Right to Rent Check Template UK 2026 (Free Download)

Why every England landlord needs a Right to Rent check on file

Since February 2016, the Immigration Act 2014 has required every private landlord letting residential property in England to verify that adult occupiers (18+) have the right to rent in the UK. The check must happen before the tenancy starts, for every adult who will use the property as their only or main home, not just the named tenant on the agreement.

The penalty regime tightened sharply on 13 February 2024: a first civil penalty for a non-compliant check rose from £80 to £5,000 per lodger and from £1,000 to £10,000 per occupier on a first breach, with repeat breaches up to £20,000 per illegal occupier. Knowingly letting to someone without the right to rent remains a criminal offence carrying up to 5 years' imprisonment.

Right to Rent does not apply to lettings in Scotland, Wales, or Northern Ireland.

What's in the template

• Property and tenancy details with date of check
• Tenant identification block — name, DOB, nationality
• Tick-box for the three permitted check methods: manual document check, IDVT via certified IDSP, Home Office share-code check
• Lists A and B document menus — passports, BRPs, settled-status confirmation, share codes
• Document detail capture — type, number, issuing authority, expiry
• "Steps I took" affidavit — meets the statutory excuse evidence test
• Outcome box — unlimited / time-limited / no right to rent
• Follow-up check section for List B tenants, with Home Office Landlord Checking Service reminder

Which check method should you use?

Manual document check. The default if your tenant is not a British or Irish passport-holder, or if they hold paper-based immigration documents (older BRPs, EU residence cards). You must see the original document in the holder's presence, check it appears genuine, and keep a dated copy.

IDVT (Identity Document Validation Technology). Available since April 2022 for British and Irish citizens with a valid passport only. You must use a Home Office-certified Identity Service Provider — a list is published at gov.uk. The IDSP performs the check digitally and returns an Identity Document Validation Report you keep on file. Typical cost: £5–£15 per check.

Online share-code check. The only option for tenants with EU Settled Status, Pre-Settled Status, holders of eVisas, and most non-EU nationals with digital status. The tenant generates a 9-character share code at gov.uk/prove-right-to-rent and gives it to you with their date of birth. You enter it at gov.uk/landlord-right-to-rent-check, screenshot the result, and keep it on file.

Common mistakes that void the statutory excuse

• Check completed AFTER tenancy start. The check must be in place before the tenant moves in. A late check is no defence.
• No follow-up on a List B tenant. If the tenant's right is time-limited and the original right expires, you must do a fresh check before that expiry (or 12 months later, whichever is later).
• No record of the check. "I looked at their passport" is not a defence. You need the dated copy plus this completed record.
• Not checking every adult occupier. A partner or parent moving in with the named tenant must also be checked.
• Discriminating instead of checking. Refusing to consider applicants because of their nationality breaches the Equality Act 2010 and triggers Code of Practice action. Do the check on every applicant equally.

FAQs

Do I need a Right to Rent check for a lodger? Yes — even for a lodger in your own home, if the lodger is over 18 and the property is their only or main home.

What if my letting agent does the check? If your agent has accepted responsibility in writing, they take on the statutory excuse. Always confirm in your agency contract who is responsible — the default is the landlord.

How long do I keep the records? For the duration of the tenancy AND at least 12 months after it ends.

What if the tenant refuses to provide ID? You should not let to them. Offering the tenancy without a check leaves you exposed to the full civil penalty.

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