Before the Tenancy Starts

• Right to Rent check — verify the tenant's right to rent in England. Keep copies of documents checked and record the date
• Tenancy agreement signed — use an assured periodic tenancy agreement (no fixed term). Ensure all clauses comply with RRA
• Deposit protected — protect the deposit with a government-approved scheme within 30 days of receipt
• Prescribed information served — provide the tenant with the deposit scheme's prescribed information within 30 days
• Referencing completed — credit check, employment verification, and previous landlord reference obtained
• Guarantor agreement signed (if applicable) — ensure the guarantor has received independent legal advice

Documents to Provide to the Tenant

• Required written tenancy information — for tenancies created on or after 1 May 2026, specified information about the key terms of the tenancy must be provided before the tenancy is signed or otherwise agreed. It may be included in the tenancy agreement itself or provided separately. Check GOV.UK for the prescribed information requirements
• Gas Safety Certificate (CP12) — must be current (within 12 months). Required before or on the day the tenancy starts
• Energy Performance Certificate (EPC) — minimum E rating required. Provide a copy to the tenant
• Electrical Installation Condition Report (EICR) — must be current (within 5 years). Provide a copy to the tenant
• GDPR Privacy Notice — inform the tenant how their personal data will be used and stored

At Move-In

• Property inventory completed — detailed written inventory with photographs. Signed by both landlord and tenant
• Keys and access information — all keys, fobs, and access codes handed over and receipted
• Utility meter readings taken — gas, electricity, and water readings recorded and shared with the tenant
• Utility accounts transferred — notify utility providers of the new tenant's details and move-in date
• Council tax notification — inform the local authority of the new tenancy so the tenant is billed correctly
• Register Your Rental Property — register when your area enters its rollout period. Regional rollout begins 15 December 2026 (West Midlands first) and covers all of England over approximately 12 months. All landlords actively letting are expected to be registered by 14 November 2027. Also known as the Private Rented Sector (PRS) Database

Ongoing Obligations from Day One

• Annual gas safety check — arrange and provide certificate to tenant within 28 days
• Legionella risk assessment — carry out and keep records
• Smoke alarms — test on the first day of the tenancy and keep a record
• Carbon monoxide alarms — ensure fitted in rooms with solid fuel appliances
• Repairs — respond to repair requests within a reasonable time

Record Keeping

Keep copies of all the above documents for the duration of the tenancy and for at least 6 years after it ends. Good record keeping is your best defence in any dispute with a tenant or local authority.

Key Penalties for Non-Compliance

• Deposit not protected: Penalty of 1–3x the deposit amount; may affect your ability to rely on certain possession grounds
• Required written tenancy information not provided before tenancy agreed: Fine of up to £7,000 per tenant (for tenancies from 1 May 2026)
• No Gas Safety Certificate: Criminal offence; may affect your ability to rely on certain possession grounds
• No Right to Rent check: Civil penalty up to £20,000 per tenant
• Register Your Rental Property not completed when area is called forward: Enforcement action by local authority