How long does Tenant referencing take?

Speed is so often the name of the game in the private rented sector (PRS). Agents are looking to close deals, landlords want to fill their properties, and tenants are trying to secure a safe, happy home.

Recently, however, this focus on speed has hit a few bumps in the road. Tenant reference checks, a vital part of the rental process, are taking longer and longer to complete. This is leaving landlords with longer void periods in their properties, tenants without a place to live, and agents left holding the bag.

With the advent of the Renters’ Rights Bill, the PRS is professionalising. As the rules around renting become tighter, it will be up to you as agents to ensure that your processes are as smooth and hassle-free as possible. Choosing the right referencing company that can keep up the pace while maintaining the highest standards is integral to your success.

In this blog, we’ll be taking a closer look at tenant referencing. By the end, you’ll understand what’s reasonable, what to avoid, and what you should expect from your referencing provider. While many providers in the market have seen their return rates slow significantly in recent months, leaving agents and landlords waiting longer than ever, Goodlord’s streamlined process has kept deals moving, without compromising on compliance.

•  A brief introduction to tenant referencing
• How long does tenant referencing typically take? 
  
• Goodlord's PRO referencing service and why it's faster
• Common reasons for referencing delays 
• Conclusion

A brief introduction to tenant referencing

A good tenant reference check is so much more than a simple admin task. A professional tenant referencing service can tell you everything you need to know about a tenant and ensure that your landlords make the right decisions on who to rent to every time.

Full tenant referencing reduces the risks that come with renting properties by confirming that applicants are who they say they are and that they can meet their financial obligations.

What’s typically included in a reference check?

The information included in a reference check depends on the tenant referencing company. With that being said, there are a few checks that are included as standard in most companies’ processes:

• Credit checks
• Confirmation of employment
• Previous landlord references
• Identity checks
• A bank statement, utility bill, or council tax bill to provide proof of residence
• An affordability assessment
• A Right to Rent check

It’s important to remember that reference checks collect confidential information and so must abide by General Data Protection Regulation (GDPR) laws.

Why speed and accuracy matter

The importance of fast and accurate referencing in the rental process cannot be overstated.

Delays are costly.

Referencing sits on the critical path to move-in dates. If tenants have to deal with long waiting times and other minor issues, they may lose out on the property. This leads to long void periods and costs for your landlords that could have otherwise been avoided.

This isn’t to say that letting agents are at fault here. Not all referencing companies are created equal, after all. Performance in referencing can vary significantly from provider to provider. Knowing what to expect from the referencing process is one of the best tools you have in ensuring that things run smoothly for your customers.

How long does tenant referencing typically take?

Industry averages

In the letting industry, the average tenant referencing company should be able to complete the referencing process in two to five working days. This window covers the time that it takes to carry out identity verification, check the prospective tenant’s credit history, confirm their income, and do past landlord and employer referencing.

While two days is the ideal, most agents and tenants experience a longer reference process, as what can go wrong (poor communication, incomplete information, etc.) often does when a reference provider doesn’t have a robust application process in place.

Is same-day referencing possible?

Same-day referencing might seem like a myth, but it is achievable if you choose the right company. For instance, at Goodlord, we complete 30% of our referencing in a single hour.

Many providers still rely on manual referencing tools that can significantly slow down the process. These referencing agencies may initially promise “instant” checks, but will walk this back as they enter busy periods throughout the year.

Why timelines vary

While you should hold your referencing provider to a high standard, reference delays happen. These delays are usually caused by factors outside of the provider’s control, such as:

• Tenant responsiveness - During the tenant screening process, if a prospective tenant fails to deliver their credit reports and ID documents, referencing agencies can’t proceed.
• Late employer or previous landlords’ replies - Employment confirmation and a reference from previous landlords are just as necessary as the tenant’s documents.
• Overseas applications - If the tenant is an international student or emigrating from a different country, the referencing process requires extra background checks on aspects such as immigration status.
• Document quality - Incomplete, damaged, or missing tenant documents can lead to delays until the issue is solved.

Letting agents can speed up the process by preparing their tenants beforehand. A tenant referencing checklist, education pieces on tools like Open Banking or HMRC, and ensuring all tenant information is correct are just some of the things you can do to ensure speedy service.

Goodlord's PRO referencing service and why it's faster

At Goodlord, we understand the time-sensitive pressure that a lot of letting agents are under. Our PRO referencing process is designed to cut out the back-and-forths that cost you time and money without cutting corners on compliance.

How we streamline referencing

Our process combines technology with human oversight to cut down on unnecessary delays:

• Instant tenant credit checks and digital ID verification to confirm key details quickly.
• Income checks integrated with time-saving tools like Open Banking, HMRC, and Payroll providers.
• Employer and landlord references collected digitally, removing the need for long phone calls or physical paperwork.
• Automated reminders to prompt tenants and referees when documents are missing.
• Fraud detection tools to highlight potential issues early so that they can be addressed before the process stalls.
• Government-accredited IDVT options to automate right-to-rent checks 

This blend allows straightforward applications to be processed quickly, while more complex cases still get the attention they need from our expert referencing team.

Our turnaround times

Our goal is to offer a service that works for landlords, letting agents, and tenants. As a referencing provider, we have been able to provide our customers with some of the best services in the market. Our turnaround times speak for themselves:

• Around 30% of references are completed within 1 hour.
• Most are finalised within 24 hours.
• 90% are completed within 72 hours.

Common reasons for referencing delays

Tenant referencing is an involved process that can slow down for any number of reasons. A delayed reference leads to frustrated landlords and tenants and could cost you the deal altogether. According to Tenantviews, agents lose an average of £970 per property due to void periods caused by slow referencing.

The reality is, many delays come down to the way a provider works. Outdated systems, manual processes, and poor communication can add unnecessary days to the process. Here are some of the most common causes:

• Lack of automation – Without automated referencing tools like Open Banking, your supplier will process income validation and ID verification checks manually, which can significantly slow down the process, and is prone to human error.
• Manual chasing of references – Automated reminders to tenants, employers, and landlords keep things moving; without them, your referencing team spends hours following up.
• Poor communication – Slow or unclear updates leave agents in the dark and tenants unmotivated, which stalls progress.

Forward-thinking providers blend technology with expert human oversight to speed up checks and keep applicants engaged. This not only improves turnaround times but also gives agents the confidence that referencing will be handled smoothly, even when complications arise.

Red flags that indicate a slow referencing provider

• Lack of transparency - As the letting agent, you shouldn’t be chasing for updates. Good providers will be able to provide you with visibility over the tenant referencing process so you know what’s what.
• Poor customer service - Slow responses can kill any momentum you might have had. If your questions are left unanswered for days, that’s a major issue.
• High fail or abandonment rates - If your tenants are failing their checks or abandoning their reference application form at a worryingly high rate, it could point to a broader issue with your referencing provider.
• No escalation process - When you need that extra level of support, an escalation process is vital. If your supplier doesn’t have such a process in place, it can slow references to a crawl.

Conclusion

The difference between a smooth move-in and a stalled application often comes down to the systems and services behind your referencing provider. Fast turnaround times are essential, but so are transparency, communication, and the ability to adapt when cases are more complex.

By understanding industry norms, recognising red flags, and knowing what good referencing looks like, agents can set the right expectations with tenants and landlords alike. That means fewer surprises, less chasing, and more deals completed on time.

The bottom line is that agencies that rely on underperforming referencing providers will struggle to get tenants into their properties and keep their landlords happy. Providers like Goodlord have the tools, speed, and expertise you need to run a thriving, modern business.