Tenant Referencing Guide For Landlords

With so many landlords getting royally screwed by rogue tenants, particularly in this tough economic climate, I’m still surprised by the amount of landlords that are so cavalier about their tenant referencing methods, or more worryingly, the complete lack there of. It’s almost like they want to get screwed (not in the good way).

Needless to say, EVERY LANDLORD should be referencing their prospective tenants. Yes, that means before creating a tenancy.

By following a screening process, which takes no time at all, landlords can almost immediately avoid disastrous tenants- the kind that notoriously and effortlessly drain profits, most commonly by falling into arrears. But apparently that’s not a good enough reason for many. I hope it’s a good enough reason for YOU though.

Avoid bad tenants by referencing!

Avoid bad tenants by referencing!

While finding tenants quickly is key to reducing void periods, it shouldn’t be a reason to compromise the ‘quality assurance’ process. We should ALL be trying to find “quality” tenants quickly, and that’s not possible without efficient tenant referencing.

Unfortunately, many landlords make the following two unforgivable mistakes:

  • Accept the first tenants that come along because they just want the rent to start rolling in.
  • Don’t bother referencing their applicants (for whatever reason).

AVOID. At all costs.

Those mistakes can easily end up costing a small fortune, and they often do, because they’re honey-traps for dangerous tenants. Needless to say, rushing to find less than adequate tenant’s is far more expensive than prolonging the void period for the purpose of finding good tenants. From my experience, it’s mostly new landlords that get tunnel vision and only focuses on “just finding a tenant ASAP”

I’m guilty, and that’s how I ended up with dogshit tenants in the past.

Admittedly, there’s no silver-bullet solution for finding reliable and genuinely good tenants. However, there are steps that can be taken to significantly increase you’re chances of bagging good’ens, and consequently avoiding the rotten samples…

Methods of Referencing Tenants

I’m sure many landlords have their own methods of referencing tenants that differ from mine, but below are a few of the precautions I take as part of my “tenant referencing” protocol.

1) Gut instinct

Always meet your prospective tenants, even if you’re using a letting agent.

I personally believe that one of the greatest tools to identity a rogue tenant is by relying on gut instinct. That’s why I’ve thrown it first in the list.

I’m sure a lot of landlords have shown prospective tenants around their property and thought, “Hmm I’m not sure I want these people living here”, I know I’ve thought that on many occasions. From my experience, if it looks like a chav, smells like a chav and walks like a chav, it’s probably a chav.

Unless I’m completely comfortable with my prospective tenants, I don’t bother wasting time on trying to convince myself they’ll result in being good tenants, even if a letting agent tries to convince me otherwise. I firmly believe that a landlord (with common sense) will be more effective at finding good tenants compared to the average letting agent, simply because no one will care about our investment as much as we do. We inherently rely on our gut instinct, while most letting agents have no emotional attachment, so they’ll purely rely on the numbers. There are arguments for both sides, but I can unequivocally say, through my own experience, that gut instinct provides a clearer picture than most other referencing methods.

If your prospective tenants make you feel uneasy, it’s probably for a good reason.

2) Ask for I.D

Before you even start the process of deciding whether someone is a potential tenant or not, make sure they’re actually who they say they are.

Due to a newly introduced landlord legislation, Under section 22 of the Immigration Act 2014, Landlords in England are actually legal obligated to check their tenant’s proof of ID and citizenship to help control illegal immigration. Failing to comply could result in penalties to the tune of £3,000.

However, while the legislation DOESN’T currently apply to every landlord in the UK, you’d have to be crazy not do it, whether it’s required or not.

3) Use a tenant referencing / credit check service

Most landlords will find tenants through a letting agent, either an online and highstreet agent, and pretty much all of them will provide a referencing service which includes a credit-check, so they don’t need to worry about using a credit-check service directly. However, finding tenants via an agent isn’t the only solution; classified websites like Gumtree is just one alternative method that is extremely popular among landlords. In those circumstances, using a professional referencing service is critical to unearth key financial details of potential applicants.

