Do I need tenancy deposit protection documents?

Yes. If a tenancy deposit is taken for an Assured Shorthold Tenancy, it must normally be protected in an approved tenancy deposit scheme and prescribed information must be given to the tenant.

Which safety documents should be included before a tenant moves in?

Landlords usually need to provide a valid Energy Performance Certificate, gas safety certificate where gas is present, and electrical safety report before or at the start of the tenancy.

Why is a property inventory important for a residential tenancy?

An inventory records the condition and contents of the property at the start of the tenancy and can help prevent disputes over damage or deposit deductions.

Does the checklist replace an Assured Shorthold Tenancy Agreement?

No. The checklist supports the preparation and management of a letting, but the tenancy agreement sets out the legal terms between landlord and tenant.

When should I use a residential lettings supporting documents checklist?

You should use it before advertising, during tenant onboarding, before signing the tenancy agreement, and again before the tenant moves into the property.

Is this checklist suitable for all UK residential lettings?

It is mainly aimed at residential lettings in the United Kingdom, but some requirements differ between England, Wales, Scotland, and Northern Ireland.

How does this checklist work with the residential rental agreement generator?

You can use the checklist to gather supporting documents, then return to the main residential rental agreement page to generate an Assured Shorthold Tenancy Agreement.

EN-GB>Residential>Assured Shorthold Tenancy Agreement>United Kingdom Lettings Documents Checklist

United Kingdom Residential Lettings Supporting Documents Checklist

Created: 10 Jun 2026

This checklist helps landlords and tenants understand key documents needed for residential lettings in the United Kingdom. Use it alongside an AI Generated British Assured Shorthold Tenancy Agreement (AST Agreement) to stay organised and compliant.

