{"id":8352,"date":"2019-11-08T22:17:33","date_gmt":"2019-11-08T21:17:33","guid":{"rendered":"https:\/\/www.lettingaproperty.com\/landlord\/blog\/?p=8352"},"modified":"2026-07-14T10:33:11","modified_gmt":"2026-07-14T09:33:11","slug":"legal-landlord-documents","status":"publish","type":"post","link":"https:\/\/www.lettingaproperty.com\/landlord\/blog\/legal-landlord-documents\/","title":{"rendered":"Legal Landlord Documents &#8211; Why You Need to Get Them Right"},"content":{"rendered":"\r\n<p class=\"wp-block-paragraph\">Being a landlord comes with a lot of legal responsibilities \u2013 which, unfortunately, also means a lot of paperwork. Fishing out your certificates and putting together your legal landlord documents isn\u2019t exactly a thrilling experience. However, although it may not be the most glamourous part of the job, having the relevant files in place now will seriously help you out when it comes to potential disputes, claims and disagreements.<\/p>\r\n<div class=\"rental-estimator-cta\" style=\"background: #e5eff6; padding: 16px; border-radius: 13px; margin: 20px 0; font-family: Arial, sans-serif; text-align: center;\">\r\n<h3 style=\"font-size: 20px !important; margin-top: 0; margin-bottom: 12px; line-height: 1.3; color: #3c3c3b;\">Are you charging enough rent?<\/h3>\r\n<p style=\"margin-bottom: 16px; font-size: 15px; line-height: 1.4; color: #3c3c3b;\">Many landlords undervalue their property without realising. Get a free, instant estimate from real local letting data and see what yours could really achieve.<\/p>\r\n<p><a style=\"text-decoration: none;\" href=\"https:\/\/www.lettingaproperty.com\/instant-valuation?utm_medium=blog_in_article\"> <button style=\"background: #30f8c2; color: #3c3c3b; border: none; padding: 12px 20px; width: 100%; max-width: 280px; border-radius: 6px; font-size: 16px; font-weight: bold; cursor: pointer; display: inline-block; margin: 0 auto;\" type=\"button\"> Check my rent <\/button> <\/a><\/p>\r\n<\/div>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">EPCs, EICRs and gas safety certificates<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/www.lettingaproperty.com\/energy-performance-certificate\" target=\"_blank\" rel=\"noreferrer noopener\">Energy performance certificates (EPCs)<\/a> are a mandatory requirement for all homes on the property market \u2013 in most cases, you can\u2019t legally let your home without one. An EPC rates your property\u2013 from A to G \u2013 on its energy efficiency and carbon dioxide emissions and as of 2018, a property must have a minimum EPC rating of E in order to be let. Unfortunately, <a style=\"user-select: auto;\" href=\"https:\/\/www.gov.uk\/government\/publications\/english-private-landlord-survey-2018-main-report\">only 42% of landlord were aware of this legal requirement<\/a>.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>In short:<\/strong> landlords must give tenants a set of legal documents, including an EPC, gas and electrical safety certificates, the How to Rent guide in England and the deposit prescribed information. Keep signed, dated copies of everything, as missing paperwork can lead to fines and weaken any possession claim.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">All rental properties (not just new tenancies and renewals) will require an EPC rating of &#8216;E&#8217; or above. Read more about it <a href=\"https:\/\/www.lettingaproperty.com\/landlord\/blog\/epc-requirements-april-2020\/\">here<\/a>.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Every year, landlords must renew their <a href=\"https:\/\/www.lettingaproperty.com\/gas-safety-certificate\" target=\"_blank\" rel=\"noreferrer noopener\">Gas Safety Certificate<\/a>. An annual <a href=\"https:\/\/www.lettingaproperty.com\/landlord\/blog\/gas-safety-checks-landlords\/\">gas safety check<\/a> must be carried out by a Gas Safe engineer and clear records must be kept. Along with an EPC, you can\u2019t legally let your home if you skip this step. No EPC or Gas Safety Certificate may put you at risk of penalty charges and leave you vulnerable during deposit disputes or insurance claims.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">All rental properties (not just new tenancies and renewals) will require an EPC rating of &#8216;E&#8217; or above. Read more about it <a href=\"https:\/\/www.lettingaproperty.com\/landlord\/blog\/epc-requirements-april-2020\/\">here<\/a>.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Electrical Installation Condition Reports are a<a href=\"https:\/\/www.lettingaproperty.com\/landlord\/blog\/mandatory-electrical-safety-inspections-april-2020\/\"> legal requirement<\/a> for all rental properties. As of April 1st 2021, all landlords must get an EICR every 5 years.