There are a buttload of tenant referencing services out there, and they’re relatively cost-effective. They’ll typically offer a variety of packages, ranging in different depths of interrogation, but they all generally provide a report which includes:

  • Identity Check– confirms whether or not your prospective tenant is who they say they are.
  • Financial Check– this will highlight any red flags in a tenant’s financial background (e.g. CCJs and other adverse data) that can provide crucial for determining a tenant’s ability to make rental payments.
  • Tenant Risk Score– this will provide you with a score on the level of risk of letting a property to the tenant/li>
  • Income Reference– this will verify the tenant’s employment and income status, by confirming job title, employment start date, length of employment and salary
  • Previous Landlord Reference– feedback from previous landlords, which will provide good indication of their reliability

When choosing a tenant referencing service and package, make sure you’re clear on what will be checked. Obviously, the more thorough the referencing, the better.

Important note: I wouldn’t rely solely on a 3rd party tenant referencing service (like many landlords do), but more so, a contributing factor to help determine the overall suitability of your prospective tenant.

4) Tenant referencing services

In case you’re in the market for a couple of suggestions, I’ve listed a couple of referencing services that don’t look half bad. I personally use The House Shop, but feel free to shop around…

Notes / Includes
A fast credit check (1 working day on average) that will provide essential information about your tenants, including: credit check, bankruptcy data, residency & address confirmation, electoral roll checks etc.

*Two packages available, with exclusive Discount Codes:

  • Basic Reference (£5 with 50% discount code PIPBASICTR18, normal price £9.99)
  • Full Reference: provides a more detailed picture of your tenants’ suitability (£12.50 with 50% discount code PIPFULLTR18, normal price £24.99).
More Info
*Get ‘Basic’ for £5 with 50% Discount Code: PIPBASICTR18
*’Full referencing’ 50% Discount Code: PIPFULLTR18
Notes / Includes
Basic check for £15.88 with Tenant Verify reveals an individual’s credit score, outstanding debts, whether there have been any county court judgments filed against them, and their main residence for the last six years. More comprehensive check with Tenant Verify for £30.88 gives you the landlord’s contract of employment, earnings and character references.

More Info
Notes / Includes

They offer 4 different levels of tenant screening, the most basic being £9.95. The full tenant profile express package is a lot more comprehensive, which costs £29.95.

*Property Investment Project has been given an exclusive 10% discount code: SCREENING10 (only valid for first tenant screening application)!

More Info
*10% Discount code: SCREENING10

Please note, I try my best to keep the information of each agent up-to-date, but you should read the T&C’s from the agents’ website for the most up-to-date information.

4) Tenancy Application Form

I always make prospective tenants fill in a Tenancy Application Form before or during a viewing. It requires the tenant to provide the following:

  • Tenancy details: property address, rental period, number of applicants, proposed tenancy start date.
  • Tenant’s personal details: tenant’s name, contact details, and time at current address.
  • Current Landlord: details about current landlord.
  • Referee / Guarantor Details: details about guarantor
  • Employment details: current and past employment details, and details regarding salary
  • Details about occupiers: details about all the people that will occupy the property
  • Other details: details such as smoking status, pet status

The form is useful because it provides details of employment and previous/current landlords. That will allow me to follow up their references and make sure they’re legitimate and have a good track record. Additionally, if I have a vacant property which is receiving interest from several prospective tenants, I will have a neat list of all applicants with all their details. It makes it much easier to manage the applicants details, and determine which applicant is most desirable, which will effectively help me choose the better tenant. For example, I can easily see which applicant has a greater salary and stronger rental history.

You can download and/or find out more details about a Tenancy Application Form.

I can’t stress the follow enough: it’s important to actually follow up the references, particularly previous landlords and employers, and not just allow them to be names on a piece of paper. Tenant’s notoriously provide duff information knowing that many landlords don’t follow up references.

