First-Time Landlord Checklist UK: Every Document You Need Before Letting

Letting your first property in 2026 is more paperwork-heavy than it has been in a generation. The Renters' Rights Act 2025 reshaped the tenancy itself, but the surrounding compliance — Right-to-Rent, gas, electrical, deposit, EPC, Information Sheet — is just as load-bearing. Get one part wrong and you can face civil penalties, possession proceedings failing, or a Rent Repayment Order. This checklist follows the order you actually need things, not the order a textbook lists them.

Before advertising the property

• Energy Performance Certificate (EPC): Must be at least band E. You must give a copy to any prospective tenant before they view the property in person.
• Gas Safety Certificate (CP12): Annual check by a Gas Safe registered engineer if there is any gas appliance, pipework, or flue. Required before tenancy starts.
• Electrical Installation Condition Report (EICR): Mandatory since 1 June 2020. Must have been carried out within the last 5 years by a qualified electrician.
• Smoke and carbon monoxide alarms: One smoke alarm on each storey; CO alarm in any room with a solid-fuel or gas appliance (extended in October 2022).
• HMO licence: Required if 5+ unrelated occupants from 2+ households. Also check whether your local authority operates additional or selective licensing schemes — over 70 councils do.

Before signing the tenancy

• Periodic Assured Tenancy Agreement (post-1 May 2026): Fixed-term ASTs are no longer lawful for new tenancies. Use the new Periodic AST template.
• Right-to-Rent check: Verify the prospective tenant's right to rent in the UK. Manual check OR Identity Service Provider (IDSP). Keep a dated, photocopied record for the duration of the tenancy plus 1 year.
• How to Rent guide: The Government's current 'How to Rent' booklet (PDF or printed) handed to the tenant before they sign.
• EPC, Gas Safety, EICR: Provide copies to the tenant before move-in.
• Deposit (if taking one): No more than 5 weeks' rent (or 6 weeks if annual rent over £50,000) under the Tenant Fees Act 2019.

Before move-in day

1. Take the deposit and protect it in one of the three approved schemes (DPS / TDS / MyDeposits) within 30 days of receipt.
2. Serve the Deposit Protection Prescribed Information within the same 30-day window — failure here triggers the same 1x-3x deposit penalty.
3. Carry out a dated inventory and schedule of condition with photographs. Get the tenant to sign on the day of move-in.
4. Take meter readings for gas, electricity and water. Photograph the dials with a timestamped phone camera.
5. Hand over keys, the signed tenancy agreement, How to Rent guide, gas/electric/EPC certificates and (from 1 May 2026 onward) the Renters' Rights Act Information Sheet.

Documents to keep for your records

• Signed tenancy agreement and dated inventory
• Right-to-Rent evidence (photocopy of ID, dated)
• Deposit protection certificate and Prescribed Information served (with dated proof of service)
• Gas Safety Certificate, EICR, EPC (each renewal kept)
• How to Rent guide receipt (signed acknowledgement is best)
• Information Sheet receipt (signed or email-acknowledged)
• Any subsequent rent statements, repair correspondence, and notices served

Ongoing annual compliance

• Annual gas safety check (every 12 months from previous certificate date)
• EICR review at change of tenancy or every 5 years (whichever sooner)
• Smoke and CO alarm test at the start of every new tenancy
• Right-to-Rent re-check at the point a previous time-limited check expires
• Re-serve a current How to Rent guide if you grant a renewal or replacement tenancy
• If you operate under a local licence (HMO / additional / selective): renew before expiry

Starter pack for new landlords

The LetSafe New Landlord Starter Pack (£49, normally £153.97) bundles four documents that cover everything above: the Annual Compliance Checklist, Right-to-Rent Check Pack, Inventory & Schedule of Condition, and Deposit Protection Guide. Buy once, use across your portfolio.