The initial conversation with a prospective tenant is a critical filtering mechanism. It is an opportunity to move beyond the written application and assess suitability through dialogue, tone, and response. The questions you ask, and how you ask them, can reveal more than any document alone. This guide outlines the ten essential questions for UK landlords, exploring the rationale behind each, the legal considerations, and the subtle cues that separate a promising tenant from a potential problem.
The Art of the Question: Setting the Scene
Your role during this process is not that of an interrogator but of a professional conducting a mutual interview. The goal is to gather information efficiently while making the applicant feel comfortable enough to be honest. Frame these questions naturally within a conversation during or after a property viewing. Always explain why you are asking—it builds trust and demonstrates compliance with transparency principles under GDPR. For example, “To make sure the property is a good fit for everyone, I just need to ask a few practical questions…”
The Ten Essential Questions
1. What is your ideal move-in date?
This is a practical, opening question that establishes immediate feasibility.
- What you learn: You instantly gauge if their timeline aligns with your vacancy. An applicant needing to move in tomorrow may be desperate, which could be a red flag for a rushed decision or a problematic situation with their current landlord. A date too far in the future might indicate they are just browsing.
- Probe further: If their date doesn’t align, ask about their flexibility. The answer can indicate how serious and committed they are.
2. How many people would be living in the property?
This is a fundamental question regarding property capacity and compliance with licensing schemes.
- What you learn: You must know the number of occupants to assess against local authority HMO (House in Multiple Occupation) licensing rules. Even for a standard let, overcrowding is a serious issue. A two-bedroom flat is suitable for a couple, a couple with one child, or two professionals. It is not suitable for two couples.
- Legal necessity: The number of occupants is a key term of the tenancy agreement. Misrepresenting this can be a breach of contract.
3. May I ask about your source of income? (e.g., employed, self-employed, retired)
This is a more polite and legally sound phrasing than “What is your salary?” It opens the door to the crucial affordability discussion.
- What you learn: This determines the type of financial evidence you will need. An employed person will have payslips and a employment contract. A self-employed person will need SA302 forms from HMRC and bank statements. A retiree will have pension statements. A student will require a guarantor.
- How to follow up: For employed applicants, the natural follow-up is: “And would your annual income be at least 30 times the monthly rent?” This introduces the standard affordability benchmark without being overly intrusive immediately. For example, for a rent of \pounds 1,000 pcm, you would be looking for an income of \pounds 1,000 \times 30 = \pounds 30,000.
4. What are your reasons for moving?
This is perhaps the most revealing question of all, offering a window into the applicant’s circumstances and character.
- What to listen for:
- Green flags: Positive, forward-looking reasons. “Upsizing due to a new child,” “closer to work for a better commute,” “wanting a nicer area,” “landlord is selling so we need to find a new place.”
- Amber flags: Vague or negative answers. “Just need a change,” “don’t really like my current place.” Probe gently. “What was it about your current place you didn’t like?” If they complain excessively about a landlord who “was always on their case,” it might hint at past tenancy disputes.
- Perspective: This question helps you understand their motivation and stability.
5. Would you be able to provide a reference from your current or previous landlord?
You are not just asking if they have a landlord; you are asking about the quality of that relationship.
- What you learn: A willing “yes, of course, my landlord loves me” is a very good sign. Hesitation, excuses (“we don’t really talk”), or a refusal are significant red flags. While a bad landlord might give a good reference to be rid of a problem tenant, a tenant’s reluctance to provide contact details is telling.
- Best practice: Explain that referencing is a standard part of your process for all applicants. This normalises the question and makes it seem less personal.
6. Do you have any pets?
This is a binary question that must be asked directly. The UK government is introducing the Renters (Reform) Bill, which will grant tenants the legal right to request a pet, which landlords cannot unreasonably refuse.
- Current practice: You are still entitled to ask. If they do, you can discuss your policy. An outright ban is becoming less common. Many landlords now accept pets with conditions, such as a slightly higher rent (e.g., \pounds 25 pcm) to account for additional wear and tear, or a specific pet clause in the agreement.
- Be specific: Ask what type, breed, and size. A well-trained spaniel is different to two large, untrained dogs in a one-bedroom flat.
7. What is your current living situation? (e.g., renting, living with family)
This helps you understand their rental history and experience.
- What you learn:
- Renting: They are experienced tenants. You can follow up with Question 5.
- Living with family: This is common for first-time renters. It does not disqualify them but means you must place greater emphasis on financial guarantees (a guarantor will be essential) and explaining tenancy responsibilities.
- Homeowner selling up: Probe gently. Why are they selling to rent? A relocation or relationship breakdown is common, but it’s useful context.
8. Will you be using a guarantor?
This is not just a question for those who fail affordability. It is a proactive question for any applicant who might be on the borderline, such as students, first-time renters, or those in new jobs.
- What you learn: It assesses the applicant’s self-awareness of their financial situation. A good applicant who is a young professional on a starter salary may proactively offer a guarantor. This shows financial responsibility.
- Explanation: Explain that a guarantor is someone who agrees to cover the rent if they are unable to pay and that the guarantor will need to pass similar reference checks.
9. How long are you looking for a tenancy for?
This aligns expectations and helps you avoid unnecessary voids.
- What you learn: Most tenants seek a 12-month initial term. If they only want 6 months, you need to decide if that works for you. If they want a longer 2-3 year term, that is a sign of a desirable, stable tenant seeking a long-term home.
- Strategy: Your answer should reflect your own plans. If you think you might sell in 18 months, a 12-month contract with a 6-month break clause might be perfect for both parties.
10. Do you have any questions for me?
This closing question is vital. It shifts the dynamic from interrogation to conversation and reveals what is important to the tenant.
- What you learn:
- Good questions: Focus on the property, the tenancy, and your professionalism. “How do you handle repairs?” “What are the average utility bills?” “Is the council tax band A, B, or C?” “Is there allocated parking?” This shows they are serious, organised, and thinking practically about living in the property.
- Bad signs: No questions at all can indicate a lack of engagement or desperation. Questions solely focused on bending the rules (“How strict are you on the no-smoking policy?”) are a clear warning.
A Comparative Framework for Assessment
While the questions are qualitative, you can create a simple scoring system to compare applicants objectively after the viewing.
| Question | Purpose | Green Flag Response | Amber Flag Response | Red Flag Response |
|---|---|---|---|---|
| Ideal Move-in Date | Assess feasibility & planning | Aligns with your vacancy; 4-6 weeks away | Flexible but vague | Needs immediate move-in or is 6+ months away |
| Reason for Moving | Gauge stability & motivation | Positive, logical reason (job, upsizing) | Vague; “needed a change” | Negative; blames previous landlord aggressively |
| Landlord Reference | Verify tenancy conduct | Willing and confident provision | Hesitant; provides limited details | Refuses or states landlord is unavailable |
| Source of Income | Assess financial viability | Clear employment; meets 30x rent rule | Self-employed without docs ready; borderline income | Unemployed with no guarantor; refuses to answer |
| Questions for You | Assess engagement & seriousness | Practical questions about upkeep and living | Few or no questions | Questions about circumventing rules |
The prospective tenant interview is a strategic tool. These ten questions, asked calmly and confidently, form a framework for assessment that extends far beyond the credit check. They help you evaluate character, stability, and honesty—the intangible qualities that define a good tenant. By listening carefully to both the answers and the manner in which they are given, you can make an informed judgement on who to progress to the formal referencing stage, saving you time, money, and future conflict. This process is the first and most important step in building a successful, long-term landlord-tenant relationship.