<\/p>\r\n\r\n\r\n\r\n<p class=\"cta wp-block-paragraph\">Read more: <a href=\"https:\/\/www.lettingaproperty.com\/landlord\/blog\/lettings-definitions\/\">Lettings Definitions And Renting Jargon: 2023 Landlord And Tenant Guide<\/a><\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">How to Rent guide<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">All landlords must present their tenant with a copy of the government\u2019s <a href=\"https:\/\/www.gov.uk\/government\/publications\/how-to-rent\">How to Rent guide<\/a>. This is a legal requirement that is often skipped. In 2018, only <a href=\"https:\/\/www.gov.uk\/government\/publications\/english-private-landlord-survey-2018-main-report\">52% of landlords issued the How to Rent guide to their tenants<\/a>. For whatever reason, this little booklet isn\u2019t always taken seriously by landlords \u2013 but it should be. Not only is it the law, but neglecting to give your tenant these documents leaves you in breach of your legal obligations, can undermine any possession claim you bring under Section 8 (Section 21 &ldquo;no-fault&rdquo; evictions were abolished in England on 1 May 2026), and causes problems with rent guarantee insurance and deposit disputes.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Tenant referencing<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Before you enter into a written agreement, you should carry out a <a style=\"user-select: auto;\" href=\"https:\/\/www.lettingaproperty.com\/landlord\/blog\/tenant-reference-checks-why-theyre-important\/\">reference check<\/a> on your tenants. Tenant referencing typically consists of a 6-year credit check, a previous landlord reference and an employment reference. These checks give landlords an insight into their tenant\u2019s history and help to identify any past issues \u2013 such as CCJs \u2013 that could affect your tenancy.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Legal landlord documents: tenancy agreements<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">One of the main things you need to get right is your tenancy agreement. This may sound obvious, but you\u2019d be surprised at the number of landlords that don\u2019t get it right \u2013 or don\u2019t even have one in place. The most basic tenancy agreement for an AST must include:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li>The address of the property<\/li>\r\n\r\n\r\n\r\n<li>The tenant\u2019s details<\/li>\r\n\r\n\r\n\r\n<li>The landlord\u2019s details \u2013 including their service address<\/li>\r\n\r\n\r\n\r\n<li>The deposit amount and DPS details<\/li>\r\n\r\n\r\n\r\n<li>The rent amount and payment method<\/li>\r\n\r\n\r\n\r\n<li>Details of any <a href=\"https:\/\/www.lettingaproperty.com\/landlord\/blog\/permitted-occupier\/\">permitted occupiers<\/a><\/li>\r\n\r\n\r\n\r\n<li>Required notice periods<\/li>\r\n\r\n\r\n\r\n<li>The length of the tenancy<\/li>\r\n\r\n\r\n\r\n<li>The rights and obligations of the tenant and landlord<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Including this information in a written tenancy agreement in place is beneficial to both landlords and tenants. From the get-go, each party\u2019s expectations are clear and any problems or disputes in the future will be much easier to solve.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Writing a tenancy agreement is not a small task \u2013 but we\u2019re happy help. Here at LettingaProperty.com we\u2019ll <a href=\"https:\/\/www.lettingaproperty.com\/landlord\/lettings\">draft a tenancy agreement for you<\/a> and ensure its good-to-go.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Legal landlord documents: identification<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">When looking to advertise your property, <a href=\"https:\/\/www.lettingaproperty.com\/landlord\/blog\/why-we-ask-for-landlord-id\/\">landlords will be asked to provide identification<\/a>. This is usually in the form of:<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li>Photo ID \u2013 such as a driving licence or passport<\/li>\r\n\r\n\r\n\r\n<li>Proof of ownership \u2013 such as a mortgage statement, title deed, consent to let or land registry certificate<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Some landlords are shocked \u2013 and sometimes insulted \u2013 when they are asked for ID, but we have their best interests in mind. This level of verification protects landlords against illegal subletters and ensures that only legitimate property ads are published.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Up next: <a href=\"https:\/\/www.lettingaproperty.com\/landlord\/blog\/what-tenants-want-in-a-rental-property-what-do-tenants-look-for-when-renting-in-2021\/\" target=\"_blank\" rel=\"noreferrer noopener\">What Tenants Want: Top 11 Features Tenants Look For In A Property 2021<\/a><\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Legal landlord documents: deposits<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">When it comes to deposits, there are a few legal landlord documents that you must have in place.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Your Deposit Protection Certificate must be sent to the tenant. They must also receive the prescribed information (containing the details of the DPS) and proof of delivery must be recorded. By law, you must use a <a style=\"user-select: auto;\" href=\"https:\/\/www.gov.uk\/deposit-protection-schemes-and-landlords\">government-backed tenancy deposit scheme<\/a> to store your tenant\u2019s deposit and have the relevant paperwork in check. Without the right documents, you will struggle to solve deposit disputes or make a claim on your rent insurance.