If you’re using a referencing service, they may verify the references on your behalf. Either way, between yourself and the hired help, ensure everyone gets contacted for proper verification.

5) Visit your prospective tenant’s current home

This is a bit of a hassle, but many landlords do it because it’s extremely effective.

Arrange a visit to the prospective tenant’s current residency, allowing you to assess their standard of living and how they take care of their home. Needless to say, they will most likely make an extra effort to clean the property before your arrival. However, some people generally don’t know the difference between clean and darn right filthy, so they’ll be restricted to their own standards. What they find clean, may not actually be clean. So this method is still a good indicator.

I’ll give you a specific example of when this happened to me (although the example is kind of backwards).

I recently had a tenant vacate, and while we were going through the final property inspection my O.C.D radar went ballistic as I was detecting congealed grime and grease left behind, roaming around in the kitchen. There was also a lot of dirt and cobwebs all over the place.

The funny thing was, during the inspection, my tenants were gloating about how thorough and regimented they are in regards to hygiene, and that’s why the property was left so clean. The husband said, I quote “Tracey (his wife) is so fussy, she’s an obsessive cleaner. You know what they’re (women) are like!”

Yeah, I don’t think so, son.

All I really discovered is that they have terribly low standards and have no actual idea what clean actually means. But that’s just how some people are.

Just to clarify, I don’t think it’s necessary to infiltrate the home of EVERY applicant, only the prospective tenants.

6) Tenant Guarantor

While requiring a Tenant Guarantor isn’t a direct means of referencing your prospective tenant, it should be a prerequisite of all applicants. If a prospective tenant can’t provide a guarantor, you may want to carefully consider whether or not they’re eligible to pass the screening process.

Personally, I don’t accept tenants that cannot provide suitable guarantors.

7) Assessing Affordability

Regardless of whether your tenant is in receivership of Housing Benefit or a salary from full-time employment it’s important to assess whether your prospective tenant can actually afford your property. Essentially, create a ‘risk profile’ for your prospective tenant.

Based on your tenants total monthly income (remember to check recent pay slips), assess whether or not you think they can realistically afford your property, including the running costs, and the cost of ‘living life’. Everyone’s got a live, right?

I’ve seen it happen many times before, where a tenant gets totally excited by the prospect of renting a house which they’ve fallen in love with, and not realising that they can’t realistically afford it. Some times as a landlord, you need to do the maths for the tenant and make a calculated decision. Tenants are often ruled by their heart, neglecting their head. I guess it’s the same when it comes to women and shoes.

If after crunching the numbers, it seems unlikely your tenant will be able to pay the rent for the long haul, it maybe something to seriously think about.

8) Job status, Income & payslips

It’s common practise for landlords to request the previous 3 payslips to verify income, which will allow the landlord to assess the tenant’s risk profile. Obviously this ties in with getting references from the employer and assessing affordability, both of which has already been discussed.

Of course, it’s also important to determine whether your prospective tenant is in full-time employment, part-time, temporary contract, or on a zero hours contract. Don’t just rely on the previous 3 months income, clarify their employment status.

9) Facebook

Ahh the wonder that is Facebook; probably one of my favourite and potentially most entertaining methods of referencing tenants.

Basically, when someone applies to be my tenant I always look for their Facebook profile, by searching for their name and/or email address, and then narrowing down by location (usually required if I’m searching for a common name). 7 times out of 10 (I pulled those odds out of my arse, but they seem realistic enough), the applicant has a Facebook profile, giving me the opportunity to get a snapshot into their life. If lady luck is on my side, the profile will be completely insecure, allowing me to view the entire visual catalogue of the applicant’s life.

I’ve actually refused a tenant in the past based on what I saw on their Facebook profile. You can read about that delightful story here, The Results Of Referencing Prospective Tenants On Facebook.

Perhaps not the most orthodox or reliable of methods, but it can provide some insight, albeit marginal. That said, over the years this method has actually been very useful, and becoming increasingly effective. Most people seem to be leaving digital footprints behind, and most of those grubby prints are smeared across Facebook.

