Property · free template

Right to Rent Check Record

Record of a UK right to rent check — document type seen, expiry, check date, method used and any follow-up needed.

A ready-to-use real estate & property form for agents, lettings teams and property managers: 10 questions, 2 pages, 2 conditional rules.

Questions
10
Pages
2
Layouts
classic
Conditional rules
2
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Live preview and test console

This is the real form. Answer it to test the flow — nothing is sent or stored.

Page 1 of 2 — Check details

Right to rent check record

This template runs as a straight sequence — no branching rules.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Legal text not required — passingThis template collects neither health nor regulated financial information.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Right to Rent Check Record is built for agents, lettings teams and property managers who need to pre-qualify enquiries and gather documents up front.

  • Agents, lettings teams and property managers working in real estate & property.
  • Teams who need to pre-qualify enquiries and gather documents up front without writing code or paying for a custom build.
  • Anyone replacing viewings booked with people who were never eligible with one structured record per enquiry.
  • Respondents are buyers, renters and landlords — the form asks them 10 questions across 2 screens.

Why this form is useful

It removes the cost of viewings booked with people who were never eligible and turns each submission into a record your team can act on immediately.

  • 6 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It pins the request to a specific date.
  • Conditional logic hides 2 questions until they are relevant — shorter forms convert better than long ones.
  • Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Right to Rent Check Record lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  5. 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 2 conditional rules ship with it.

  • Features conditional validation: if “Does the document show a time-limited right to rent?” is Yes, “Follow-up check due date” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Check method” is Online share code, “Share code reference” becomes mandatory before the form can be sent.
  • All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Landlords in England are required to check that a tenant has the right to rent before a tenancy starts, and to keep evidence of that check. This form is the record, not the check itself — it captures which document was seen (passport, biometric residence permit, share code, or another accepted form of ID), its expiry date if it has one, the date the check was carried out and by whom, and whether it was done in person, online via the Home Office share code service, or through an identity service provider. Where a document shows time-limited permission to stay, the form flags that a follow-up check is needed before the permission expires, with a field for the follow-up date so it doesn't get missed. A notes field covers anything unusual about the check worth recording. Kept as its own record rather than folded into the general Tenancy Application Form, this makes it straightforward to produce evidence of the check for a specific tenancy if it's ever asked for, without digging through a longer application document to find it.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Check details

  • Tenant namerequired
  • Document type seenrequired
  • Document expiry date (if applicable)
  • Date check carried outrequired
  • Check methodrequired
  • Share code reference
  • Checked byrequired

Page 2 — Follow-up

  • Does the document show a time-limited right to rent?required
  • Follow-up check due date
  • Notes

10 questions in total.

How the form changes as it's filled in

This template ships with 2 conditional rules, grouped into 2 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Does the document show a time-limited right to rent?”

  • Makes answers required

    If “Does the document show a time-limited right to rent?” is Yes, “Follow-up check due date” becomes required before the form can be submitted.

Driven by “Check method”

  • Makes answers required

    If “Check method” is Online share code, “Share code reference” becomes required before the form can be submitted.

Set it up step by step

  1. 1

    Keep this record separate from the application

    A dedicated record is quicker to produce as evidence than searching a longer tenancy application document.

  2. 2

    Always capture the follow-up date for time-limited status

    The logic rule requires it, because a valid check today can lapse before the tenancy ends if permission to stay is time-limited.

  3. 3

    Record the method, not just the result

    In-person, share code and identity-provider checks all count, but recording which one was used matters if the process is ever reviewed.

  4. 4

    Set a reminder ahead of the follow-up date

    The check itself won't chase the reminder — pair the follow-up date with a calendar alert so it doesn't slip past.

Mistakes to avoid

  • Not recording a follow-up date for time-limited permission to stay, then missing the point at which a re-check was due.
  • Filing the right to rent evidence loosely with other tenancy paperwork instead of as a retrievable, dated record.
  • Skipping the check method field, leaving no record of how the check was actually carried out.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

File this record with the tenancy paperwork, set a reminder for any follow-up date recorded, and repeat the check before that date if permission to stay is time-limited.

Works in this layout

Browse classic templates

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Frequently asked questions

Is this the same as the Tenancy Application Form?

No — the Tenancy Application Form covers the applicant's suitability and income; this is specifically the evidence record for the right to rent check, kept separately so it's easy to produce on its own.

What if the tenant's right to rent is time-limited?

Record the follow-up check due date so a re-check happens before it expires — the form requires this field once you flag the permission as time-limited.

Can the check be done entirely online?

Yes, via the Home Office share code service or an identity service provider for eligible documents — record which method was used in the check method field.

Do I need to check guarantors for right to rent too?

No — the right to rent check applies to occupants of the property, not guarantors, though you may still want to reference a guarantor via the Guarantor Application Form.

Is the Right to Rent Check Record template free to use?

Yes. You can preview and test Right to Rent Check Record on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Right to Rent Check Record template ask for?

It asks 10 questions across 2 pages, 6 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Right to Rent Check Record form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic layout, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this real estate & property form work?

2 conditional rules ship with the template: Features conditional validation: if “Does the document show a time-limited right to rent?” is Yes, “Follow-up check due date” becomes mandatory before the form can be sent. Features conditional validation: if “Check method” is Online share code, “Share code reference” becomes mandatory before the form can be sent. All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other. All rules are editable in the Logic tab.

Where do responses to the Right to Rent Check Record form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Right to Rent Check Record form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

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