Landlord Recordkeeping Under Renters’ Rights

Quick answer

A landlord should keep a property compliance file that proves the tenancy was set up correctly, the tenant received required information, the property was safe, the deposit was protected, payments were lawful, rent increases used the correct process, repairs were handled, complaints were answered, and notices were served properly.

The best system is built around each property, not just each tenant. Keep a permanent property file, then create a tenancy-specific file for each letting. This helps when landlords, agents, tenants, councils, insurers, deposit schemes or courts ask what happened.

Who this guide is for

This guide is for private landlords, letting agents and property managers in England who need a recordkeeping system that fits the Renters’ Rights Act reforms. It is also useful for tenants and advisers checking whether a landlord can evidence what they say happened.

The guide focuses on ordinary private renting in England. It is written around assured periodic tenancies, but many recordkeeping principles also help with HMOs, student lets, supported accommodation, social landlord processes, redress complaints and council licensing files.

1. When this guide is likely to apply

• you manage a private rented home in England;
• you use an agent and need to audit what they hold;
• you had old AST documents and need a current records system;
• you need to provide written tenancy information or an information sheet;
• you take deposits, rent in advance or holding deposits;
• you serve rent increase notices or possession notices;
• you respond to repairs, damp, mould, hazards or access requests;
• you receive pet requests, complaints or discrimination concerns;
• you may need to show records to a council, deposit scheme, tribunal, court, insurer or ombudsman.

2. What this guide does not cover

Some records need specialist legal, tax, insurance or data protection advice. Do not rely on this guide as the only answer for high-risk or unusual cases.

Recordkeeping system

1. Use one file per property

Keep a permanent file for each property. This file should stay with the property even when tenants change. It should include ownership, mortgage consent, superior lease, insurance, EPC, licences, safety history, floor plans, risk assessments, long-term repairs, council correspondence and recurring compliance deadlines.

A property file helps prevent records being lost every time a tenancy ends or an agent changes.

2. Use one file per tenancy

Create a separate tenancy file for each letting. This file should hold the tenant-specific documents: written agreement, required information, information sheet, Right to Rent records, deposit protection, inventory, rent ledger, repair reports, pet requests, notices, complaints and check-out evidence.

If the same tenant stays after a major change, such as new landlord, new agent, changed tenant group or deposit top-up, record the change clearly.

3. Keep original files and working copies

Keep originals separately from edited or redacted copies. Original emails, signed documents, notices, photos, invoices and certificates can be important if authenticity, timing or wording is disputed.

Use working copies for sharing with agents, contractors, councils or advisers where irrelevant personal data can be removed.

4. Use clear file names

Clear file names reduce mistakes and help you find evidence quickly. Use a consistent format: date, property, topic and short description.

5. Keep a compliance diary

Use a diary or spreadsheet for renewal dates and deadlines. Record gas safety checks, electrical checks, EPC review, licence renewal, insurance renewal, mortgage review, rent increase dates, deposit deadlines, pet response deadlines, complaint response deadlines, council response dates and notice expiry dates.

Calendar reminders are useful, but keep the underlying evidence too.

6. Record who is responsible

If an agent manages the property, record who is responsible for each task. The management agreement should say who handles deposits, Right to Rent, written information, safety records, inspections, repairs, notices, complaints, rent increases and data security.

Ask the agent for documents, not just confirmation. A landlord may still need to show proof if something goes wrong.

7. Keep service evidence for important documents

For important notices and documents, record how they were served, when they were served, who served them, what address or email was used, and what the tenancy terms say about service.

Keep postal receipts, email headers, hand-delivery notes, signed acknowledgements, portal records and copies of the exact document served.

Tenancy and written information

1. Tenancy agreement or required written information

For new assured periodic tenancies, landlords should have a written record of required tenancy information. A written tenancy agreement can be used if it includes the required information and reflects the current law.

Do not rely on an old fixed-term AST template without review. Keep the version date, signed copy, tenant acknowledgement and any updates.

Related guide: What Happened to Fixed-Term Tenancies?.

2. Information Sheet records

Where the official Renters’ Rights Act Information Sheet must be provided, keep the version sent, date sent, method of service and evidence that the tenant received or was sent it. If the tenancy was verbal and written information was required instead, keep that written record and proof of service.

Do not simply note “sent information”. Keep the actual PDF, email, portal message or letter.

3. Right to Rent records

Keep Right to Rent check records where the rules apply. Record the check date, method used, document or digital check evidence, follow-up date where time-limited, and who carried out the check.

