Strict Vetting - Your Security *

The practical rule

The vetting process should start with a completed tenancy application form. This gives the landlord a written record of what the applicant said before the tenancy was granted.

Common landlord mistakes

• Accepting a tenant based only on a viewing conversation.
• Letting the applicant send partial information informally by text.
• Running checks without clear authority.
• Failing to keep the application form with the tenancy file.

Real consequences

If the applicant later proves unsuitable or dishonest, the landlord may struggle to prove what was said, what was false and why the tenancy was granted.

→ Use PIMS Tenancy Application Form

The practical rule

A pleasant manner, tidy appearance or confident explanation is not evidence. Vetting means checking whether the applicant’s story stands up.

Common landlord mistakes

• Being persuaded by confidence or urgency.
• Assuming a friendly applicant is a safe applicant.
• Failing to verify income, employment and address history.
• Accepting explanations that are not supported by evidence.

Real consequences

The landlord may discover after move-in that employment was unstable, income was overstated, references were weak or debts were hidden.

The practical rule

Affordability should be checked against reliable evidence. Bank statements can help show income consistency, regular commitments, overdraft use, irregular credits and other signs of financial pressure.

Common landlord mistakes

• Accepting income claims without checking evidence.
• Ignoring recurring commitments that affect rent affordability.
• Relying only on a pass/fail score.
• Requesting bank information without clear consent or authority.

Real consequences

An unaffordable tenancy can quickly become a rent arrears problem. The landlord may then be left with months of unpaid rent and a more difficult possession route.

→ Checking Bank Statements

The practical rule

References should help confirm whether the applicant is credible, consistent and likely to meet the tenancy obligations. The landlord should look at the underlying material, not only the final score.

References to consider

• Employer reference.
• Current or previous landlord reference.
• Address history.
• Personal reference where useful, but not as a substitute for stronger checks.
• Credit information and adverse history.

Real consequences

If an agent only provides a score, the landlord may not understand the risk or may be unable to produce the evidence later if the tenant’s application is disputed.

→ Tenant Referencing

The practical rule

Credit checks help identify possible risks including CCJs, bankruptcy, address history and wider credit risk indicators. They should be used as part of the wider vetting picture, not as the only factor.

Common landlord mistakes

• Treating a credit score as the entire vetting decision.
• Ignoring adverse history without asking sensible follow-up questions.
• Running checks without the applicant’s permission.
• Not keeping the results with the application file.

Real consequences

The landlord may miss warning signs that would have justified refusing the application, requiring a guarantor or asking for further evidence.

→ Credit Checks Online

The practical rule

Applicants supported by benefits should be assessed individually and fairly. The issue is not labels or assumptions. The issue is whether the tenancy is likely to be affordable and sustainable.

Common landlord mistakes

• Using blanket assumptions instead of assessing the applicant properly.
• Failing to check the Local Housing Allowance position where relevant.
• Ignoring a shortfall between rent and support.
• Not considering whether a guarantor is needed.

Real consequences

An affordability gap can become rent arrears quickly if it is not understood before the tenancy starts.

→ Vetting Benefits / LHA Tenants

The practical rule

A guarantor should be considered where affordability is borderline, income is uncertain, the applicant is young, employment is new, benefit support is involved, or the landlord wants additional protection.

Common landlord mistakes

• Assuming a guarantor is unnecessary because the tenant seems reliable.
• Not vetting the guarantor properly.
• Letting the guarantor sign late.
• Failing to have the guarantor’s signature properly witnessed.

Real consequences

If the tenancy turns bad, a properly documented guarantor may be one of the landlord’s strongest protections. A weak guarantor document may provide false comfort.

→ Guarantor Guidance

The practical rule

If a tenancy is granted because of false information, the landlord may later need evidence of what was said, what was untrue and how the false information influenced the decision to grant the tenancy.

Evidence to keep

• Tenancy application form.
• References and reference requests.
• Bank statement evidence and decision notes.
• Email exchanges and applicant explanations.
• Credit check results and warning flags.
• Agent file and recommendation notes where an agent is involved.

Real consequences

If the landlord later relies on dishonesty or false information, memory will not be enough. The landlord will need a clear file showing what induced the decision.

Before you say yes

• Tenancy application form completed and signed.
• Identity and address history checked.
• Right to Rent position checked where required.
• Income and affordability checked.
• Bank statements reviewed where appropriate and authorised.
• Employer and landlord references considered.
• Credit check completed with authority.
• Benefit/LHA position checked where relevant.
• Guarantor considered and properly documented where needed.
• Decision notes and evidence stored before the tenancy agreement is issued.