
- Reluctance to give a previous landlord's details, or only offering a friend or relative.
- Income that doesn't match documents, such as payslips that don't match bank statements.
- Pressure to skip checks or move in immediately.
- Offers to pay lots of rent upfront. You can't accept more than one month's rent upfront anyway [4].
- Gaps in rental history that aren't explained. Ask; there's often a good reason.
None of these is proof of anything on its own. Ask questions, record the answers, and decide on the evidence. Apply the same checks to every applicant so your process is consistent and fair.
How long a tenant reference check takes
A previous landlord reference depends on how quickly they reply, so ask early and give a deadline. Income checks are quick if the applicant has payslips and bank statements ready. A right to rent check can be done the same day with original documents or a share code [2]. Build a few days into your timeline so you're not under pressure to skip steps.
People also ask
What does a tenant reference check include?
Usually identity, right to rent, income, previous landlord and often credit checks.
Can landlords charge for tenant references?
No. The Tenant Fees Act 2019 bans most tenant fees, including referencing [3].
Is a right to rent check a legal requirement?
Yes, in England, before the tenancy starts [2].
Can I refuse a tenant on benefits?
Not just because they receive benefits, since 1 May 2026 [4].
What should a landlord reference say?
Facts: tenancy dates, rent, payment record and condition at the end.
Try Gaffy free for a month · Features
FAQ
Does Gaffy run credit checks?
No.
Can I store reference documents in Gaffy?
You can store documents in each property's vault, which is private to you. Only keep what you need.
Sources
- GOV.UK, Renting out your property: ending a tenancy (ww.gov.uk/guidance/renting-out-your-property-guidance-for-landlords-and-letting-agents/ending-a-tenancy)
- GOV.UK, Check your tenant's right to rent (ww.gov.uk/check-tenant-right-to-rent-documents)
- Tenant Fees Act 2019 (ww.legislation.gov.uk/ukpga/2019/4/contents)
- GOV.UK, When will the Renters' Rights Act come into force? (ww.gov.uk/government/news/when-will-the-renters-right-act-come-into-force)
- GOV.UK, Assured periodic tenancies: written information you need to give your tenant (ww.gov.uk/guidance/renting-out-your-property-guidance-for-landlords-and-letting-agents/tenancy-agreements-written-information-for-your-tenant)
- GOV.UK, Tenancy deposit protection (ww.gov.uk/tenancy-deposit-protection)