Checking original documents

When to use a manual check

Use a manual check when the tenant can show original documents from the Home Office’s acceptable document lists. It doesn’t work for someone who only holds an eVisa: they must be checked online with a share code.

The two lists

The official Landlords’ guide sets out the acceptable documents in full. In short:

• List A: unlimited right to rent. For example a British or Irish passport, or documents showing no time limit on their stay. You need one document from Group 1 or two from Group 2.
• List B: time-limited right to rent. Documents showing permission to stay for a limited time. A follow-up check will be due.

Always check the current lists in the guide. They changed on 1 October 2026 (for example, digital versions of some documents are now accepted).

Three steps

1. Obtain the original documents. Photocopies, scans or faxes on their own aren’t enough.
2. Check them while the tenant is present, in person or on a live video call, with the originals already in your hands:
   • the photo looks like the person;
   • dates of birth are consistent across documents;
   • the permission hasn’t expired;
   • there are no conditions stopping them renting;
   • nothing is reasonably apparent as false.
3. Copy and record. Copy every relevant page in a format that can’t be altered, and write the date you did the check.

For passports, copy the pages with the expiry date, nationality, date of birth, signature, photo and any visa or endorsement. Copy other documents in full, both sides.

Timing and follow-ups

If the right to rent is time-limited, do the check no earlier than 28 days before the tenancy starts. A follow-up check is then due just before the later of the permission or document end date, or 12 months after your check.

Keeping the copies

Keep them securely for the tenancy plus at least one year, then destroy them securely.