<\/p>\r\n\r\n\r\n\r\n<p class=\"cta wp-block-paragraph\">Read more: <a href=\"https:\/\/www.lettingaproperty.com\/landlord\/blog\/deposit-protection-schemes\/\" target=\"_blank\" rel=\"noreferrer noopener\">Tenancy Deposits &#8211; Everything Landlords and Tenants Should Know<\/a><\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Inventories and mid-term inspections<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">A <a href=\"https:\/\/www.lettingaproperty.com\/landlord\/blog\/landlord-inventory\/\" target=\"_blank\" rel=\"noreferrer noopener\">property inventory<\/a> is essential when it comes to damage-related deposit disputes. It&#8217;s a record of your property&#8217;s condition at the start of the tenancy. Without one, you will struggle to prove your case if your tenant causes any damage and it&#8217;s unlikely you will get to keep any of the deposit.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/www.lettingaproperty.com\/landlord\/blog\/mid-term-inspection-landlords\/\" target=\"_blank\" rel=\"noreferrer noopener\">Mid-term inspections<\/a> and check-outs are also fundamental supporting evidence in damage deposit disputes. Remember, you must give your tenant at least <a href=\"https:\/\/www.lettingaproperty.com\/landlord\/blog\/landlords-right-to-access-property\/\" target=\"_blank\" rel=\"noreferrer noopener\">24 hours&#8217; notice<\/a> in writing before visiting the property for any reason.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Book your <a href=\"https:\/\/www.lettingaproperty.com\/property-inventory\" target=\"_blank\" rel=\"noreferrer noopener\">professional inventory<\/a> today.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Stay protected<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Here at LettingaProperty.com, Rent Protection and Legal Expenses Cover are included in our <a href=\"https:\/\/www.lettingaproperty.com\/landlord\/lettings\" target=\"_blank\" rel=\"noreferrer noopener\">Complete and Essential Plans<\/a>. Not only does it provide our landlords with peace of mind, but it also ensures that any potential rent arrears disputes will be soundly settled.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Mr Patel, one of our customers eligible for Rent Protection, was especially thankful of this financial protection when <a href=\"https:\/\/www.lettingaproperty.com\/landlord\/blog\/guaranteed-rent-scheme\/\">his tenant failed to pay the rent and refused to leave to property<\/a>.<\/p>\r\n\r\n\r\n\r\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\r\n<p class=\"wp-block-paragraph\">It&#8217;s very much the rent guarantee safety net I wanted, never thought I would have to use, but so glad I opted for it from the word go. Especially as I was able to hand everything over to the professionals and not have to get involved in the matter further.<\/p>\r\n<cite>Mr Patel, LettingaProperty.com Landlord<\/cite><\/blockquote>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">&nbsp;<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Required Landlord Documents in England, Wales and Scotland<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">The exact documents you must provide depend on where your property is.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">England<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Landlords must give the tenant an EPC, a Gas Safety Certificate (CP12), an EICR, the government How to Rent guide and the deposit prescribed information. Under the Renters&rsquo; Rights Act 2025, written information about the new tenancy terms must also be provided.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">Wales<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Landlords must provide a written statement of the occupation contract, an EPC, gas and electrical safety records and evidence that alarms are fitted, and must be registered with Rent Smart Wales.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">Scotland<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Landlords must provide the tenancy terms (with the Scottish Government&rsquo;s supporting notes), an EPC, a Gas Safety Record and an EICR, and must be entered on the local authority&rsquo;s landlord register.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Legal Landlord Documents: Frequently Asked Questions<\/h2>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">What documents must a landlord give a tenant?<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Typically an Energy Performance Certificate (EPC), a Gas Safety Certificate (CP12), an Electrical Installation Condition Report (EICR), the How to Rent guide (in England) and the deposit protection prescribed information. Requirements vary slightly by nation.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">What happens if I do not provide the right documents?