Right to Rent record template: what to keep and for how long

What to keep for each route

Route	Keep
Online (share code)	The saved profile page (PDF or HTML) with the photo and check date
Original documents	Unalterable copies of the relevant pages, with the date of the check written on them
Registered DVSP	The provider’s check output, including the photo, identity details and check date
Landlord Checking Service	Your request confirmation and the Home Office notice

For document copies, the guide suggests recording: “the date on which this right to rent check was made”.

A simple Right to Rent record template

A short record sits well alongside your other rental records (tenancy agreement, deposit and safety certificates), so everything about a tenancy is in one place.

It also helps to keep a short note of what you did and when, especially for follow-ups:

• which property and which adults were checked;
• the route you used;
• the date of the check;
• whether the right to rent is time-limited, and the end date;
• when the follow-up check is due.

Our free process log creates this note for you. It works out the follow-up date using the GOV.UK rule and gives you a one-page printable record, plus a calendar reminder. Nothing is uploaded.

How long to keep Right to Rent documents

Keep records for the length of the tenancy and at least one year after it ends. Then securely destroy them. Don’t keep copies of identity documents longer than you need to.

Keep it secure

Right to Rent records contain personal data. Store them securely (for example in a locked folder or encrypted storage) and only share them when you have to.