Private identity file inventory

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How to build an identity document inventory for a UK tenancy

An identity inventory should help the applicant choose and track sensitive files without turning examples into a universal UK requirement.

Market: UK
Jurisdiction: United Kingdom
Updated: 2026-07-20

Short answer

Copy each identity request into a table and describe the attribute it seeks. List the applicant controlled files that could answer it, along with version, issue or expiry information as displayed, page count, legibility and sharing status. Select only after the recipient's format is clear. Do not use this inventory to decide validity, immigration status or a market wide document list.

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Working checklist

Inspect version, pages and legibility

For every possible file, record the source title, visible name, issue or expiry information as displayed, page count, front or reverse side and current file condition. Open the file at a readable size and look for clipping, glare, outdated versions or pages stored in the wrong order.

If names or dates differ across records, flag the difference rather than writing an explanation from memory. Preserve the unchanged source. Use a private status such as candidate, selected, hold or superseded, and avoid placing full identifiers in filenames or the inventory heading.

Source title
Version date
Page set
Legibility
Private status

Working checklist

Reopen every selected identity file

Open each final attachment and compare it with the manifest. Confirm that the version, pages, orientation and filename match; remove old scans and duplicates. Each request should point to a file or a visible question, never to an assumption about what the recipient will accept.

After the applicant checks their selected details, RentFiles can organise entered information into a structured application PDF before payment. It does not inspect identity documents, verify attributes, perform official checks, submit the application or influence the decision.

Version matched
Pages matched
Orientation checked
Duplicate removed
Question visible

Action plan

Build the request to file manifest

Point each request row to one selected file or to one open question. If a file answers several attributes, reference it from several rows instead of duplicating the attachment. Record the filename, selected pages and date checked so the applicant can reproduce the sharing set.

When the recipient asks for a complete copy, do not change it silently. If a field appears unrelated, ask whether another source or treatment is acceptable. A hold is a valid outcome while format, page scope or treatment remains unresolved.

Selected file
Request links
Filename
Selected pages
Check date

Useful context

Translate each request into an attribute

Begin with the form or recipient message and put every identity request on its own row. Describe the attribute it appears to seek, such as name, photograph, date or address link, without claiming why a particular document is legally required. If the purpose is unclear, leave the row unresolved and ask.

The inventory is private working material, not an attachment by default. It does not verify identity, rank documents or determine which files are valid. It simply connects a stated request to applicant controlled options and records the questions that must be resolved before sharing.

Request wording
Requested attribute
Purpose
Possible source
Question

Keep in view

Review sensitive fields before sharing

Identity files can expose identifiers, addresses, dates and information about other people. The ICO data minimisation source provides the privacy boundary used here. It does not establish which documents a landlord or agent requires and it does not authorise a particular alteration.

Compare visible fields with the stated purpose, ask before changing a requested copy and keep the original secure. Do not add travel, immigration or other sensitive details merely because they appear on a source. Keep any specialised identity process outside this general inventory unless appropriately sourced.

Keep personal information relevant to the recipient's stated purpose and avoid adding sensitive material that was not requested.

Identifier check
Address check
Third party check
Purpose match
Treatment question

Questions

Common questions

Clear answers for the decisions people usually pause on.

Is there one identity document list for every UK tenancy?

No such list is asserted here. Start with the actual recipient request and use the inventory to map its attributes to applicant controlled files.

What if a possible identity file appears expired?

Record the displayed date and status without calling it current. Ask which alternative or explanation the recipient wants rather than hiding the issue.

Should I share two identity files when one may be enough?

Do not add another sensitive file by default. Map the first file to the request and ask whether any attribute remains unanswered.

Does this inventory perform an immigration or official identity check?

No. It is a general private file inventory and does not determine status, validity or specialised identity requirements.

Does RentFiles verify identity documents for tenancy applications?

No. RentFiles organises applicant entered details into an application PDF. It does not inspect identity files, perform checks or decide the outcome.

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