How UK landlords can find reliable tenants?

Finding the right tenant is one of the most important decisions you'll make as a landlord. A good tenant pays rent on time, looks after your property, and stays long-term, reducing void periods and turnover costs. A bad tenant can lead to arrears, property damage, and months of stress trying to regain possession.

With regulatory changes reshaping the rental landscape in 2025, from the Renters Rights Bill to stricter compliance requirements, finding quality tenants has never been more critical. This guide walks you through every step of the tenant-finding process, from advertising your rental property to conducting thorough background checks and signing a solid tenancy agreement.

Where to advertise your rental property

The first step in finding tenants is getting your property in front of the right audience. In 2025, most tenant searches begin online, so your digital presence matters more than ever.

Online property portals

The two main platforms UK landlords use to find tenants are OpenRent and Rightmove. OpenRent is particularly popular with self-managing landlords because it offers free listings and optional paid tenant referencing services. You can create your listing, upload photos, and manage viewings all through their platform, making it one of the most cost-effective ways to advertise rental property.

Rightmove remains the UK's largest property portal, with millions of monthly visitors. While it's primarily used by letting agents, some landlords access it through OpenRent's paid tier or by using an agent for the initial letting only.

HomeLet and Homee are two other platforms gaining traction among small landlords. Homee, in London in particular, has built a strong reputation for connecting landlords directly with quality tenants. Unlike traditional letting agents that charge hefty commission, Homee provides a more affordable, tech-forward approach to tenant finding and uses iDenfy to complete ID verification of its users.

Social media and local advertising

Don't underestimate the power of local Facebook groups, community boards, and word-of-mouth referrals. Many quality tenants prefer properties in areas they already know, and a personal recommendation from an existing tenant or neighbour can be invaluable.

If your property is near a university, hospital, or large employer, consider reaching out to their accommodation offices or HR departments. Corporate tenants and key workers often make reliable, long-term renters.

Creating an effective rental listing

Once you've chosen your platform, you need a listing that stands out. With so much competition in the rental market, especially in popular areas, your advert needs to grab attention quickly.

High-quality photos

Professional or high-quality photos are essential. Listings with clear, well-lit images get significantly more enquiries than those with dark or blurry photos. Take pictures during daylight, declutter each room, and show the property's best features, including any outdoor space, parking, or modern fixtures.

Compelling description

Your description should be honest, detailed, and highlight what makes your property special. Include key information such as:

• Number of bedrooms and bathrooms

• Property type and approximate square footage

• Nearby transport links and local amenities

• Whether pets are allowed (remember, under the Renters Rights Bill, blanket pet bans will no longer be lawful)

• Council tax band and EPC rating

• Available from date and whether it's furnished or unfurnished

Avoid jargon and estate agent clichés. Instead of "charming and cosy," say "recently redecorated two-bedroom flat with new kitchen appliances and excellent transport links to the city centre."

Competitive pricing

Research comparable properties in your area to ensure your rent is realistic. Overpricing leads to longer void periods, while underpricing can attract unsuitable tenants or leave money on the table. Check recent lettings on Rightmove, Zoopla, and OpenRent to gauge the current market rate.

Remember, the Renters Rights Bill will ban rental bidding wars, so you must advertise at your final rent figure and cannot encourage tenants to offer more.

Conducting property viewings

Viewings are your chance to assess potential tenants while they assess your property. The way someone interacts with you during a viewing often reveals a lot about how they'll be as a tenant.

What to look for during viewings

Pay attention to how prospective tenants engage. Do they ask thoughtful questions about the property, the area, and the tenancy terms? Are they punctual and respectful? These small details matter.

Listen carefully when they explain their rental needs. A tenant looking for a long-term home in the area is often more reliable than someone who's unsure how long they'll stay or is clearly viewing multiple properties with no strong preference.

Questions to ask potential tenants

While you must be careful not to discriminate under the Equality Act 2010, there are several legitimate questions you can and should ask:

• Why are you moving? This helps you understand their situation and verify their story with their current or previous landlord.

• What do you do for work? Understanding their employment status helps you assess affordability.

• How many people will be living here? Clarify who will be named on the tenancy agreement.

• Do you have pets? While you cannot have a blanket ban, you can discuss pet-related clauses and insurance.

• When do you need to move in? This helps align expectations and avoid mismatched timelines.

Never ask questions about someone's race, religion, sexual orientation, or family plans, as this could constitute discrimination. You also cannot reject tenants simply because they have children or receive benefits under the new regulations.

Tenant background checks and referencing

Once you've found a promising applicant, thorough background checks are essential. This is where many landlords save time and reduce risk by using professional tenant referencing services or platforms like OpenRent.

Credit checks

A credit check reveals whether your prospective tenant has a history of paying bills on time, any county court judgements (CCJs), or bankruptcy records. While a poor credit score isn't always a deal-breaker, especially if the applicant can explain the circumstances and provide a guarantor, it's vital information for your decision.

Most tenant referencing services include credit checks as standard. If you're doing checks independently, you'll need the tenant's written consent to access their credit file under GDPR.