Document name	Purpose	Typical timing	Commonly required in England	Process notes
Other supporting document
Assured Shorthold Tenancy Agreement	Sets out rent, term, obligations and tenancy rights.	At signing	true	Should be completed before occupation and retained by both parties.
Government guidance
How to Rent Guide	Government checklist for tenants renting in England.	Before tenancy starts	true	Serve the current version and keep proof of service.
Energy information
Energy Performance Certificate	Shows property energy efficiency and rating.	Before tenancy starts	true	Provide before marketing or letting unless an exemption applies.
MEES Exemption Registration	Records lawful exemption from minimum EPC requirements.	Before tenancy starts	false	Needed only where relying on a valid MEES exemption.
Safety certificate
Gas Safety Record	Confirms annual gas safety check by registered engineer.	Before tenancy starts, During tenancy	true	Give to tenant before occupation and renew annually if gas applies.
Electrical Installation Condition Report	Reports safety of the fixed electrical installation.	Before tenancy starts, During tenancy	true	Provide to tenants and renew at least every five years.
Electrical Remedial Works Confirmation	Confirms required electrical defects have been fixed.	During tenancy	false	Use where the EICR requires investigative or remedial work.
Smoke Alarm Test Record	Records smoke alarms tested on each storey.	At move in	true	Record tests at the start of the tenancy.
Carbon Monoxide Alarm Test Record	Records CO alarms in rooms with combustion appliances.	At move in	true	Record checks and repairs or replacements during the tenancy.
Furniture Fire Safety Compliance Evidence	Shows supplied furnishings meet fire safety rules.	Before tenancy starts	true	Keep labels, receipts or supplier evidence for furnished lettings.
Deposit information
Tenancy Deposit Protection Certificate	Confirms the deposit is protected in an approved scheme.	At signing	true	Protect deposit within statutory deadline and keep confirmation.
Deposit Prescribed Information	Gives required scheme and deposit details to tenant.	At signing	true	Serve with scheme leaflet and obtain signed acknowledgement if possible.
Deposit Scheme Information Leaflet	Explains scheme rules and dispute process.	At signing	true	Usually served with prescribed information and deposit certificate.
Holding Deposit Agreement	Records pre-tenancy holding deposit terms.	Before tenancy starts	false	Use to document permitted amount, deadline and repayment rules.
Deposit Deductions Proposal	Sets out proposed end-of-tenancy deposit deductions.	At end of tenancy	false	Support with check-out report, invoices and tenancy clauses.
Identity or right to rent
Right to Rent Check Record	Records tenant immigration status check before occupation.	Before tenancy starts	true	Complete for adult occupiers and retain evidence securely.
Home Office Share Code Check	Online proof of right to rent status.	Before tenancy starts	false	Use for tenants with digital immigration status.
Right to Rent Follow-Up Check	Confirms continued right to rent for time-limited status.	During tenancy	false	Diary where the initial check shows time-limited permission.
Tenant Identity Document Copy	Supports identity verification and referencing.	Before tenancy starts	true	Store copies lawfully and only for necessary retention periods.
Other supporting document
Tenant Application Form	Collects applicant details, income and rental history.	Before tenancy starts	true	Use before referencing and tenancy drafting.
Tenant Referencing Report	Assesses credit, affordability and rental suitability.	Before tenancy starts	true	Use findings to confirm guarantor needs and affordability.
Employer Reference	Confirms employment status and income.	Before tenancy starts	false	Useful where affordability depends on salary evidence.
Previous Landlord Reference	Checks rent payment and conduct history.	Before tenancy starts	false	Retain with referencing file if relied on for approval.
Proof of Income	Evidences affordability for rent obligations.	Before tenancy starts	true	May include payslips, accounts, benefits or bank evidence.
Guarantor Agreement	Makes guarantor liable for tenant obligations if valid.	At signing	false	Execute before or with tenancy consider deed formalities.
Identity or right to rent
Guarantor ID And Address Evidence	Supports guarantor verification and enforceability checks.	Before tenancy starts	false	Check before relying on guarantor promise.
Inventory
Inventory And Schedule Of Condition	Records contents, cleanliness and condition at start.	At move in	true	Sign with tenant and attach photos where possible.
Check-In Report	Confirms handover condition, keys and readings.	At move in	true	Use alongside inventory to evidence start condition.
Dated Property Photographs	Visual evidence of condition and cleanliness.	At move in, At end of tenancy	true	Date-stamp and link to inventory and check-out findings.
Opening Meter Readings	Records utility readings at tenancy start.	At move in	true	Include gas, electricity and water readings in check-in documents.
Key Receipt And Access Device Log	Records keys, fobs and permits handed over.	At move in, At end of tenancy	true	Use to prove lost keys or replacement costs.
Check-Out Report	Compares end condition with the starting inventory.	At end of tenancy	true	Core evidence for deposit deductions and damage disputes.
Other supporting document
Rent Payment Schedule	Shows rent due dates and payment amounts.	At signing	true	Align with tenancy rent clause and standing order details.
Standing Order Mandate	Helps tenant set up regular rent payments.	At signing	false	Check bank details and rent due dates before signing.
Rent Receipt	Acknowledges rent received, especially cash payments.	During tenancy	false	Keep with rent ledger to evidence payments.
