BLOG | News

7 documents every landlord needs to keep

As a landlord, it is essential that you keep detailed records of all the important documents associated with your properties. Here are seven key records you should always keep:

Energy performance certificate

Before you begin the process of letting your property, you must be in possession of a valid EPC rating. This document shows how energy efficient a property is by giving it a rating from A (very efficient) to G (inefficient). A copy of the certificate needs to be available for tenants to view.

Gas safety certificate

As a landlord you have to make sure the gas supply and appliances you provide to your tenants are safe. Every property that has gas must have a valid gas safety certificate. This document proves that the gas system in your property has been checked within the past 12 months. A copy of the certificate must be provided to your tenants when they move in.

Domestic electrical installation certificate

This certificate is provided when a system is installed and reports when it was last tested. There is no requirement to provide tenants with this document but it’s important for you to be able to prove when the last inspection took place, if needed.

Fire risk assessment form

Landlords have the obligation to identify potential dangers and risks in their property and take reasonable steps to reduce them. The best way to prove you have done it is to complete a risk assessment form. Make sure to keep a copy of this form at all times.

Landlord insurance policy

Insurance is a crucial consideration for landlords. In case of an emergency, you need to be able to quickly find your insurer’s details and information about what to do if you need to make a claim.

Your tenants’ personal details

If anything goes wrong during the tenancy, you need to be able to quickly access your tenants’ details, those of their next of kin, emergency contacts and guarantors (if applicable). Make sure to keep those details on file in case anything happens.

Your tenancy deposit certificate

Every landlord must put the deposit they receive from a tenant into a Government-backed tenancy deposit scheme within 30 days. If you opt-in to our fully managed property service, we’ll register your tenant’s deposit in a tenancy deposit scheme for you. If you choose not to, it will be your responsibility to ensure the deposit is secure in a legitimate scheme for the duration of the agreement.


Do you need help managing your property? Kingsley Hamilton Estates’ comprehensive property management service is designed to give you peace of mind and relieve you of the commitment of being a full-time landlord – call our team today on 020 7078 0214, or email to find out more.