Landlord CompanionPractical guides · Landlord Companion
How to organise rental property documents
By Kardos Blue Limited · Updated 3 October 2026 · For landlords managing 1–10 properties
Start with one folder or record for each property, then separate the current tenancy, certificates, inspections and repairs. Use clear dates and keep a protected backup. The same routine works for one rental or ten.
1. Choose the property before the document type
Give each property a consistent name, including the flat number where needed. Two flats in the same building should not share a single undifferentiated document folder. Before saving any attachment, check the address printed inside it.
For a fictional flat called “Flat 2, Example House”, use four sections: tenancy, certificates, inspections and repairs. Add other sections only when they help you find something. A short, consistent system is easier to maintain than dozens of nearly empty folders.
2. Separate current records from history
Keep the current tenancy agreement easy to identify, with older agreements attached to the tenancy they relate to. Do the same with replacement certificates: identify the current record while preserving earlier evidence where you have a reason to retain it. A file named “final.pdf” tells you very little six months later.
A useful filename is ExampleHouse-Flat2_Inspection_2026-10-03.pdf. Put the property, document type and relevant date in the name. Avoid unnecessary personal details in filenames, especially if they may appear in a shared link or email.
3. Review what you import
Open every PDF after importing it. Check that all pages are present and readable, that it belongs to the right property, and that recorded names and dates agree with the original. Text recognition can help with entry, but it is still worth checking every extracted detail.
4. Keep the document and its next action together
A certificate may include observations or follow-up work. A report may need to be shared with someone. Keep a short note of what needs doing, who is handling it and where the supporting evidence is stored. Filing a PDF is not the same as completing an action recorded in it.
5. Protect the records and check your backup
Use a device lock and review access before sharing documents. Keep only personal information you need. Retention periods depend on the type of record and the applicable requirements; decide them deliberately rather than keeping every file forever.
Make a backup after significant changes and before changing your phone. Keep it somewhere you can access if the phone is unavailable. For an encrypted backup, store the password securely and separately. Follow the app’s backup and restore guidance before attempting a restore.
Your five-minute paperwork reset
Use this as a working checklist. Print this page or save it as a PDF from your browser’s print menu. No email address required.
- Choose one property and confirm its address.
- Check that the current tenancy agreement is easy to identify.
- Open certificate attachments and compare their recorded dates with the originals.
- File the latest inspection and note any unresolved follow-up.
- Make a protected backup after completing your updates.
Doing this in Landlord Companion
Keep properties, tenancies, certificates and inspections linked on your iPhone. When importing an agreement or certificate, review the extracted details before saving. Return to the relevant property to check the record is where you expect it.
The app helps organise records; it does not replace your own review of the documents or your responsibilities when handling tenant information. See data safeguarding for the app’s sharing and privacy guidance.