The 10 documents you need when you start or extend a tenancy
1. How to Rent guide
The How to Rent guide is the government’s handbook for tenants.
It sets out everything the government recommends you should do and know before entering into a new tenancy.
Your letting agent should always give you the most recent version of the How to Rent guide, either as a hard copy or (if you agree) as an email attachment. It’s a legal requirement that they do.
You can also get a copy here:
2. Tenancy agreement
Your letting agent will ask you to sign a tenancy agreement - a contract that sets out the terms of your tenancy.
It will explain your (and the landlord’s) rights and responsibilities, the process for increasing rent and what will happen at the end of your tenancy.
Make sure you read the agreement cover to cover. Once you sign on the dotted line, you’ve agreed to the terms and they’ll be set in stone.
If you’re unsure about anything in the agreement, go back to the letting agent for clarification.
What to watch out for in your rental contract
If something doesn’t seem right about the contract at this point, it’s not too late.
The Tenant Fees Act means you can back out of unfair terms without losing your holding deposit.
You can get independent advice about your tenancy rights from Shelter.
3. Inventory
An inventory is a long list of items and features of the property, along with their condition.
It’s set up to give you peace of mind that any existing damage is already logged and won’t be docked from your deposit.
Check every item that’s listed and make sure that damage or marks are noted in the inventory.
To be extra safe, take photos of the interior, exterior and any furniture while you go through the inventory.
They’ll be useful proof to resolve any issues or doubts at the end of your tenancy.
Once you’re happy with the inventory, sign it and make sure you get a copy to keep.
4. Deposit paperwork
Your landlord must put your deposit into a government-approved protection scheme within 30 days of you signing the rental contract.
Within those 30 days, they also need to tell you:
how much deposit you’ve paid
how the deposit is protected
the name and contact details of the tenancy deposit protection scheme and its dispute resolution service
why they would keep some or all of the deposit
how to apply to get the deposit back
what to do if you cannot get hold of the landlord at the end of the tenancy
what to do if there’s a dispute over the deposit
Keep this information safe as you might need it later.
Deposit protection scheme guide
5. Contact details
Make sure you have the right contact details for your letting agent and landlord, including a phone number to call in case of an emergency.
You’re legally entitled to know the name and address of your landlord.
6. Gas safety certificate
Your landlord must get the property’s gas supply and appliances checked at least once a year and hold a gas safety certificate as a record of it.
The letting agent should give you a copy of the certificate before you move in as well as a new copy after each annual check.
How to check your home is gas safe before you move in
7. Energy Performance Certificate (EPC)
When you start your tenancy, your letting agent must give you a copy of your home’s EPC.
It’s a rating of the energy efficiency of the property, with a rating of A being the highest level of energy efficiency and a G rating the lowest level.
What is an Energy Performance Certificate?
All privately rented homes must have an EPC of ‘E’ or above, unless there’s a valid reason such as if it’s a listed property.
You can also search online for the property’s EPC to check its rating.
8. Electrical inspection records
Landlords must get their property’s electrics checked at least once every five years.
The letting agent should provide you with proof of the last check to show the electrics are safe.
9. Proof that smoke and carbon monoxide alarms work
You should get evidence that smoke alarms and carbon monoxide alarms work at the start of your tenancy.
Once you move in, you’ll be responsible for regularly checking that they’re working.
10. Code of practice
This one’s not a legal requirement, but it’s worth asking about.
Knowing your letting agent or landlord has signed a code of practice can give you extra assurance about their conduct and practices.
Code of practices aim to raise and maintain standards in the private rented sector. They set out the legal requirements and best practices letting agents and landlords are required to follow.
What other paperwork can you expect to receive?
As well as the minimum requirements listed above, there’s some extra paperwork that might be useful.
Providing these documents to tenants is recommended as best practice:
Fire safety procedures, particularly if you live in a flat
Operating manuals for appliances
How to switch off water, gas and electrical supplies
What happens if you do not receive these documents?
If any of these 10 main documents are missing at the start of your tenancy, chase your letting agent up.
There’s no valid reason why they shouldn’t be able to provide them and they’re all important for you to hold. They may help you solve any disputes that crop up later.
If you still do not receive the right paperwork, your landlord may not be able to rely on a Section 21 notice to later ask you to leave.
Can a landlord sell a house with tenants? (Section 21 notices)
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