A referencing report may display a clear recommendation, but the landlord or agent still needs to understand what was checked. A missing response is not the same as an adverse finding, and a summary cannot answer every question about an application. Read the report carefully and use a lawful, consistent process.
Identify the checks
List which parts concern identity, income, credit information or previous letting history. Note the dates, the source and any incomplete section. Shelter’s guidance explains the types of checks landlords and agents may use. Do not assume a credit check contains a complete record of rent payments or future circumstances.
Understand the provider’s wording
Ask what a recommendation means and which criteria produced it. Establish whether a figure was verified, self-reported or calculated using the provider’s own method. A different provider may describe the same information differently, so avoid treating a coloured indicator as an independent legal conclusion.
Give errors a route for correction
If information appears inconsistent, query it through the proper process and allow the applicant to provide relevant clarification. Keep the response with the report. Do not repeat an inaccurate statement to other parties simply because it appeared in a third-party document.
Keep different responsibilities separate
A reference does not replace an applicable right-to-rent check or other required tenancy process. Nor should a provider’s policy introduce unlawful blanket exclusions. Review the criteria and obtain appropriate advice if an instruction appears inconsistent with current discrimination or tenancy rules.
Handle the record securely
Limit access to people responsible for the application. Avoid forwarding a full report when only a particular clarification is needed. Record the decision and reasoning without collecting unnecessary personal information, and follow an appropriate retention process.
This editorial guide does not assess an individual applicant or prescribe an affordability threshold. It helps landlords understand a report’s scope, limitations and unanswered questions before making a decision within the applicable law. Different UK nations have different tenancy requirements. Reviewed 30 October 2026.
Source and further reading: https://england.shelter.org.uk/housing_advice/private_renting/how_landlords_and_letting_agents_check_tenants