Landlord Document Checklist
Landlord Document Checklist
Audit every important record you hold for each property — compliance, tenancy, financial and property records
When to Use This Checklist
Complete this checklist when you take on a new property, at the start of each tenancy, and annually as part of your portfolio review. A missing document is a risk — this checklist ensures you always know exactly what you hold and what needs to be obtained.
Compliance Certificates
Tenancy Documents
Financial Records
Property Records
Compliance Certificates
These are legal requirements. Missing or expired certificates can result in civil penalties, rent repayment orders and criminal prosecution.
- Gas Safety Certificate (CP12) — current, renewed annually, copy served to tenant
- Electrical Installation Condition Report (EICR) — within last 5 years, copy served to tenant
- Energy Performance Certificate (EPC) — valid (10 years), minimum E rating, copy served to tenant
- Smoke alarm test record — tested at start of tenancy, record retained
- CO alarm installation record — present in rooms with solid fuel appliances
- Legionella risk assessment — carried out and documented
- Fire risk assessment — required for HMOs
- HMO licence — current, if property meets HMO threshold
- Selective licence — current, if required by local authority
Tenancy Documents
These documents form the legal foundation of the tenancy. You must be able to produce them if challenged.
- Signed tenancy agreement — signed by all parties, copy retained
- Inventory and schedule of condition — signed by tenant at move-in
- Deposit protection certificate — protected within 30 days of receipt
- Deposit prescribed information — served within 30 days of receipt
- Right to rent check records — for all adult occupants
- Required written tenancy information — for tenancies from 1 May 2026, prescribed information about key terms provided before tenancy agreed; may be in the agreement or separately
- Move-in checklist — signed by tenant
- Key receipt log — signed by tenant
- Document serving record — log of all documents served and evidence retained
Financial Records
HMRC requires landlords to keep financial records for at least 5 years after the 31 January submission deadline.
- Mortgage statements — current and historical
- Buildings insurance policy — current, renewal date noted
- Contents insurance policy — current, renewal date noted
- Rent guarantee insurance policy — current, renewal date noted
- Rent payment records — monthly record of rent received
- Expense receipts and invoices — all allowable expenses documented
- Self-assessment tax returns — last 5 years retained
- Deposit scheme records — scheme name, reference, amount
Property Records
- Title deeds or Land Registry documents
- Planning permissions — any works requiring consent
- Building regulations certificates — for any notifiable works
- Guarantor agreement — signed, if applicable
- Maintenance request log — ongoing record of all repair requests
- Inspection reports — all mid-tenancy inspections with photographs
- Contractor invoices and warranties — for all works carried out
Related Resources
- Compliance Tracker — track certificate renewal dates across your portfolio
- Document Serving Record — log of documents served to tenants
- Landlord Filing Structure Guide — how to organise your property files
- Landlord Compliance Calendar — month-by-month compliance reminders
- New Tenancy hub — work through every stage of starting a tenancy
Disclaimer
Guidance only. Landlord Handbook provides practical information to help landlords understand their responsibilities. It is not legal or financial advice. Always check the latest GOV.UK guidance and seek professional advice where appropriate.