<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">You can face fines, and in England failing to provide key documents such as the EPC, gas certificate or How to Rent guide could previously block a Section 21 notice. Section 21 has been abolished, but poor documentation still weakens any Section 8 possession claim and can breach your legal duties.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">How long do I have to protect a deposit and serve prescribed information?<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">In England and Wales you must protect the deposit in an approved scheme and give the tenant the prescribed information within 30 days of receiving it.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">Do I need to reissue documents when a tenancy renews?<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Provide up-to-date certificates, such as a new gas certificate each year, and reissue the relevant documents where a new agreement is signed. Keep dated copies of everything.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">Where should I keep my landlord documents?<\/h3>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Keep signed, dated copies of every certificate and notice, ideally digitally as well as on paper, so you can prove compliance quickly if a dispute or inspection arises.<\/p>\r\n\r\n\r\n\r\n<script type=\"application\/ld+json\">\r\n{\r\n  \"@context\": \"https:\/\/schema.org\",\r\n  \"@type\": \"FAQPage\",\r\n  \"mainEntity\": [\r\n    {\r\n      \"@type\": \"Question\",\r\n      \"name\": \"What documents must a landlord give a tenant?\",\r\n      \"acceptedAnswer\": {\r\n        \"@type\": \"Answer\",\r\n        \"text\": \"Typically an Energy Performance Certificate (EPC), a Gas Safety Certificate (CP12), an Electrical Installation Condition Report (EICR), the How to Rent guide (in England) and the deposit protection prescribed information. 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Section 21 has been abolished, but poor documentation still weakens any Section 8 possession claim and can breach your legal duties.\"\r\n      }\r\n    },\r\n    {\r\n      \"@type\": \"Question\",\r\n      \"name\": \"How long do I have to protect a deposit and serve prescribed information?\",\r\n      \"acceptedAnswer\": {\r\n        \"@type\": \"Answer\",\r\n        \"text\": \"In England and Wales you must protect the deposit in an approved scheme and give the tenant the prescribed information within 30 days of receiving it.\"\r\n      }\r\n    },\r\n    {\r\n      \"@type\": \"Question\",\r\n      \"name\": \"Do I need to reissue documents when a tenancy renews?\",\r\n      \"acceptedAnswer\": {\r\n        \"@type\": \"Answer\",\r\n        \"text\": \"Provide up-to-date certificates, such as a new gas certificate each year, and reissue the relevant documents where a new agreement is signed. Keep dated copies of everything.\"\r\n      }\r\n    },\r\n    {\r\n      \"@type\": \"Question\",\r\n      \"name\": \"Where should I keep my landlord documents?\",\r\n      \"acceptedAnswer\": {\r\n        \"@type\": \"Answer\",\r\n        \"text\": \"Keep signed, dated copies of every certificate and notice, ideally digitally as well as on paper, so you can prove compliance quickly if a dispute or inspection arises.\"\r\n      }\r\n    }\r\n  ]\r\n}\r\n<\/script>\r\n","protected":false},"excerpt":{"rendered":"<p><span class=\"span-reading-time rt-reading-time\" style=\"display: block;\"><span class=\"rt-label rt-prefix\">Reading Time: <\/span> <span class=\"rt-time\"> 6<\/span> <span class=\"rt-label rt-postfix\">minutes<\/span><\/span>Being a landlord comes with a lot of legal responsibilities \u2013 which, unfortunately, also means a lot of paperwork. Fishing out your certificates and putting together your legal landlord documents [&hellip;]<\/p>\n","protected":false},"author":8,"featured_media":11589,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[18],"tags":[49,27,15,31,52,59,4],"class_list":["post-8352","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-rental-process","tag-electrical-installation-condition-report","tag-energy-performance-certificates","tag-gas-safety-certificate","tag-how-to-rent-guide","tag-property-inspections","tag-property-inventory","tag-tenancy-deposit-scheme"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.0 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Legal Landlord Documents - Why You Need to Get Them Right<\/title>\n<meta name=\"description\" content=\"Renting comes with lots of paperwork and legal landlord documents. It&#039;s tempting to skip the boring stuff - but it could cost you later on.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.lettingaproperty.com\/landlord\/blog\/legal-landlord-documents\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Legal Landlord Documents - Why You Need to Get Them Right\" \/>\n<meta property=\"og:description\" content=\"Renting comes with lots of paperwork and legal landlord documents. 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