Let’s face it: being a landlord isn’t all about collecting rent and swanning around in your property portfolio-there’s paperwork to deal with too. And if you don’t get that right, things can get a little messy. From protecting the deposit to ensuring your tenants know exactly what they’re signing up for, here are some documents you can’t afford to overlook. In this blog, we have broke down the five key documents that not only keep your tenants happy but also keep you on the right side of the law. Think of it more like your official landlord checklist-taking away the stress.
Tenancy Agreement
As a landlord, the tenancy agreement is the final line of defence – and think of it as the “rulebook” for your tenant’s stay. It explains vital pieces of information such as how much rent is owed and when it is owed; what happens if someone forgets to pay on time-spoiler alert: late fees. But it’s not all about the rent. This outlines clear expectations on maintenance, responsibilities, and the dreaded “what happens if things go wrong” clause-like what to do if they break something or refuse to leave. Without it, you might as well manage a wild west of tenants and properties. If you haven’t got a tenancy agreement, now is the time to get it in writing.
Gas Safety Certificate
If you’re a landlord, the gas safety certificate is non-negotiable—this is one document that can’t be ignored, or you risk putting your tenants’ safety at risk. By law, landlords are required to have their gas appliances inspected annually by a qualified engineer to ensure they’re working safely. This certificate confirms that everything is in tip-top shape and poses no threat of leaks or carbon monoxide poisoning. It’s your responsibility to provide tenants with a copy of this certificate within 28 days of the inspection. In other words, don’t skimp on this one—keeping it up-to-date could literally save lives.
Deposit Protection Scheme Details
When a tenant pays a security deposit, they’re trusting you with the money to take good care of it, which is why landlords must legally register it with a government-backed DPS within 30 days. The idea behind this scheme is that both you and the tenant have an open way of resolving any disputes over the return of the deposit, particularly those concerning damages or unpaid rent. You need to give the tenant details of the scheme-previously how they can claim the deposit back at the end of the tenancyso they are not in a situation where they do not understand where their money has gone. Failure to comply risks you being financially penalized and barred from evicting a tenant, making this one of the most important documents to serve.
Energy Performance Certificate
Consider the EPC to be like your property’s fitness test. You wouldn’t consider renting out a home without knowing if the plumbing actually works, and for that same reason, you should not consider renting it without knowing how energy-efficient it is. This document highlights the rating of energy performance that helps the tenants understand how much they will have to spend on heating and electricity. You must provide a valid EPC before signing a lease, and if you fail to do so, you could end up with a fine on your hands. So, make sure your EPC is up-to-date and in hand before your tenant moves in—your wallet and your reputation will thank you!
How to Rent Guide
One of the easiest yet most important legal requirements of a landlord is to give tenants the government’ s “How to Rent” guide. This checklist helps renters understand everything from their legal rights to the process of registering their deposit. Hand it over at the beginning of tenancy, and you make sure tenants are fully aware of what’s expected of them and how to manage issues that might arise during their stay. Without it, it’s like being without a map to a smooth tenancy-rocky roads ahead. Make sure you give them the full picture right from the start. You can view the guide on the Government website here: How to Rent Guide.
Of course, keeping all your paperwork in order might not sound like the most exciting part of being a landlord, but it is undoubtedly one of the most important. These five documents form the backbone of a solid, smooth-running tenancy; they also help ensure you’re on the right side of the law and that your tenants stay happy. Okay, maybe it’s not as glamorous as posting a shot of your newest rental property online, but believe us, these documents will save you a whole lot of future headaches.
At HW Residential Lettings, we can provide you a service that will cover all documents needed between a landlord and a tenant. Our services are provided in Holmfirth, Huddersfield and surrounding areas. If you’d like more information, please Contact Us.