Printable record guide · updated 19 October 2026

Landlord tenancy document checklist

Use one checklist for one property and its current tenancy. The aim is to make every source document locatable, dated and linked to the right address—not to create a single oversized folder with no clear current record.

Property and landlord record

Keep the complete property address, ownership or landlord details, emergency contacts and any applicable licence information together. Record the source of each detail and update it when something changes.

Current tenancy

Identify the current written agreement or written tenancy information, named parties, start date and rent record. For an English tenancy affected by the Renters’ Rights Act, retain the information supplied and the date it was provided.

Deposit and payment evidence

Where a deposit is taken, retain the scheme, amount, protection evidence, required information and relevant dates. Keep rent-change notices and the evidence of service with the tenancy rather than with unrelated property bills.

Identity and Right to Rent evidence

For England, keep the prescribed Right to Rent evidence securely and only for the required period. These records can contain identity and immigration information, so restrict access and securely destroy them when the retention period ends.

Safety and energy documents

Keep the source gas, electrical and energy documents that apply to the property. Record the date from the document, the person or organisation that issued it, any observations and the next action. A typed date is not a replacement for the source file.

Condition, repairs and requests

Link inventories and inspections to their dates and rooms. For repairs, hazards, pet requests or other material correspondence, preserve a dated trail of the request, response, action and completion evidence.

Backup and sharing

Keep an appropriately protected backup and test your process before relying on it. Review a report before sending it: addresses, photographs, signatures and identity documents can expose personal information.