Navigating ID Requests Before Property Viewings: What London Landlords Need to Know

Why This Guidance Matters to Landlords

Estate agents are often the frontline representatives in residential lettings and sales. Due to ongoing concerns around security and fraud, some sellers have instructed agents to request ID from prospective viewers before property visits. The Guild of Property Professionals has issued clear guidance that such requests must be justified, consistent, and distinct from anti-money laundering (AML) checks, which only apply once a formal business relationship starts.

For London landlords—whether managing single properties, HMOs, or larger portfolios—this means reviewing how your agents or in-house teams handle viewer identification. Unwarranted or inconsistent ID requests can deter genuine applicants, create perceptions of discrimination, or bring compliance risks.

Key Practical Implications

• When is ID Permissible? ID should only be requested if the seller has valid reasons, often related to security concerns such as prior incidents or local crime.

• Consistency and Non-Discrimination All viewers must be subject to the same ID policy to avoid discrimination claims. Uniform application and staff training are essential.

• Clarifying ID Requests Agents should inform viewers that ID requests come from the seller's instructions without disclosing sensitive details.

• Verification Without Data Retention Visual confirmation of ID—either in person or via secure video—is sufficient. Copies or full AML checks are not required at this stage.

• Training and Oversight Update procedures so staff clearly understand the difference between viewer ID checks and AML requirements. Maintain records demonstrating consistent application without excessive data retention.

Impact Across Landlord Types

• Single-Unit Landlords Ensure your estate agent’s ID request policies align with the guidance. If self-managing, review your screening processes.

• HMO Operators and Portfolio Landlords Higher footfall properties may justify ID requests, but consistency and clear documentation are vital.

• Accidental Landlords Confirm that agents follow compliant ID processes to protect you from operational risks.

Recommended Actions for London Property Teams

1. Audit ID Request Practices: Review booking and viewing procedures to confirm appropriate, consistent ID requests.
2. Update Policies and Training: Amend guidelines to reflect justified, non-discriminatory ID requests per The Guild’s recommendations.
3. Prepare Communication Templates: Create clear explanations for viewers on why ID is requested.
4. Use Proportionate Verification Methods: Confirm ID visually without storing unnecessary sensitive data.
5. Monitor Compliance: Regularly check adherence and address any issues promptly.

How Rentals & Sales Can Support You

Our London-based team specialises in compliance audits, operational reviews, and landlord advisory services. We can:

• Conduct compliance health checks focused on ID request policies and viewer management.
• Train your staff or agents to implement consistent, lawful ID verification.
• Help update workflows to mirror industry best practices.
• Provide portfolio-level risk assessments for ID request justification.

Contact Rentals & Sales today to schedule a consultation and safeguard your lettings process against compliance risks.

Disclaimer: This article is for informational purposes only and does not constitute legal advice. Landlords and agents should seek professional legal counsel for specific matters.