Missing paperwork is the most common and most avoidable problem for landlords. Use this checklist before every new tenancy, and again each year.
The checklist
| Requirement | How often | What to keep |
|---|---|---|
| Gas safety check by a Gas Safe registered engineer | Every year | The gas safety record, given to the tenant before they move in and after each check |
| Electrical installation condition report | At least every 5 years | The report, given to the tenant |
| Energy performance certificate (EPC) | Valid for 10 years | The certificate, meeting the minimum rating required by law |
| Smoke alarm on each storey and carbon monoxide alarm where required | Test at the start of every tenancy | A dated record of the test |
| Right to rent check on adult occupiers | Before the tenancy starts | Copies of the documents and the date of the check |
| Deposit protection | Within 30 days of receiving the deposit | The scheme certificate and the prescribed information given to the tenant |
| How to Rent guide and other required documents | Before the tenancy starts | Proof that the tenant received them |
| Legionella risk assessment | When the tenancy starts, and when anything changes | A short written assessment |
| Furniture fire safety | If you supply furniture | Labels showing it meets the regulations |
| Licences | Where your property or council requires one | The licence and its expiry date |
Good habits
- Put every renewal date in a diary or reminder, at least a month ahead.
- Keep copies of everything in one place, with the date each document was given to the tenant.
- Fix reported repairs promptly and keep a record. Homes must be fit to live in.
- Check whether your property needs a licence. Some Ilford streets are covered by council licensing schemes, so ask the local council if you are unsure.
Why it matters
Missing or out-of-date paperwork can lead to fines, problems recovering possession, and difficulty with insurance. If a tenant makes a claim, your records are your best protection.
Our management service tracks every renewal for you and arranges the work with qualified contractors. Call us on 020 8553 3036 to find out more.
This article is general information and not legal advice.