Store identity documents securely. Do not keep unnecessary copies longer than needed, and avoid sharing them with contractors or unrelated third parties.

4. Tenant, occupier and guarantor records

Keep tenant names, permitted occupier details, guarantor agreement, emergency contact where appropriate, and household change records. For joint tenancies, record who is a tenant and who is only an occupier.

If a tenant changes, record whether the old tenancy ended, a new tenancy began, the deposit was transferred or reprotected, and whether written information was updated.

5. Inventory and schedule of condition

Keep a detailed check-in inventory with dated photos, meter readings, keys, appliance manuals, furniture, walls, flooring, garden, smoke alarms, carbon monoxide alarms and existing defects.

At check-out, use the same structure. This is essential for deposit deductions, pet damage claims, cleaning disputes and fair wear and tear arguments.

6. Document receipt checklist

Safety, repairs and access

1. Gas safety records

Keep gas safety records, engineer details, appointment records, access attempts, tenant copies and remedial work proof. If the tenant does not allow access, keep polite written requests and alternative appointment offers.

Do not treat access difficulty as a reason to stop trying. Safety records should show reasonable, repeated and documented efforts.

2. Electrical safety records

Keep the electrical installation condition report, remedial work records, contractor invoices, tenant copy evidence and any council correspondence. Record when the next inspection is due.

If portable appliances are supplied, keep appliance safety checks and replacement records where relevant.

3. Fire, smoke and carbon monoxide records

Record smoke alarm and carbon monoxide alarm checks at the start of tenancy and during inspections where relevant. Keep records of tenant fault reports and replacement dates.

For HMOs, keep fire risk assessments, alarm service records, emergency lighting checks, fire door inspections, escape route checks and licence condition records.

4. Repair request log

Every repair report should have a log entry: date received, issue, urgency, photos, tenant impact, contractor assigned, appointment date, access outcome, completion evidence and tenant update.

For damp, mould, no heating, unsafe electrics, leaks, fire risk or structural issues, record hazard assessment and urgency separately.

5. Contractor records

Keep contractor quotes, job sheets, invoices, photos, completion notes, guarantees and follow-up records. If a repair fails, keep the failed repair evidence and next steps.

Do not rely only on contractor texts. Save them as PDFs or screenshots inside the property file.

6. Access notices and inspections

Keep access notices, inspection appointment messages, tenant replies, missed appointment notes and inspection reports. Access should be reasonable and properly recorded.

Repeated surprise visits, forced entry or excessive pressure can become harassment risk. Record access properly to protect both landlord and tenant.

7. Council and HHSRS records

If the council contacts you about hazards, keep the complaint, officer details, inspection date, report, informal requests, notices, works schedule and completion evidence. Respond promptly and keep all replies.

Related guide: Complain to the Council About a Landlord.

8. Repair evidence table

Money, deposits and rent

1. Rent ledger

Keep a running rent ledger showing rent due, rent paid, date paid, payment method, arrears, credits, refunds and any agreed payment plan. Use the same rent period as the tenancy documents.

Incorrect rent ledgers can damage possession claims and make arrears disputes harder to resolve.

2. Tenancy deposit records

Keep deposit payment proof, scheme certificate, prescribed information, tenant acknowledgement, interested person details, renewal notes, top-up records and return or deduction evidence.

Deposit records are often needed for deposit disputes, possession routes, court claims and tenant complaints.

Related guide: Deposit Protection Checks in England.

3. Holding deposit records

Keep the holding deposit amount, date paid, written terms, decision date, reason for retaining or refunding, and how it was allocated if the tenancy proceeded. The record should show the payment was not used as an unlawful fee.

4. Rent in advance records

Record each rent in advance payment separately from the deposit. Show the rental period it covers, receipt date, refund position and how it appears on the rent ledger.

Related guide: Advance Rent Limits: What Renters Should Check.

5. Rent increase records

For rent increases, keep Form 4A, current rent, proposed rent, tenancy start date, previous increase date, proposed start date, proof of service, market rent evidence and any negotiation messages.

If the tenant applies to the tribunal, keep application documents, evidence bundle, directions, decision and rent ledger changes.

Related guide: How Rent Increases Work After the Renters’ Rights Act.

6. Permitted payments and fees

Keep records showing every payment requested from the tenant is permitted. This includes rent, tenancy deposit, holding deposit, default fees where allowed, variation fees where allowed, utilities, council tax, communication services or other permitted payments.

Avoid vague payment descriptions such as “admin”, “renewal”, “security”, “pet fee” or “extra cover” unless you have checked the legal basis.