Seriously, look up your applicants on Facebook, what you see on their profile might cut through the staged shit they bought with them during the viewing.

Avoiding bad tenants

Besides from thorough tenant referencing, there are other tell-tale signs which can expose a potentially awful tenant, and those signs should NOT be ignored. Don’t just rely on the referencing methods above, I also recommend reading through the guide on how to avoid bad tenants!

Other points to consider

Should you reference every applicant?

I wouldn’t recommend referencing every Tom, Dick & Harry that shows interest, not only will that be an expensive process, but it will also be a complete waste of time (in most cases).

You’ll probably have a pool of applicants, so I would short-list the most appealing down to about 2-3, and then analyse the data. If you only have one man/woman left standing, then the future should be clear. However, if you still have a few potential contenders, I would whittle the list down to 2, and then splash out on a credit check on them. May the best applicant win!

That’s just a generic blueprint, which may not work in ALL cases. But hopefully you get the general jist of my point, which is to whittle down the applicants and invest time and money on only the most appealing. Use your own common sense and due diligence when deciding which applicants warrant in-depth referencing!

Don’t stop looking for tenants until the deal is signed!

I urge you with all my might not to fall for this devastating trap.

Even if you think you’ve found the perfect tenant(s), do NOT burn all your bridges with all your other applicants or kill the process of finding and referencing tenants until contracts have been signed, and the first months’ rent and deposit has been paid.

Many landlords make the naive mistake of trusting the enthusiasm of applicants, and take their verbal commitment to the tenancy as bond. The reality is, consequences change, and many applicants show enthusiasm and interest so you reserve the property for them while they’re simultaneously looking at other prospects! You can bet your left nutsack on the fact that they’ll jump ship and break your flimsy bond in a heartbeat if they discover a more suitable proposition.

My point is, deals fall through all the f’ing time (for whatever reason), so until a tenancy is signed and sealed, take their word as no more than a pinch of salt. So keep on searching, keep on referencing.

You’ve been warned, friend!


As said, doing all of the above doesn’t take long at all, and it’s well worth the minimal effort it requires. Moreover, you can do all of the above for FREE. There really are no excuses.

Out of curiosity, does anyone else have any other weird and wonderful methods of referencing? I’m always looking to develop the ways of how I can harass prospective tenants.

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22 Comments- Join The Conversation...

Guest Avatar
AUS 10th November, 2011 @ 05:40

LinkedIn is another source of social networking that you can use to ascertain a little background information. Of course someone could totally create a fake account however if they are connected to other professionals it's unlikely they'd lie about their employment history etc.

I know that it is common practice overseas for prespective tenants to create a 'tenant profile' statement and accompany it with a ledger of their current/past rent payments. This is something I find a little OTT and frankly sort of no-one else's business however it does 'impress' if someone has taken the trouble to try and show their financial viability and background.

I still believe that nothing is foolproof, all a landlord can do is try and mitigate as much risk as possible.

Guest Avatar
NS1 10th November, 2011 @ 08:12

Aftering a viewing...googling the name/email username and seeing what comes up, also a google image search to see if you recognise them and what activities they may get up to.

I have used facebook before, actually to track down a ex-tenant who owed arrears.

One of my searches found the adult dating profile of a prospective tenant!

Guest Avatar
Armin 10th November, 2011 @ 09:21

Local forums. There are some location-focused forums which have real estate sections, for example the Sheffield Forum. If you advertise your property on there, you should be able to also then get their username then can trawl through their previous posts.

The Landlord Avatar
The Landlord 10th November, 2011 @ 11:39

Hi guys,

Ha, these suggestions are all getting borderline creepy, but I like it :)

Agreed, nothing is foolproof. And the steps I mention do simply what you said, limit potential risk.

In regards to LinkedIn, it's no way near as popular as Facebook, that's why I never mentioned it. But still worth a shot.

