Tenant verification is the simplest way to protect your flat, your rent and your neighbours. A few checks before you hand over the keys can save months of unpaid rent or a long dispute. This checklist shows landlords in Bangladesh exactly what to check, in what order, and which legal rules to follow.
Why Tenant Verification Matters for Landlords
The wrong tenant costs far more than an empty month. Late rent, damage, unpaid utility bills and disputes with neighbours all take time and money to fix. A clear process also helps good tenants, because they know what to expect and trust you more.
Verification is not about suspicion. It is about making the same fair checks for every applicant, writing down what was agreed, and keeping records in case something goes wrong later.
Tenant Verification Checklist: 5 Steps Before You Hand Over Keys
Follow these steps in order. Each one filters out problems before you spend time on the next.
- Screen on the phone. Ask how many people will live there, when they want to move in, what they do for work or study, and their monthly budget. Explain your house rules early.
- Check identity. Collect a national ID copy for every adult who will live in the flat, plus two photos. Match the face and name with the person in front of you.
- Confirm income and reference. Ask for a job letter, salary slip, trade licence or student ID. Call the previous landlord and ask about payment history.
- File the police form where required. In Dhaka, submit landlord and tenant details to the local police station, and keep a copy.
- Sign and record. Sign a written agreement, take only a legal advance, give receipts, and record the flat’s condition on move-in day.
Documents to Collect from a Tenant
Use this table as your tenant verification file. Keep copies safely and share them only with people who need them, such as the police form office.
| Document | What to check | Warning sign |
|---|---|---|
| National ID card copy | Name and photo match the person; one copy for each adult | Refuses to share, or the name does not match |
| Two recent photos | Clear face, recent | Very old or unclear photos |
| Job letter or salary slip | Employer name, phone, monthly pay that fits the rent | Employer cannot be reached |
| Trade licence (business owners) | Valid licence in their name | Expired licence or a different name |
| Student ID and guardian contact | Current ID; guardian agrees to be contacted | No guardian or reference at all |
| Previous landlord contact | Paid on time; left the flat in good condition | No reference, or a reference that will not answer |
| Emergency contact | A relative or friend who answers the phone | Number does not work |
Checks for Different Types of Tenants
The basic checks are the same for everyone, but the supporting papers change with the tenant.
Families
Collect ID copies for every adult, note the number of children, and ask about domestic help or drivers who will stay or visit daily. A job letter from the main earner is usually enough as income proof.
Students and bachelors
Ask for a current student or office ID and a guardian or family contact who agrees to be called. For shared flats, make one person the main tenant who signs the agreement, but keep ID copies of everyone living there.
Company leases
When a company rents a flat for its staff, sign the agreement with the company, not only the employee. Ask for the trade licence, an authorisation letter from the company, and the ID of the person who will live there.
Tenants arriving from abroad
Returning workers or expatriates may not have a recent local landlord reference. Ask for a passport copy along with any national ID, and an employer letter or local guarantor instead.
Keeping Tenant Records Safe
Tenant documents contain private information, so treat them carefully. Keep paper copies in a locked drawer and digital copies in a password-protected folder. Do not post ID photos in building WhatsApp groups. When a tenant leaves and all dues are settled, return or destroy copies you no longer need, apart from the agreement and receipts.
The Police Tenant Information Form
In Dhaka, landlords are expected to share tenant details with the police. In 2016, the Dhaka Metropolitan Police asked all city residents to submit personal details of house owners and tenants to their local police station using a set form. The form collects basic identity and contact details.
Rules outside Dhaka may differ, and requirements can change. Visit or call your nearest police station, ask what form applies to your building, and keep a stamped copy for your records. Ask new tenants to fill in the form on the day they sign the agreement.
Agreement, Advance and Registration
Write everything down
A written agreement protects both sides. It should list the names and ID numbers of both parties, the flat address, monthly rent, advance, service charge, who pays which bills, notice period, rent increase terms and house rules. The Business Standard has published an explainer on how to draft a flat rental agreement in Bangladesh, with a sample layout.
Take only a legal advance
Under Section 10 of the Premises Rent Control Act, 1991, a landlord should not take more than one month’s rent in advance without the Rent Controller’s permission, as The Daily Star’s law desk explains. The same law expects you to give a signed receipt for every rent payment.
Register long leases
A lease for more than one year, or one that reserves a yearly rent, must be registered under Section 17(1)(d) of the Registration Act, 1908, according to a legal guide on lease law in Bangladesh. Shorter agreements do not need registration but should still be signed by both sides. This is general information, not legal advice, so ask a lawyer about stamp duty and fees.
Move-in Day Checks
Tenant verification does not end when the agreement is signed. On move-in day:
- Walk through the flat together and photograph every room, fitting and appliance.
- Write a short inventory of furniture and fittings, and ask the tenant to sign it.
- Record the electricity and gas meter readings.
- Hand over keys and note how many copies you gave.
- Share your contact and the caretaker’s contact for repairs and emergencies.
Red Flags During Tenant Verification
Slow down, or say no, if you notice any of these.
- The applicant refuses to share an ID copy or gives a different name.
- They offer several months’ rent in cash up front to skip the checks.
- No previous landlord, employer or guardian can be reached.
- More people plan to move in than they told you on the phone.
- They want to move in the same day without signing anything.
- They ask you not to submit the police form.
Finding a good tenant starts with a clear ad. Our guide on how to list your flat for rent shows how to attract serious applicants, and our bachelor basa guide explains what single tenants usually bring to a viewing.
Frequently Asked Questions
What documents should a landlord ask from a tenant in Bangladesh?
Ask for a copy of the national ID card of every adult who will live in the flat, two recent photos, proof of work or study such as a job letter or student ID, the previous address, and an emergency contact. Business owners can show a trade licence instead of a job letter.
Do landlords have to give tenant details to the police?
In Dhaka, the Metropolitan Police asked all landlords in 2016 to submit details of themselves and their tenants to the local police station using a set form. Requirements can differ in other cities and may change, so ask your nearest police station what applies to your building today.
Does a rent agreement need to be registered in Bangladesh?
A lease for more than one year, or one that reserves a yearly rent, must be registered under Section 17(1)(d) of the Registration Act, 1908. A shorter agreement does not need registration but should still be written and signed by both sides. Ask a lawyer about stamp duty and fees.
How much advance can a landlord take from a tenant?
Under Section 10 of the Premises Rent Control Act, 1991, a landlord should not take more than one month’s rent in advance without the Rent Controller’s permission. Write the amount in the agreement and give the tenant a signed receipt for the advance and for every monthly payment.
How do I check a tenant’s previous landlord?
Ask the tenant for the previous landlord’s name and phone number, then call and ask three things: did they pay on time, did they leave the flat in good condition, and would the landlord rent to them again. A tenant who refuses to share any reference is a warning sign.
What should I do if a tenant will not share an ID copy?
Do not rent to them. A national ID copy is the basic document every landlord needs, and in Dhaka it is part of the information police may ask for. A genuine tenant understands this. Politely explain the reason, and move on to the next applicant if they still refuse.
Related Reading and Sources
- How to List Your Flat for Rent Online in Bangladesh
- Bachelor Basa in Dhaka 2026: Seats, Rooms and Best Areas
- Police tenant form: The Daily Star, February 2016.
- Rental agreement explainer: The Business Standard.
- Advance rules: The Daily Star law desk on the Premises Rent Control Act, 1991.
- Print the documents table and use it for every applicant.
- Ask your local police station which tenant form applies.
- Prepare a written agreement before your next viewing.
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