7. Financial record table

Conduct, pets and complaints

1. Communication records

Keep landlord-agent-tenant communications in a searchable format. Important conversations by phone should be followed by a short written confirmation. Record who said what, when, and what next step was agreed.

Communication records are especially important for repairs, access, rent arrears, complaints, pet requests, notices and allegations of harassment.

2. Pet request records

Keep the tenant’s written pet request, pet description, request date, further questions, tenant replies, freeholder or lease checks, decision, conditions and proof that the response was sent on time.

If refusing, keep the evidence behind the refusal. If approving, record exactly which pet was approved and any reasonable conditions.

Related guide: Landlord Pet Request Response Guide.

3. Discrimination-risk records

Keep objective application criteria, affordability calculations, viewing notes, referencing criteria and reasons for refusal. Avoid records that show blanket bans against renters with benefits or children.

If a decision involves property size, overcrowding, licensing, affordability or safety, record the evidence-based reason. Do not use informal notes that suggest protected characteristics or benefits were the reason.

Related guide: Renting Discrimination Against Benefits or Children.

4. Complaint records

Keep a complaint log with the date received, issue, evidence, response deadline, investigation notes, outcome, remedy offered and escalation route. If an agent responds, keep the agent’s full response and your approval where required.

Good complaint records can help with future ombudsman, council, redress scheme or court routes.

5. Access and quiet enjoyment records

Keep records of inspection notices, viewing requests, repair appointments, tenant consent, emergency access and missed appointments. Landlords should not create a pattern of unnecessary or intrusive visits.

If access becomes disputed, records should show that requests were reasonable, necessary and properly notified.

6. Harassment and illegal eviction risk records

If a tenancy has broken down, keep messages calm, factual and lawful. Do not threaten lock changes, utility disconnection, belongings removal or forced entry. Keep legal advice notes before taking possession action.

If a tenant alleges harassment, preserve all communications, access records, notices and witness notes. Get advice quickly.

7. Complaint handling table

Notices, possession and enforcement

1. Use current forms and keep the version

Record which form was used, where it came from, the version date, who completed it and who checked it. Outdated forms and old AST assumptions can create avoidable risk.

Keep the unsigned draft and the final served version separately.

2. Proof of service for notices

Every important notice should have a service record. This includes rent increase notices, possession notices, access notices, deposit information, complaint responses and written tenancy information.

Record the method used, date sent, address or email used, person serving, witness if hand delivered, postal receipt, delivery confirmation and any tenant acknowledgement.

3. Possession ground evidence

Under the reformed possession system, a landlord usually needs a possession ground and evidence. Keep the evidence that matches the ground before serving the notice.

4. Council enforcement file

If the council contacts you, build a response file immediately. Include tenancy documents, landlord details, agent details, licence records, safety certificates, repair logs, inspection reports, tenant complaints, contractor records and your action plan.

Do not ignore council requests. Keep all emails, phone notes, officer names and reference numbers.

5. Private Rented Sector Database readiness

The Renters’ Rights Act creates a Private Rented Sector Database intended to help landlords understand duties, demonstrate compliance and support council enforcement. Landlords should prepare by keeping property, landlord, dwelling, safety, compliance and enforcement records in a clean structure.

Even before every database requirement is fully live, a landlord who keeps accurate records will be better placed to register, update entries and respond to questions.

6. Ombudsman and redress readiness

The implementation roadmap says a PRS Landlord Ombudsman will provide redress when things go wrong and support landlords with complaint handling. Good complaint records will become more important where an ombudsman route applies.

Keep complaint logs, response letters, repair evidence, internal notes, remedies offered and final position letters.

7. Data security and retention

Keep records securely. Limit access to landlords, agents, advisers or contractors who genuinely need the information. Use redacted copies where possible. Store identity documents, bank records, benefit evidence, medical information and children’s details with extra care.

Do not keep unnecessary data forever just because storage is cheap. Review old files periodically and get data protection advice if unsure.

8. Message template: ask an agent for the full record file

9. Message template: create a record after a phone call

10. Practical examples

Sources used

This guide was prepared from official government guidance first, then checked against housing advice, landlord compliance resources, ombudsman materials, prescribed forms, legislation and council enforcement routes. Because private renting law has recently changed, current GOV.UK, Housing Hub, legislation.gov.uk, Shelter, Citizens Advice, Housing Ombudsman and updated landlord guidance are more reliable than older tenancy manuals or out-of-date books.