Landlord record keeping in England: what to keep and for how long (2026)
Since the Renters’ Rights Act took effect, a landlord who wants possession has to prove a legal ground in court, and councils have stronger powers to investigate and fine. Good records are how you show you followed the rules. This guide lists the documents to keep for each tenancy, the legal deadlines behind them and how long to keep them.
Quick answer
For every tenancy, keep:
- the written terms, and proof you gave them (or the Information Sheet) to the tenant;
- safety certificates: gas, electrical, EPC, and smoke and carbon monoxide alarm checks;
- deposit protection paperwork;
- Right to Rent checks;
- a rent account;
- copies of every notice you serve, with proof of service;
- a repairs and access log;
- your written replies to pet requests and complaints.
Some of these have fixed legal retention periods, shown in the table below. For most others, keeping them for six years after the tenancy ends is a sensible default, because that’s the usual time limit for contract claims.
Landlord records: legal deadlines and how long to keep them
| Record | Legal deadline | How long to keep |
|---|---|---|
| Written statement of terms (new tenancies from 1 May 2026) | Give to the tenant before the tenancy is entered into | Tenancy + 6 years (recommended) |
| Renters’ Rights Act Information Sheet (tenancies with a written agreement before 1 May 2026) | Was due by 31 May 2026 | Keep proof of when and how you gave it |
| Gas safety record | Annual check. Copy to existing tenants within 28 days, and to new tenants before they move in | At least 2 years (legal minimum) |
| Electrical safety report (EICR) | At least every 5 years. Copy to tenants within 28 days. Give to the council within 7 days if asked | Until the next inspection, then give a copy to the next inspector |
| Energy Performance Certificate | Give to the tenant at the start. The rating must be E or above unless exempt | While valid (10 years) |
| Smoke and CO alarm checks | Test alarms on the first day of each tenancy | Tenancy + 6 years (recommended) |
| Deposit protection certificate and prescribed information | Protect the deposit and give the information within 30 days of receiving it | Until any dispute is resolved, then 6 years (recommended) |
| Right to Rent checks | Before the tenancy starts | Tenancy + 1 year (Home Office requirement) |
| Rent account and receipts | No fixed deadline | At least 5 years after the 31 January Self Assessment deadline for that tax year (HMRC) |
| Rent increase notices (Section 13, Form 4A) | At least 2 months’ notice, once a year at most | Tenancy + 6 years (recommended) |
| Pet requests and your responses | Reply in writing within 28 days, with reasons if you refuse | Tenancy + 6 years (recommended) |
| Repair reports, works and access notices | At least 24 hours’ written notice before visiting to inspect | Tenancy + 6 years (recommended) |
| Possession notices (Section 8, Form 3A) and proof of service | Notice period depends on the ground | Until any court case ends, then 6 years (recommended) |
“Recommended” periods aren’t legal requirements. They reflect the usual 6-year time limit for contract claims. Under UK GDPR, don’t keep tenants’ personal data for longer than you need it. Delete or anonymise it securely when it’s no longer needed.
Why records matter more since 1 May 2026
- No more Section 21. To get possession you must prove a Section 8 ground, for example your intention to sell (ground 1A) or rent arrears (ground 8). Courts decide on evidence: rent statements, sale instructions, notices and proof of service.
- Bigger penalties. Councils can issue civil penalties of up to £7,000 for breaches such as failing to provide written terms, rental discrimination or rent bidding. Penalties rise to £40,000 for more serious breaches, such as re-letting within 12 months after using ground 1 or 1A. Rent repayment orders can now cover up to 2 years’ rent.
- Complaints and disputes. Clear records of repairs, access requests and replies to tenants help you resolve complaints early. They’ll also matter for the planned landlord ombudsman.
Before and at the start of a tenancy
- Advert and offers: keep a copy of the advert showing the asking rent, and a note of offers received. This shows you didn’t invite or accept bids above the advertised rent. See the rental bidding ban.
- Applicant decisions: record why applicants were or weren’t accepted, based on fair criteria such as affordability. Refusing someone because they receive benefits or have children is unlawful. See discrimination in renting.
- Rent in advance: keep evidence that you took no rent before the tenancy was agreed, and no more than one month in advance after that.
- Written terms, safety certificates and the deposit: keep dated proof of what you gave the tenant and when, such as signed receipts, emails or tenancy portal logs.
- Check-in inventory: use dated photos and a report signed by the tenant. It’s your main evidence in deposit disputes.
During the tenancy
- Rent account: one running statement per tenancy, showing each amount due, each payment received and the balance. Record any payment arrangements in writing.
- Repairs log: when each problem was reported, when you inspected, what work was done and by whom, with invoices and before-and-after photos. Tenants can ask for evidence that work was done. See do landlords have to provide receipts for repairs?
