Key takeaways
- Referencing lowers your risk, but it can't remove it. Look at the whole picture, not one number.
- Get written consent before running credit checks or contacting employers and previous landlords.
- Apply the same tests to every applicant. Blanket bans on benefits or children are now unlawful in England.
- Right to Rent is a separate legal check, not part of referencing.
The core checks
- 1
Identity
Confirm name, date of birth and current address.
- 2
Affordability
A common test is annual income of at least 30 times the monthly rent. Treat it as a guide, not a rule.
- 3
Employment or income
Ask for payslips, a contract or an employer reference. For self-employed applicants, accounts or tax returns.
- 4
Previous landlord
Ask whether rent was paid on time, how the property was left, and whether they'd let to them again.
- 5
Credit check
Look for county court judgments, defaults and insolvency. One old blip is rarely a reason to refuse.
- 6
Guarantor (if needed)
Run the same checks on the guarantor and get a properly signed deed.
A worked affordability example
Rent £1,100/month
30 × £1,100 = £33,000 annual income needed.
Applicant earns £35,000
Passes comfortably on income alone.
Couple earning £18,000 each
Combined £36,000, so they pass jointly.
Applicant earns £28,000
Short. Consider savings, a guarantor or a lower rent.
Warning signs worth a second look
Mismatched details
Names, addresses or employer details that don't line up across documents.
Pressure to skip checks
Offers to pay lots upfront if you'll move quickly. You can't accept more than a month in advance anyway.
Unreachable referees
Mobile-only 'landlords' or employers with no company record.
Edited payslips
Odd fonts, round numbers or figures that don't match bank statements.
Keep applicant records tidy. Store references, consent forms and tenancy documents together in Simple Landlord so you can find them later.
Get early accessMaking a decision
| Result | Next step | |
|---|---|---|
| Passes all checks | Strong application | Proceed |
| Gaps in history | Missing information | Ask for more evidence |
| Income slightly short | Otherwise sound | Consider a guarantor |
| Serious adverse credit or fraud | High risk | Decline politely, in writing |
FAQs
Can I charge for referencing?+
No. In England, the Tenant Fees Act bans referencing fees for tenants. You or your agent pay.
How long does referencing take?+
Usually two to five working days, depending on how quickly referees reply.
Can I keep a holding deposit if the tenant fails referencing?+
Only if they gave false or misleading information. Otherwise it must be returned within seven days.
Do I need a guarantor for students?+
Often, because students rarely have earned income. A UK-based guarantor is common.
How long should I keep referencing data?+
Only as long as you need it. Delete unsuccessful applicants' data once you've made your decision, unless you have a reason to keep it.
Written and reviewed by the Simple Landlord Editorial Team
Last reviewed 22 October 2026. This guide is general information, not legal or tax advice.
Sources
Keep applicant records tidy
Store references, consent forms and tenancy documents together in Simple Landlord so you can find them later.
