Police verification and documents to ask from a tenant: a landlord's checklist

General information, not legal advice. Whether and how tenant details must be given to the police differs by state and city and changes over time. Check your local police website or ask a lawyer.

What documents should a landlord ask from a tenant?

Ask for proof of identity, proof of work or study, and proof of the tenant's permanent address. Then keep copies safely. Ask only for what you need, because these papers contain personal data that you are responsible for.

• Government photo ID: a document such as Aadhaar, passport, driving licence or voter ID. Check the name and photo against the person in front of you.
• Proof of work or study: an employment letter, company ID, or college ID and letter.
• Permanent address proof, and the contact details of a parent, employer or other reference.
• Recent photographs and a working mobile number.
• For a family, the names and ages of everyone who will live in the home.

What is police verification of a tenant?

In many states and cities, a landlord is expected, or required, to send the tenant's details to the local police station. Some places have an online form on the state police website, and others use a paper form. The purpose is to have a record of who lives where. If the form is mandatory where you live, skipping it can create trouble for you if the tenant is later involved in an offence.

How do I do it?

1. Find the local police website or tenant registration page for your city, or ask at the nearest police station.
2. Fill in the form with the tenant's details and attach the ID copies it asks for.
3. Keep the acknowledgement or receipt with your copy of the rent agreement.
4. Do it before or soon after the tenant moves in, not months later.

What else protects me as a landlord?

• A signed rent agreement that names the tenant and lists every occupant. See rent agreement types in India.
• The deposit and rent recorded by bank transfer, with receipts. See how a security deposit works.
• A dated move-in inventory with photos, signed by both of you.
• A rule that sub-letting needs your written consent.
• Sensible handling of the copies: store them securely and do not share them with anyone who has no need.

Need a tenant? Read how to find reliable tenants, and when you are ready, post your property on Bhavano.