Landlord Document Checklist

Important Legal Note

HMRC requires landlords to keep financial records for at least 5 years after the 31 January submission deadline. Compliance certificates should be retained for the duration of the tenancy and for at least 2 years after it ends.

Document Overview

Use this checklist to audit the records you hold for each property. Complete it when you take on a new property, at the start of each tenancy, and annually as part of your portfolio review.

Compliance Certificates:

Gas Safety Certificate (current, renewed annually)
Electrical Installation Condition Report (within last 5 years)
Energy Performance Certificate (valid, minimum E rating)
Smoke alarm test record (tested at start of tenancy)
CO alarm installation record
Legionella risk assessment
Fire risk assessment (HMOs)
HMO licence (if applicable)

Tenancy Documents:

Signed tenancy agreement
Inventory and schedule of condition (signed)
Deposit protection certificate and prescribed information
Right to rent check records
How to Rent guide (served at start of tenancy)
Tenant information sheet
Move-in checklist (signed)
Key receipt log

Financial Records:

Mortgage statements
Insurance policies (buildings, contents, liability)
Rent payment records
Expense receipts and invoices
Self-assessment tax returns

Property Records:

Title deeds or Land Registry documents
Planning permissions and building regulations certificates
Guarantor agreement (if applicable)
Maintenance request log
Inspection reports

Want to download this document?

Subscribe to access all documents, how-to guides, and handbooks

Subscribe Now