Insights

Being a compliant landlord – what good records really mean

Landlord regulation is entering a more robust phase. With councils, tribunals and the new landlord ombudsman all playing a greater role, compliance now goes beyond doing the right thing, it means being able to evidence it clearly.

Put simply: you need to show what you did when you did it and why.

Here is a practical overview of the records landlords should keep and why they matter.

1. Tenancy and letting records

These show that the tenancy was set up lawfully from the outset. It’s good practice to keep:

  • A signed tenancy agreement (open-ended/periodic)
  • The tenancy start date
  • The original property listing or advert, showing the advertised rent
  • Confirmation of documents issued to the tenant, with dates sent

These can be requested if rent levels, tenancy terms or procedures are challenged.

2. Rent and payment records

Clear rent records help protect you if rent levels or increases are challenged. You should keep:

  • A rent schedule and payment history
  • Copies of rent increase notices
  • Evidence that increases were applied no more than once a year
  • Any market rent comparisons used to justify an increase

Keeping good records can prevent challenges escalating unnecessarily.

3. Repair and maintenance records

Repair documentation has become increasingly important, particularly under Awaab’s Law and associated local authority enforcement. Best practice includes keeping:

  • Logged tenant repair requests, with dates
  • Inspection notes
  • Contractor invoices or work orders
  • Photos, where relevant
  • Dates that issues were resolved

This shows not just whether work was done, but how promptly and appropriately you responded.

4. Safety and compliance certificates

These demonstrate that statutory requirements have been met. Landlords should keep:

  • Gas Safety Certificates
  • Electrical Safety Reports (EICR)
  • Energy Performance Certificates (EPC)
  • Any relevant licensing documentation, such as selective or Houses in Multiple Occupation (HMO) licences

These can be requested during inspections and disputes.

5. Deposit records

Deposit documentation is frequently examined by tribunals and enforcement teams, if applicable. You should keep:

  • Proof the deposit was protected
  • Confirmation that prescribed information was provided
  • Records of any deductions, with clear justification

Incomplete deposit records can be a common source of landlord penalties.

6. Communication records

Written communication is especially important if complaints arise. It is sensible to keep:

  • Written responses to tenant queries or complaints
  • Emails or messages confirming agreed actions
  • Follow‑up emails after phone calls

A simple rule of thumb is: if it matters, you should put it in writing.

7. Registration and oversight records

Under the Renters’ Rights Act, landlords are required to evidence their registration and oversight arrangements. This includes:

  • Proof of registration with the PRS Landlord Ombudsman (likely to be required by 2028)
  • PRS Database registration details, where required (due to go live later in 2026)
  • Managing agent agreements (you remain legally responsible)

Storing records — best practice

To stay organised:

  • Keep one compliance folder per property
  • Store documents digitally where possible
  • Name files clearly with dates (for example, “GasSafety_March2026.pdf”)
  • Make sure records can be produced quickly if requested

Why this matters

Good record‑keeping can:

  • Prevent fines or enforcement action
  • Help defeat rent repayment order claims
  • Shorten disputes and complaints
  • Demonstrate that you are a responsible, professional landlord

Poor records, by contrast, can lead to penalties even where the property itself is compliant.

As enforcement and oversight increase, being able to produce clear records quickly is becoming just as important as the standards themselves.


This article is for information purposes only and does not constitute advice.