Yeah, Googling names/email addresses some times brings up results, I've also noticed that. But I still think Facebook is the most reliable right now.

Never thought of using localised forums. But I like the concept of your suggestion. I've never looked into forums to try and find tenants- how popular are they exactly?

Guest Avatar
Armin 10th November, 2011 @ 11:43

@The Landlord

The Sheffield forum is *extremely* popular, but I think it's mostly an aberration, i.e. an unusual exception. In theory other locales in the UK might have similar web communities, but I haven't really seen any. Which might be due to me only really bothering about the place where I live and the place where my BTL is.

Guest Avatar
George / makeurmove 10th November, 2011 @ 13:47

Make sure the previous landlord is the real deal!

* Get a utility bill from their previous address.
* Do a land registory check to find previous landlord.
* Independently obtain landlords contact information


Guest Avatar
John Tsigarides 16th November, 2011 @ 13:54

Excellent post and spot on with my own opinions and experiences. Facebook has frequently made me question prospective tenants, whom on first impression seemed OK, but then after investigating Facebook, all photos were of them getting consistently smashed and their ‘post language’ was very Chavy with loads of F'ing this and that!

My personal favourite experience though was from a middle-aged couple who wanted to rent a house from me. He was apparently a private language tutor and she was a mobile hairdresser. They were very well spoken but something just didn't add up about them, so just out of chance I put both their given mobile numbers in Google.....It came up with links to private escort directories for him and her!!! Needless to say, they didn't get the house!

Guest Avatar
David Booth 10th December, 2011 @ 14:18

If you dont want to be screwed over by your DSS (LHA) tennant not paying you we have the answer visit www.taskerpaymentservices.co.uk see what we do and you wont have the hassle of chasing your tenant for the rent!

Guest Avatar
emma 16th January, 2012 @ 10:53

Does anyone have any experience of rent insurance ?

Guest Avatar
Armin 16th January, 2012 @ 11:10


I have been trying to get rental shortfall and legal insurance for a while now. The reason why I find it difficult is because the insurance will only cover me for those things if they consider the tenant to be very low-risk. The insurance company insists I use an accredited tenant referencing service (in my case FCC Paragon), but those referencing agencies will not give a reference unless the applicant is pretty much bullet-proof. I.e. substantial income, no bad debt, no CCJs, no bankruptcy within the last 5 years etc etc.

And each tenant/guarantor referenced costs £42. I have blown a decent chunk of money on such checks so far and I'm starting to think that it might not be worth while.

Hope that helps you.

Guest Avatar
emma 16th January, 2012 @ 14:51

Thanks Armin, I though they sounded too good to be true. If I hear of a sucessful tried and tested service I will post it on here

Guest Avatar
George 17th January, 2012 @ 09:44

Also worth remembering, it is probably a lot easier for tenants to find YOU.

Guest Avatar
daryll 20th January, 2014 @ 00:23

hi guys im I tenant trying to find a bigger house in the medway area in 11 years ive never been chased for my rent ive always tried to work with the landlord fixing problems myself with there consent always improving things here and there and in the long run it only benefits the landlord(s), were currently having to jump through hoop after hoop to please referencing companies affording my rent isn't a problem but it getting someone to understand that not all tenants are bad, I willing for anyone to do checks for anything they I would happily give a prospective new landlord my facebook account details, bank statements, guarantor details, current landlord contact details, Experian credit report, but for those few genuine people its is shadowed by those who abuse house and the trust given when they rent a property which is making it harder for people like me and my wife with two girls and one on the way harder to be accepted by landlords looking for tenants that are acutally going to respect and take care their property rather than destroying it, I just wanted you guys to see it from my prospective, but I do agree with your previous comments as it would make it better for families like us to rent somewhere we can be happy

