Landlord Documents Checklist for England
Missing paperwork is the most common reason a landlord’s possession claim fails or a council issues a fine. This is the list to work through before the tenant gets the keys.
Tick each item off, save a dated copy and keep proof that the tenant received it.
General information about private renting, mainly in England, checked against the official sources listed below. It is not legal advice. If you have court papers, a bailiff date or a health risk at home, contact Shelter, Citizens Advice or a housing solicitor now.
Before the tenancy starts
| Document | What it is | Give to tenant? |
|---|---|---|
| Gas safety record | Annual check of every gas appliance by a Gas Safe engineer | Yes, before they move in, then within 28 days of each check |
| Electrical safety report (EICR) | Inspection of the electrics at least every 5 years | Yes, before they move in |
| Energy Performance Certificate | Rating must be E or above to let, unless exempt | Yes, free of charge |
| Written tenancy terms | Written statement of the terms of the assured periodic tenancy | Yes, on or before the start |
| Renters’ Rights Act information | The government information sheet or prescribed information about the tenancy | Yes, check GOV.UK for the current version |
| Right to Rent check | Proof you checked every adult’s right to rent in England | Keep a copy, do not give |
| Licence (if needed) | HMO, additional or selective licence from the council | Keep, display where required |
| Inventory and check-in report | Dated photos and condition notes signed by both sides | Yes, ask the tenant to sign |
Deposit paperwork
If you take a deposit, protect it in a government-approved scheme (DPS, mydeposits or TDS) within 30 days of receiving it. Within the same 30 days, give the tenant the prescribed information: the scheme details, how to get the deposit back and how disputes work.
Late protection or missing prescribed information can lead to a penalty of up to three times the deposit. Our prescribed information guide lists every item.
Safety records to keep during the tenancy
- Smoke alarms on every storey with living accommodation, tested on the first day of each tenancy.
- Carbon monoxide alarms in any room with a fixed combustion appliance (except gas cookers), tested on day one.
- Repair records: reports from the tenant, your replies, contractor invoices and before and after photos.
- Legionella risk assessment: a simple written assessment of the water system is expected.
- Furniture labels for furnished lets, showing items meet fire safety rules.
What changed in 2026
From 1 May 2026, tenancies in England are assured periodic, so there is no fixed-term agreement to sign and no Section 21 notice to rely on. Possession depends on a Section 8 ground, and a court will look closely at whether you met your legal duties. Good records are now your evidence.
The Act also creates a private rented sector database and a landlord ombudsman. When registration opens, landlords will have to register themselves and their properties. Check GOV.UK for start dates.
How long to keep each document
Keep gas safety records for at least two years, and everything else for the whole tenancy plus at least six years after it ends, which covers most claims. Store scans in one folder per property with the date in the file name.
Free template: Tenant document pack cover sheet
Fill in the parts in [square brackets], then copy, download as a Word file or print. Each one shows a filled-in example first. These are general templates for England, not legal advice.
Tenant document pack cover sheet
Send this with the documents at the start of a tenancy, and ask the tenant to sign for them.
TENANT DOCUMENT PACK Property: [Property address] Tenant: [Tenant] Date given: [Date] Enclosed: ☑ Tenancy agreement or written statement of terms ☑ Gas safety record ☑ Electrical safety report ☑ Energy Performance Certificate ☑ Deposit prescribed information ☑ Scheme leaflet ☑ Inventory and check-in report I have received these documents. Tenant signature: ____________ Landlord signature: ____________
Before you send it
- Prescribed information can follow within 30 days of taking the deposit.
- Keep a signed copy.
- Email a PDF too, as a second record.
Checked against: GOV.UK: Assured periodic tenancies, a guide for landlords · GOV.UK: Tenancy deposit protection
Sources
These are the official and specialist pages this guide is checked against. Rules and forms change, so check the live page before you act.
Questions people ask
Do landlords still have to give the How to Rent guide?
The How to Rent guide was tied to assured shorthold tenancies. Since 1 May 2026, landlords in England give the Renters’ Rights Act information instead. Check GOV.UK for the current required document.
What happens if I did not give the gas safety certificate?
Find the current gas safety record, check any outstanding work and provide required documents promptly with a delivery record. If a document or inspection was missed, seek advice about the breach and any possession case. Late delivery should not be assumed to erase every earlier consequence.
Do I need a licence to rent out my property?
You need one for larger HMOs everywhere in England, and for other lets where your council runs additional or selective licensing. Check with your council.
Can I email documents to tenants?
Yes, if the tenant has agreed to receive documents by email. Keep the sent email as proof. Check the delivery requirements for each document rather than using one rule for everything. Keep the exact attachment, recipient and date, plus any required agreement to electronic delivery.
Does a first-time landlord need all of these?
Yes. The same duties apply whether you let one property or many, and whether or not you use an agent. Create a property-specific file showing the document, expiry or review date and who will deal with it. Using an agent does not mean every responsibility has automatically been completed.
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