Rent Statement Or Ledger	Tracks rent charged, paid and arrears.	During tenancy, At end of tenancy	true	Essential evidence for arrears notices or court claims.
Selective Or Additional Landlord Licence	Shows local authority licence for regulated rented property.	Before tenancy starts	false	Check local scheme before letting licence conditions may affect tenancy.
HMO Licence	Confirms property is licensed as a house in multiple occupation.	Before tenancy starts	false	Needed for licensable HMOs before occupation.
HMO Management Information	Sets out manager details, rules and shared area arrangements.	At move in	false	Use where licence conditions or HMO rules require notices.
Headlease Consent To Let	Confirms superior landlord allows subletting.	Before tenancy starts	false	Check before granting tenancy of leasehold property.
Mortgage Lender Consent To Let	Confirms lender permits letting under mortgage terms.	Before tenancy starts	false	Check lender requirements before signing the tenancy.
Landlord Insurance Schedule	Confirms landlord cover for rented property risks.	Before tenancy starts	false	Ensure policy permits residential letting and tenant type.
Building Rules Or Headlease Extract	Informs tenant of building restrictions and covenants.	At signing	false	Attach relevant restrictions if tenancy requires compliance.
Notice or form
Landlord Name And Address Notice	Provides address in England or Wales for notices.	At signing	true	Often included in the tenancy agreement or a separate notice.
Landlord Identity Disclosure	Confirms landlord identity when tenant requests it.	During tenancy	false	Relevant if agent receives written request from tenant.
Other supporting document
Tenant Privacy Notice	Explains how tenant personal data is used.	Before tenancy starts	true	Give before referencing or processing tenant data.
Referencing Consent Form	Records authority to contact referees and run checks.	Before tenancy starts	true	Use with privacy notice and referencing application.
Permitted Payments Schedule	Explains rent, deposit and permitted tenant charges.	Before tenancy starts	true	Check charges comply with the Tenant Fees Act.
Company Landlord Signing Authority	Confirms authority to sign for a company landlord.	At signing	false	Useful where landlord is a limited company or LLP.
Non-Resident Landlord Scheme Approval	Shows HMRC approval for rent paid without tax deduction.	Before tenancy starts	false	Relevant where landlord usually lives outside the UK.
Council Tax Responsibility Information	Clarifies who is responsible for council tax.	At signing	true	Align with tenancy terms and local authority notification.
Utilities Responsibility Schedule	Allocates gas, electricity, water and broadband responsibilities.	At signing	true	Include supplier details and opening meter readings.
Appliance Manuals And Warranties	Helps tenant safely operate supplied appliances.	At move in	false	Provide for boilers, white goods, alarms and heating controls.
Emergency And Repairs Contact Sheet	Provides reporting routes for repairs and emergencies.	At move in	true	Include managing agent, out-of-hours and appliance emergency details.
Repairs Reporting Procedure	Explains how tenants should report maintenance issues.	At move in	true	Supports prompt notice and repair record keeping.
Government guidance
Damp, Mould And Condensation Guidance	Explains health risks and reporting of damp or mould.	At move in, During tenancy	false	Useful addendum but must not shift landlord repair duties unfairly.
Safety certificate
Legionella Risk Assessment	Assesses water system legionella risk.	Before tenancy starts, During tenancy	true	Keep risk assessment and review when water systems change.
Fire Risk Assessment	Assesses fire risks in relevant premises or common parts.	Before tenancy starts, During tenancy	false	Important for HMOs and blocks with common parts.
Asbestos Management Information	Records asbestos risks and management arrangements.	Before tenancy starts, During tenancy	false	Most relevant to common parts and older managed buildings.
Portable Appliance Test Records	Records checks of supplied portable electrical appliances.	Before tenancy starts, During tenancy	false	Useful evidence for furnished or appliance-heavy lettings.
Blind Cord Safety Check	Records child safety measures for blind cords.	At move in	false	Helpful where children may occupy the property.
Other supporting document
Private Drainage Instructions	Explains safe use of septic tank or private drainage.	At move in	false	Use for rural properties with private drainage systems.
Garden Maintenance Schedule	Clarifies garden upkeep responsibilities and boundaries.	At signing	false	Align with inventory photographs and tenancy obligations.
Pet Consent Addendum	Records agreed pet permission and conditions.	At signing, During tenancy	false	Use when pet terms are not fully covered in the tenancy.
Identity or right to rent
Permitted Occupier Details	Records adult occupiers who are not tenants.	At signing	false	Right to rent checks may still be needed for adult occupiers.
Other supporting document
Deed Of Assignment Or Change Of Sharer	Documents replacement of a tenant during a joint tenancy.	During tenancy	false	Update deposit, right to rent and guarantor documents if needed.
Tenancy Renewal Agreement	Creates a new fixed term or confirms renewed terms.	During tenancy	false	Review compliance documents before signing renewal.
Tenancy Variation Agreement	Records agreed changes to tenancy terms.	During tenancy	false	Use written variation for rent, occupier or clause changes.
Notice or form
Section 13 Rent Increase Notice	Proposes rent increase for periodic assured tenancy.	During tenancy	false	Use prescribed form when increasing statutory periodic rent.
