Residential Tenant Referencing for Landlords and Letting Agents in Wales

These Tenant Referencing documents are designed for use by private residential landlords, letting agents, and property managers in Wales to help assess the suitability of prospective tenants before entering into an occupation contract.

Effective tenant referencing is one of the most important steps in the letting process. Conducting thorough checks before granting a tenancy can help reduce the risk of rent arrears, property damage, anti-social behaviour, and tenancy disputes. while ensuring compliance with legal and professional obligations.

Why Tenant Referencing is Important

Tenant referencing helps landlords and letting agents evaluate whether a prospective tenant is likely to meet the terms of an occupation contract and maintain the property responsibly.

A comprehensive referencing process can help:

Verify a tenant's identity
Access affordability and ability to pay rent consistently
Confirm employment and income details
Review financial reliability
Obtain references from previous landlords or agents; and
Support fair, consistent, and transparent tenant selection

By carrying out robust checks, landlord can minimise risk and improve the chances of a successful long - term tenancy.

What These Tenant Referencing Documents Cover

This collection of templates and guidance notes provides practical support for carrying out a consistent and legally compliant tenant referencing process. The documents cover key areas including:

Tenant identity verification
Employment and income checks
Affordability assessments
Credit and financial background checks
Data protection and consent requirements
Record keeping and compliance procedures

Compliance with Data Protection Requirements

Landlords and letting agents collecting personal information during the referencing process must comply with the requirements of the UK General Data Protection Regulations (UK GDPR). These documents help support good practice by providing templates and guidance that promote lawful, fair, and transparent handling of applicant information.

The tenant referencing templates and guidance notes are written in clear, plain English and are easy to understand and implement.

Browse the tenant referencing templates below:

Residential Tenant Referencing for Landlords and Letting Agents in Wales is part of Property. Just £38.50 + VAT provides unlimited downloads from Property for 1 year.

Frequently Asked Questions

Why should I reference a prospective contract-holder? +

Referencing is your main way to reduce the risk of arrears, damage and disputes before you commit to an occupation contract. Checking identity, affordability, employment and a previous landlord reference helps you judge whether an applicant can meet the rent and look after the property. It is far easier to decline before the contract than to seek possession afterwards. The referencing templates give you a consistent, fair process.

What checks can I lawfully carry out on an applicant? +

You can verify identity, assess affordability and income, confirm employment, take a reference from a previous landlord or agent and, with consent, run a credit check. Each check must be relevant to whether the applicant can meet the contract, and you need their consent for credit and personal data. Keep the checks consistent between applicants so your process is fair. The referencing letters request each type of reference correctly.

Do data protection rules apply to referencing? +

Yes. When you collect personal information about an applicant you are processing data under the UK GDPR, so you need a lawful basis, you must tell the applicant how their data will be used through a privacy notice, and you should collect only what you need and keep it no longer than necessary. Getting this wrong can lead to an ICO complaint. The Welsh privacy notice template helps you meet these duties.

Can I refuse someone because they have children or receive benefits? +

No, not from 1 June 2026. New anti-discrimination fundamental terms added to the Renting Homes (Wales) Act 2016 by the 2026 amendment regulations make it unlawful to refuse a contract, a viewing or an enquiry because a person has children or receives benefits. Your referencing must focus on affordability and suitability, applied consistently, not on family or benefit status. Blanket bans such as no children or no benefits are not allowed.

How do I assess affordability fairly? +

Look at whether the applicant's income is enough to meet the rent alongside their other commitments, using a consistent measure such as income against annual rent, and consider a guarantor where income alone falls short. Apply the same approach to every applicant so your decisions are fair and defensible, and do not treat benefits income less favourably. The affordability and reference templates help you record the assessment.

Property Buy Only £38.50 + VAT!
Unlimited Downloads for One Year
No Auto-Renewal

All Tenant Referencing

All Renting Homes Wales