Employment verification

Verifying employment ensures your tenant has a stable income to cover the rent. Most landlords look for applicants earning at least 2.5 to 3 times the annual rent. You should request an Employer Reference Form that confirms:

• Length of employment

• Job title and employment status (permanent, contract, or temporary)

• Annual salary

• Whether they're on probation

August's Employer Reference Form provides a template you can share directly with the applicant's employer, making this process straightforward and professional. Also use our Tenant Rent-to-Income Calculator to determine affordability of rent.

Previous landlord references

A landlord reference is one of the most valuable checks you can do. Contact the applicant's current or most recent landlord and ask:

• Did they pay rent on time and in full?

• Did they look after the property?

• Were there any complaints from neighbours?

• Would you rent to them again?

If a previous landlord hesitates or gives vague answers, treat it as a red flag. You can use August's Landlord Reference Form to standardise this process and ensure you gather consistent information from every reference.

Right to Rent checks

Since 2014, UK landlords have been legally required to check that all adult tenants have the right to rent in the UK. This involves verifying identity documents such as passports, biometric residence permits, or share codes from the government's online Right to Rent checking service.

Failing to conduct Right to Rent checks can result in fines of up to £3,000 per tenant, so this is non-negotiable. Keep copies of all documents you check, and if you're unsure about the process, August's compliance checklist guides you step-by-step through these requirements.

Tenant references summary

A complete tenant referencing process should include:

• Credit check

• Employment verification using an Employer Reference Form

• Previous landlord reference using a Landlord Reference Form

• Right to Rent check

• Proof of identity (passport or driving licence)

Platforms like OpenRent and Homee bundle these checks into affordable referencing packages, which can save you time and give you professional reports you can rely on.

Preparing the tenancy agreement

Once you've selected your tenant and completed all background checks, it's time to prepare the tenancy agreement. This is a legally binding contract that sets out the terms of the tenancy, protecting both you and your tenant.

Key elements of a tenant lease agreement

Your tenancy agreement should include:

• Names of all tenants

• Property address

• Rent amount and payment schedule

• Deposit amount (capped at five weeks' rent for annual rents under £50,000)

• Tenancy start date and length (note: fixed-term tenancies will be abolished under the Renters Rights Bill)

• Responsibilities of both landlord and tenant

• Notice periods

• Clauses on pets, subletting, and property alterations

You can use a standard Assured Shorthold Tenancy (AST) agreement template, but make sure it's up to date with current legislation.

Required documents to provide

Before or at the start of the tenancy, you must provide your tenant with several legally required documents:

• A valid Energy Performance Certificate (EPC)

• Gas Safety Certificate (if gas appliances are present)

• Electrical Installation Condition Report (EICR) if required

• The government's "How to Rent" guide

• Deposit protection prescribed information (a free template is available in the Resources section of our website).

Failing to provide these documents can prevent you from serving a Section 21 notice (while it still exists) and may result in fines.

August's document storage feature helps you keep all certificates and agreements organised in one place, with automatic reminders before documents expire.

Protecting the deposit

Once you've signed the tenancy agreement and received the deposit, you must protect it in a government-approved tenancy deposit scheme within 30 days. The three schemes in England and Wales are:

• Deposit Protection Service (DPS)

• MyDeposits

• Tenancy Deposit Scheme (TDS)

You must also provide the tenant with prescribed information about how their deposit is protected. Failing to do this can result in penalties of up to three times the deposit amount and prevents you from evicting the tenant using Section 21.

Questions to ask before signing

Before you finalise everything, run through this quick checklist:

• Have you received satisfactory references from all sources?

• Have you completed Right to Rent checks for all adult tenants?

• Is the rent affordable for the tenant based on their verified income?

• Have you clearly explained the deposit protection process?

• Do you have landlord insurance in place?

• Have you registered with the local authority if your property requires licensing?

Taking the time to get these details right at the beginning can save you months of stress later.

Staying organised with property management software

Managing tenancies, tracking rent payments, storing compliance documents, and remembering renewal dates quickly becomes overwhelming, especially if you have multiple properties. This is why many UK landlords now use dedicated landlord software.

August is built specifically for small UK landlords and brings together rent tracking, compliance checklists, document storage, tenant management, and smart reminders in one simple app. Whether you're onboarding a new tenant or keeping track of safety certificate expiry dates, August's AI-powered features help you stay organised without the admin burden.

Final thoughts

Finding quality tenants in 2025 requires more diligence than ever before, but by following a structured process, you can significantly reduce your risk and find reliable tenants who treat your property with respect.

Start by advertising your rental property effectively on platforms like OpenRent and HomeeHQ, conduct thorough tenant background checks using Employer Reference Forms and Landlord Reference Forms, ask the right questions during viewings, and ensure your tenancy agreement and compliance documents are watertight.

Remember, the extra time you invest in finding the right tenant at the start will save you countless hours and potential costs down the line. And with tools like August handling the administrative heavy lifting, you can focus on what matters most. Building a successful, stress-free rental portfolio.

Disclaimer: This article is a guide and not intended to be relied upon as legal or professional advice, or as a substitute for it. August does not accept any liability for any errors, omissions or misstatements contained in this article. Always speak to a suitably qualified professional if you require specific advice or information.