Section 21 Notice	No-fault possession notice for assured shorthold tenancies.	At end of tenancy	false	Check deposit, gas, EPC and How to Rent compliance first.
Section 8 Notice	Possession notice based on statutory grounds.	During tenancy, At end of tenancy	false	Use correct grounds and attach rent ledger if arrears-based.
Tenant Notice To Quit	Tenant notice ending periodic tenancy.	At end of tenancy	false	Check tenancy terms and expiry date before accepting keys.
Break Clause Notice	Activates contractual right to end fixed term early.	During tenancy, At end of tenancy	false	Serve exactly as the break clause requires.
Other supporting document
Deed Of Surrender	Records mutual agreement to end tenancy early.	At end of tenancy	false	Use where both parties agree early termination terms.
Notice or form
Abandonment Warning Notice	Documents suspected abandonment investigation.	During tenancy	false	Do not change locks without lawful possession route or clear surrender.
Other supporting document
Possession Claim Evidence Bundle	Collects documents for possession proceedings.	At end of tenancy	false	Include tenancy, notices, service proof and compliance documents.
Notice or form
Proof Of Service	Records how and when a notice was served.	During tenancy, At end of tenancy	true	Keep for How to Rent, deposit, rent and possession notices.
Other supporting document
Letting Agent Complaints Procedure	Explains agent complaints and redress route.	Before tenancy starts	false	Relevant where a letting agent manages the tenancy.
Client Money Protection Certificate	Shows agent belongs to a client money protection scheme.	Before tenancy starts	false	Relevant if an agent holds rent, deposits or client money.
Property Redress Scheme Membership	Shows letting agent belongs to approved redress scheme.	Before tenancy starts	false	Relevant where tenancy is arranged or managed by an agent.
Service Charge Or Communal Cost Schedule	Clarifies included and excluded communal costs.	At signing	false	Use where rent excludes defined communal or estate charges.
Inventory
Move-In Handover Checklist	Confirms documents, keys, readings and checks completed.	At move in	true	Use as a final audit trail before releasing keys.
Cleaning Invoice Or Receipt	Evidence for cleaning condition or deduction amount.	At end of tenancy	false	Compare with check-in cleanliness and avoid betterment.
Repair Invoice Or Contractor Quote	Supports claimed cost of tenant damage.	At end of tenancy	false	Use with inventory, photos and allowance for fair wear.
Other supporting document
Tenant Forwarding Address Request	Obtains post-tenancy contact and deposit return details.	At end of tenancy	false	Useful for deposit release, final bills and notices.
Inventory
Closing Meter Readings	Records utility readings at tenancy end.	At end of tenancy	true	Use for final bills and comparison with opening readings.
Other supporting document
Mail Redirection Reminder	Reminds tenant to redirect post after leaving.	At end of tenancy	false	Include in move-out checklist to reduce post issues.
Deposit information
Deposit Replacement Scheme Terms	Explains non-refundable deposit alternative fees and liability.	Before tenancy starts	false	Ensure tenant understands it is not a protected cash deposit.
Other supporting document
Licensing Compliance Evidence	Shows property met licensing requirements when let.	Before tenancy starts, During tenancy	false	Keep licence applications, approvals and council correspondence.
Safety certificate
Water Hygiene Instructions	Explains flushing and safe use of water outlets.	At move in	false	Useful for low-use outlets, showers and vacant-period risks.
Other supporting document
Tenant Document Receipt Acknowledgement	Confirms tenant received required documents.	At signing, At move in	true	List How to Rent, EPC, gas, EICR and deposit documents.
Special Conditions Schedule	Records bespoke terms not in the standard agreement.	At signing	false	Check terms are fair, clear and consistent with the AST.
Notice or form
Notice Of Landlord Entry For Repairs	Gives notice before access for inspection or repairs.	During tenancy	false	Coordinate access respectfully and keep written records.
Inventory
Mid-Term Inspection Report	Records condition and issues during the tenancy.	During tenancy	false	Use to identify repairs, breaches or safety concerns early.
Notice or form
Rent Arrears Reminder Letter	Records early demand for overdue rent.	During tenancy	false	Use before escalation to formal possession notice if appropriate.
Breach Warning Letter	Warns tenant about tenancy breach or nuisance.	During tenancy	false	Keep evidence if later relying on breach grounds.
Safety certificate
Gas Safety Regulations Reference	Legal basis for landlord gas safety record duties.	Before tenancy starts, During tenancy	true	Relevant where premises contain gas appliances or flues.
Electrical Safety Standards Regulations Reference	Legal basis for private rented electrical safety checks.	Before tenancy starts, During tenancy	true	Supports EICR timing, remedial work and document service.
Deposit information
Housing Act 2004 Deposit Protection Reference	Legal basis for tenancy deposit protection.	At signing	true	Applies when a cash tenancy deposit is taken.
Identity or right to rent
Immigration Act 2014 Right To Rent Reference	Legal basis for right to rent checks in England.	Before tenancy starts	true	Check adults before occupation and retain compliant evidence.
Safety certificate
Smoke And Carbon Monoxide Alarm Regulations Reference	Legal basis for smoke and CO alarm duties.	At move in, During tenancy	true	Supports start-of-tenancy alarm testing records.
Deposit information
Tenant Fees Act 2019 Reference	Legal basis for permitted payments and deposit caps.	Before tenancy starts, At signing	true	Check holding deposits, tenancy deposits and default fees.

