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Tenant Verification Checklist
A comprehensive tenant screening checklist for landlords to verify identity, income, references, and legal compliance before signing a rental agreement.
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Identity Verification
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Collect Aadhaar Card copy (front and back)
Collect PAN Card copy
Collect secondary ID: Passport / Driving Licence / Voter ID
Verify ID documents physically (not just digital copies)
Collect passport-size photographs (2–3)
Note all occupants' names and verify IDs for each
Employment & Income
0 / 5
Collect employment letter / offer letter from employer
Verify last 3 salary slips (salaried tenants)
Collect bank statements for last 3 months
Verify business ownership proof (self-employed tenants)
Confirm income is sufficient for rent (ideally 3× monthly rent)
Previous Rental History
0 / 5
Obtain reference contact of previous landlord
Call previous landlord to verify rental history
Ask about payment behaviour and maintenance conduct
Confirm reason for leaving previous accommodation
Collect NOC / reference letter from previous landlord (if possible)
Personal References
0 / 3
Collect two personal references (name, relation, contact)
Call both references to verify
Confirm references are not family members (unrelated references preferred)
Police Verification
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Submit police verification form to local police station
Complete online police verification (where available)
Obtain police verification acknowledgement
Notify building / society management of new tenant as required
Agreement & Onboarding
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Prepare rental agreement with all agreed terms
Collect security deposit — obtain cheque or bank transfer
Sign rental agreement in the presence of both parties (and witnesses)
Register agreement (if term is 12 months or more)
Provide tenant with all keys and access cards
Brief tenant on society rules, maintenance, and emergency contacts
Frequently Asked Questions
While not uniformly mandated by every state, police verification of tenants is strongly recommended and is mandatory in many states and cities (including Delhi, Maharashtra). Landlords who fail to complete verification may face legal consequences.
Many states now offer online tenant police verification portals. Delhi (Delhi Police website), Maharashtra (Pune and Mumbai), Haryana, and others have online systems. Check your state police website or the local police station for the current procedure.
Refusal to provide standard documents (Aadhaar, PAN, employment proof) should be treated as a red flag. As a landlord, you have the right to request these documents as part of due diligence. Do not rent to tenants who refuse standard verification.
Retain tenant documents for at least 2 years after the end of the tenancy, or longer if there are any pending disputes. Store them securely and do not share them without consent.
Pro Tips
File a police verification form via local police station or online portal for all new tenants.
Verify income documents independently — call the employer HR if possible.
Check previous rental references in person or via phone, not just written letters.
Keep copies of all tenant ID documents securely and separately.
Print This Checklist
Get a paper copy for both tenant and landlord to sign and keep.