Finding the right tenant is the single most important decision a private landlord makes. A good tenant pays on time, looks after the property, and rarely causes legal disputes. This guide covers the full process from marketing to move-in, including the legal compliance steps that protect you before the tenancy even starts.
Step 1, Prepare the property and set the rent
- Carry out any required repairs before advertising, letting a property in disrepair opens immediate liability
- Ensure compliance documents are ready: valid EPC (E or above), gas safety record (CP12), EICR
- Research comparable rents using Rightmove, Zoopla, and local letting agents
- Photograph the property professionally, high-quality photos are the biggest driver of online viewings
Step 2, Advertise the property
- Rightmove and Zoopla: The two dominant portals. Private landlords can list directly via OpenRent from around £29
- OpenRent: The UK's largest private landlord platform, listings appear on Rightmove and Zoopla
- SpareRoom: Effective for HMO rooms and shared house lets
- Letting agents: Tenant-find-only services typically cost 1–2 weeks' rent; full management 8–15% per month
Step 3, Reference tenants correctly
- Credit check: CCJs, insolvency, credit score
- Employer reference: Confirms employment and salary, typically 2.5× annual rent required
- Previous landlord reference: Ask specifically about rent payment history and property condition
- Bank statements: 3 months' statements confirm income and spending patterns
- Use a professional referencing service (Let Alliance, Homeppl, Vouch), typically £15–£25 per applicant
Step 4, Carry out Right to Rent checks
All landlords in England must check that every adult occupant has the right to rent in the UK before the tenancy commences. Civil penalty up to £20,000 per tenant for failure to check or record.
- Check every adult (18+) who will live in the property, not just the named tenant
- UK/Irish nationals: passport, birth certificate plus NI number, or driving licence
- Non-UK nationals: biometric residence permit (BRP), eVisa, or digital share code via gov.uk
- Keep copies of documents checked for the tenancy duration plus 12 months after it ends
Step 5, Set up the tenancy correctly from day one
From 1 May 2026, all new tenancies in England must use a Periodic Assured Tenancy Agreement. Key documents to serve at move-in:
- Periodic Assured Tenancy Agreement: Signed by all adult tenants and the landlord
- Renters' Rights Act Information Sheet: Served before or at commencement (the old How to Rent guide was withdrawn in June 2026)
- Gas Safety Record (CP12): Provided before the tenant moves in
- EICR: Provided at commencement, within 28 days at the latest
- EPC: Provided before the tenancy
- Deposit protection: Protect in an approved scheme within 30 days; serve Prescribed Information
- Check-in inventory: Detailed inventory with photographs, your evidence for end-of-tenancy deposit deductions
Discrimination law, choosing a tenant
The Equality Act 2010 prohibits discrimination in letting on the basis of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, and other protected characteristics. You may refuse an applicant for legitimate commercial reasons (failed referencing, insufficient income) but these must be applied consistently to all applicants.