Skip to content

Right to Rent Check Pack

Example prompt: "When an application moves to the pre-tenancy stage in our Google Sheet, draft a Right to Rent document-request email to every adult occupant, log the documents the manager records as they come back, schedule follow-up checks for any time-limited cases, and send a weekly digest of upcoming follow-up dates."

The Problem

Right to Rent is the bit of the lettings application that nobody finds interesting and everybody must get right. The agent has a statutory duty under the Immigration Act 2014 to verify that every adult on the tenancy has the legal right to rent in England before keys are handed over, and the penalty for getting it wrong is a £3,000 civil fine per occupant rising to criminal liability for repeated failures. The actual check is a small piece of work — collect the document, look at it, log it, and where the right to rent is time-limited remember to re-check before the visa expires — but the small piece of work is the kind of thing a busy office forgets to do for the second adult on a four-person household, or remembers to do but forgets the time-limited follow-up that falls due eleven months later when the original case is out of mind.

How GloriaMundo Solves It

We build a workflow that fires the moment an application moves to 'Right to Rent — kick off' on the portfolio sheet. An integration step builds the per-adult recipient list and drafts a document-request Gmail per recipient, naming the verification method the office has chosen for the application (in person, IDVT via an approved supplier, Home Office online via gov.uk share-code, or Landlord Checking Service); mixed-method households are handled by the manager editing the per-recipient rtr_method on the log row after kick-off. The acceptable-documents list comes from the office's RTR Standard Templates tab, refreshed from gov.uk quarterly. The IDVT and LCS branches never try to access the supplier or Home Office portals — the workflow drafts a one-line manager reminder to place each job manually. The manager records each recipient's outcome on the log row, the workflow schedules a follow-up draft 30 days before the due date for time-limited or LCS-verified recipients, and a Monday digest in #right-to-rent lists new checks, follow-ups drafted, and failed cases. The Slack message holds only application IDs and property short addresses with links back to the log row — immigration outcomes stay on the sheet under UK GDPR.

Example Workflow Steps

  1. Trigger (integration): An Applications row's status moves to 'Right to Rent — kick off'.
  2. Step 1 (code): Dedupe on application_id against the Right to Rent Log; allocate a rtr_check_id only for new cases.
  3. Step 2 (integration): Build the per-adult recipient list (lead applicant + everyone on other_adult_names_emails) and draft a per-recipient document-request Gmail using the office's RTR Standard Templates.
  4. Step 3 (conditional): For IDVT or LCS recipients, draft a one-line Gmail to the manager to place the supplier job or LCS case manually.
  5. Step 4 (integration): Append a Right to Rent Log row with one recipient_emails entry per adult, initialised to document_status 'Awaiting submission'.
  6. Step 5 (integration): Every Monday at 8am, iterate each recipient where follow_up_required is TRUE and follow_up_date is within 30 days, dedupe on (rtr_check_id, recipient_email, follow_up_date), and draft a follow-up Gmail (to the applicant for in-person/IDVT/share-code; to the manager for LCS).
  7. Step 6 (integration): Post the Monday Slack digest in #right-to-rent with new checks, follow-ups drafted, and failed checks — application_id and property short address only, never applicant names or outcomes.

Integrations Used

  • Gmail — drafts every document-request, IDVT/LCS placement reminder, follow-up, and failed-check escalation
  • Google Sheets — Applications, RTR Standard Templates, Right to Rent Log, Right to Rent Follow-ups
  • Slack — the #right-to-rent channel for the Monday digest and failed-case escalation

Who This Is For

Letting agents and managing agents operating in England where the Immigration Act 2014 statutory duty applies and where a typical household has more than one adult on the tenancy — multi-adult households are where the per-recipient nature of the check most often slips.

Time & Cost Saved

A Right to Rent check is forty to ninety minutes of work per application, mostly across the office's email and the IDSP portal. Across thirty applications a month that is a working day, and the real saving is the follow-up tracking — a time-limited check that lapses unnoticed is a £3,000 exposure per occupant, and the workflow's Monday surfacing of upcoming follow-up dates is the difference between a workable tracker and a manual reminder calendar that the office invariably stops updating after a busy fortnight.