Guest Avatar
emma 20th January, 2014 @ 10:28

I think if the lwas were changed regarding the eviction of bad tenants then more landlords would take more risk. I for one do not take any risk and if I get one sniff of something not right then I stop the application process and re-advertise. I'd rather an empty house than a problem tenant.
I would say though that the tenancy application is no different really to a mortgage application.
@ Daryll. If you tick all the right boxes I am sure you wont have any problems finding the right house. Good luck

Guest Avatar
paddy 21st April, 2017 @ 11:14

landlord letting for second time bad experience first time with an agent going it alone this time. question: i have prospective tenant, I'M DOING ALL THE ADVISED CHECKS ETC i have told him that the maximum time to rent is 3 years after which we move back into the property can i establish this in a legal way so that there is no misunderstanding when that time comes.

The Landlord Avatar
The Landlord 21st April, 2017 @ 11:25

There's nothing different you can or need to do, you will need to terminate the tenancy as normal.

The legal way (based on common and general circumstances) is just to give the tenant a minimum of 2 months notice before you want him/her to vacate- assuming the tenancy isn't in the fixed terms. So just ensure you don't renew the tenancy with fixed dates that exceed the date you need the property by.

I would just offer a 6 month tenancy and allow the tenancy to roll onto a periodic tenancy after that. Then you'll have a month-by-month contract, and you can just serve notice whenever (but with 2 months notice).

There's nothing else that needs to be done. Hypothetically speaking, even if there was something else you could do, the tenant could just remain in the property if he wanted to be stubborn about it... and you'll have to get the tenant evicted anyways.

Guest Avatar
Malcolm 23rd June, 2017 @ 21:02

Hi. I'm currently letting out my old family home to a young lady who is threatening to leave with 4 months left of her agreement.
Problem is her guarantor is in Scotland and I've heard that it's near impossible to chase them north of the border?

Any help please?

Guest Avatar
Emma 4th November, 2018 @ 04:30

" I guess it’s the same when it comes to women and shoes."

Can I politely suggest you revise?

Seemed like a good article but that's some archaic sexism you've got going on there.

Guest Avatar
M&L 17th November, 2018 @ 03:40

Recently bought a new property and stumbled across your blog! It's really informative and very helpful expecially for novice landlords like myself.
As I'm currently trying to find tenants (quickly) for my property I've posted a few ads and generated a few prospects.
I will be sending them a tenancy application form and depending on their answers (or even if they come back to me!) I will shortlist a few to start with a viewing.
Now my question is, at what point in this process does landlords conduct the:
a) employment reference check?
b) credit check?
c) criminial check?
d) current landlord check?
e) ID check?

Is this normally after the viewing and a verbal let is agreed, but before signing the tenancy contract?
Or can you actually do all of this before? What's your advice? Welcome anyone else's advice too!
I travel very often so I have to plan my time very carefully.
Thanks all! :)

The Landlord Avatar
The Landlord 17th November, 2018 @ 09:47

Hi M&L,

Glad you have found the blog useful :)

Other landlords may do it in a different order, but I do it in the following:

I ask applicants to bring ID during the viewing, or ask them to send me a copy with the tenancy application form. Reason being is that you want to ensure 1) you're credit checking the right person and 2) they have a legal right to rent in England (assuming you're a England based landlord)! Otherwise it could be a waste of time and money running the extra checks.

Once identities have been confirmed, you can start narrowing down your list of prospective tenants based on their application form. With the remaining few, it doesn't really matter what order you do a - d, as long as they're done before agreeing to and signing a tenancy.

Best of luck!

Guest Avatar
Jay 18th November, 2018 @ 11:25

Hello Landlord - I'm a big fan of your website. Its both informative and entertaining.

Posting to let you know the house shop code above does not give the basic check for free anymore. It still discounts to £5 which is not too bad....but not quite as good as free!


The Landlord Avatar
The Landlord 18th November, 2018 @ 18:44

Hey Jay,

Many thanks, appreciate it :)

Strange, I'll get in touch with The House Shop and see what they say about that. They never actually informed me that the deal had expired. Thanks for the head's up!



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