What Documents Should A Landlord Give Before An Assured Shorthold Tenancy Starts?

For most residential lettings in England, the key pre-tenancy pack should include the tenancy agreement, a valid gas safety record where there is gas, the current How to rent guide, an Energy Performance Certificate, the Electrical Installation Condition Report, and evidence that right to rent checks have been completed. These items are closely linked to compliance and, in some cases, the landlord's ability to use a section 21 notice later.

What Deposit Paperwork Is Needed For A Tenancy Deposit?

If a tenancy deposit is taken in England, it should be protected in an authorised tenancy deposit scheme and the tenant should receive the scheme prescribed information within the statutory deadline. Landlords and agents usually keep proof of service with the signed tenancy documents because deposit non-compliance can create financial penalties and restrict possession routes.

Which Documents Help Avoid Disputes At The End Of The Tenancy?

The signed inventory, schedule of condition, check-in report, meter readings, photographs, deposit certificate, prescribed information, rent statement, and check-out report are especially important evidence for deductions, arrears, cleaning, damage and deposit adjudication. A clear paper trail is often more useful than adding extra clauses to the tenancy agreement.

What Safety Records Are Commonly Needed During The Tenancy?

Gas safety records must be renewed annually where the property has relevant gas appliances, while electrical safety reports are generally renewed at least every five years unless the report states a shorter interval. Smoke and carbon monoxide alarm checks should be recorded at the start of the tenancy and when alarms are repaired or replaced.

Residential Lettings Supporting Documents Checklist

Want to Generate Your own Assured Shorthold Tenancy Agreement?

Docaro AI can help you write your own Assured Shorthold Tenancy Agreement for use in the United Kingdom in minutes.

Generate Your Document Now

FAQs

What is a United Kingdom Residential Lettings Supporting Documents Checklist?

It is a checklist of key supporting documents commonly used when preparing or managing a residential letting in the United Kingdom, alongside an Assured Shorthold Tenancy Agreement.

What documents are usually needed for a residential letting in the UK?

What supporting documents does a landlord need for an Assured Shorthold Tenancy?

Why use a supporting documents checklist for residential lettings?

Are right to rent checks required for UK residential tenancies?

Show All FAQs