- Access: keep copies of your written notices of at least 24 hours for inspections, and of how you arranged access for contractors.
- Rent increases: keep a copy of each Form 4A, proof of service, and the market evidence you relied on, in case the tenant goes to the tribunal.
- Pet requests: keep the tenant’s request, your reply within 28 days, and your reasons if you refused.
- Annual safety checks: renew certificates before they expire and log the date copies were given to tenants.
Notices, possession and the end of a tenancy
- Keep a copy of every notice (tenant or landlord), with the date and method of service. A certificate of service (form N215) is useful if you served by post or by hand.
- If you use ground 1 or 1A, keep evidence of your intention to move in or sell, such as estate agent instructions. Also keep records showing you didn’t re-let or advertise the property for rent within 12 months.
- At the end of the tenancy, keep the check-out report, photos, meter readings, key return record and the deposit repayment or dispute outcome.
A simple filing system that works
Create one folder per property, with a subfolder for each tenancy. Use the same sections every time:
- Letting and referencing
- Tenancy terms and information given
- Safety certificates
- Deposit
- Rent
- Repairs and access
- Correspondence and complaints
- Notices
- End of tenancy
Name files with the date first (for example “2026-09-25 Gas safety record.pdf”) so they sort in date order. Keep a backup copy. Tenant data should be stored securely and only shared with people who need it. The Evidence Log Builder can produce a dated log you can export.
Coming soon: the landlord register
The government’s “Register your rental property” service (the Private Rented Sector Database) opens on 15 December 2026, region by region, starting with the West Midlands. Each region has a 3-month window to register. The London deadline is 14 October 2027, and the last one, for the South West, is 14 November 2027. There’s a fee of £65 per property per year. Keep your registration confirmations with your property records, and keep the details you register up to date.
Free template: Landlord records register
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.
Landlord records register
See at a glance what you hold for a property, and when each certificate needs renewing.
Landlord records register
- Property: [Property address]
- Landlord: [Landlord]
| Document | Date issued | Renew by | Given to tenant | Stored |
|---|---|---|---|---|
Review this register every three months.
Before you send it
- Set reminders two months before each renewal date.
- Keep copies after a tenancy ends.
- Good records make a dispute much easier to deal with.
Checked against: GOV.UK: Assured periodic tenancies, a guide for landlords
Landlord record keeping: frequently asked questions
What records does a landlord have to keep in England?
Keep the written tenancy terms and proof you gave them to the tenant, gas and electrical safety certificates, the EPC, deposit protection paperwork, Right to Rent checks, a rent account, and copies of notices with proof of service. Also keep repair and access records and your replies to pet requests and complaints. Some, such as gas safety records and Right to Rent checks, have legal minimum retention periods.
How long should a landlord keep tenancy records?
Gas safety records must be kept for at least 2 years, and Right to Rent checks for the tenancy plus 1 year. HMRC expects financial records to be kept for at least 5 years after the 31 January Self Assessment deadline. For other tenancy documents, 6 years after the tenancy ends is a sensible default, because that’s the usual time limit for contract claims.
Do landlords have to give tenants a written tenancy agreement now?
For new tenancies from 1 May 2026, landlords must give a written statement of the key terms before the tenancy is entered into. For tenancies that already had a written agreement, landlords had to give the government’s Information Sheet by 31 May 2026. Failing to do so can lead to a civil penalty of up to £7,000.
Do landlords have to provide receipts for repairs?
There’s no general legal duty to give tenants receipts. But keeping invoices and before-and-after photos is the best way to prove repairs were done if there’s a dispute, a council inspection or a claim. See our guide on receipts for repairs.
Can I store tenancy records digitally?
Yes. Digital copies are fine if they’re clear, complete and backed up. Store tenants’ personal data securely, limit who can access it, and delete it once you no longer need it, in line with UK GDPR.
When do landlords need to register on the new property database?
The “Register your rental property” service opens on 15 December 2026, region by region. Each region gets a 3-month window. The London deadline is 14 October 2027, and the fee is £65 per property per year.
Sources
Checked against these sources on 25 September 2026.
Related guides
Useful tools
Use these tools to build the record file, check compliance gaps and prepare written replies before a dispute escalates.
Review written information, safety, deposits, repairs, rent, pets, notices and records.
Create a dated record of documents, notices, messages, repairs, payments and complaint references.
Prepare clear written responses to tenants, agents, councils, schemes and advisers.
Good records should be accurate, dated, secure and easy to retrieve. Keep the document, the version, the service evidence, the response, the deadline and the next action. Under the new private renting system, the landlord who can show the evidence is usually in a much stronger position than the landlord who only remembers what happened.
More on landlord tools
