Tenant KYC for PGs and hostels: a practical checklist

Knowing who lives at your property protects you, your other tenants and the person moving in. Good KYC is quick for the tenant and careful with their documents.

Local rules differ. Check with your local police station or a legal adviser about what your area requires, including any tenant verification form.

What to collect

For most properties, this list is a sensible start:

• Full name and phone number
• A government photo ID
• Address proof
• A recent photo
• An emergency contact and how they are related
• For students or employees, a college or company ID

Only ask for what you really need. Every extra document is one more thing you must protect.

Collect it before move-in day

Ask for documents when the booking is made. A tenant who arrives with a bag and a deadline is the worst person to send back for a photocopy.

Store ID documents carefully

ID documents are sensitive. Avoid keeping them in a shared WhatsApp group or a phone gallery that staff can open. Limit who can see them, and don't keep them longer than you need to.

Decide who approves

Pick one person who checks documents and approves or rejects them. If a document is unclear, ask for a new one straight away. Don't let it sit until the tenant has already moved in.

How RoomHive helps

In RoomHive, you choose which documents each property needs. Tenants upload them from their phone during booking, and files are encrypted when they are stored. Staff see documents only if you allow it. Read more in Tenant KYC and documents and How RoomHive protects your data.