A Self-Managed Landlord’s Annual Checklist: Essential Documents for Your Tenants
Being a self-managed landlord comes with responsibilities, and staying compliant with legal requirements is crucial—not just to protect your property but also to ensure you’re covered in case of future disputes. While you may have an excellent relationship with your tenants now, circumstances can change. The best way to protect yourself is to ensure everything is documented and that tenants acknowledge receipt of important information.
A great way to do this is by using e-signature platforms such as DocuSign, E-Sign, or RSign, which provide a digital audit trail confirming that tenants have received and understood all necessary documents.
Here’s a comprehensive checklist of what you should provide to your tenants every year and have them sign.
1. Gas Safety Certificate (CP12) – Signed by the Tenant
•Requirement: Annually, for properties with gas appliances.
•Action: Arrange a Gas Safe registered engineer to carry out the inspection and issue the certificate.
•Tenant Acknowledgment: Use an e-signature platform to have tenants confirm receipt, preventing future disputes.
2. Energy Performance Certificate (EPC)
•Current Requirement: A valid EPC with a minimum rating of ‘E’ is required to let a property.
•Upcoming Changes: The government has proposed increasing the minimum EPC rating to ‘C’ by 2028 for new tenancies and by 2030 for all rental properties.
•Action: Assess your property’s current EPC rating and plan necessary improvements to meet future standards. You can check your property’s EPC or obtain a new one through the EPC Register.
•Tenant Acknowledgment: Provide the EPC to tenants and obtain e-signature confirmation.
3. ‘How to Rent’ Guide – Latest Version
•Requirement: Provide the most recent version at the start of each tenancy and upon renewal.
•Current Version: As of October 2023.
•Action: Ensure tenants receive the latest guide and acknowledge receipt via e-signature.
•Note: Failure to provide the correct version can invalidate a Section 21 eviction notice.
4. Deposit Protection Certificate, Prescribed Information & Scheme Terms
•Requirement: If a deposit is taken, it must be protected in a government-approved scheme within 30 days.
•Action: Provide tenants with:
1.The Deposit Protection Certificate from the scheme.
2.The Prescribed Information document, detailing how the deposit is protected.
3.The Terms & Conditions of the deposit protection scheme used (DPS, TDS, or MyDeposits).
•Tenant Acknowledgment: Obtain e-signature confirmation of receipt for all three documents.
5. Rent Increase Notice – In Writing
•Requirement: Any rent increase must be communicated in writing.
•Action:
•For periodic tenancies, use a formal Section 13 notice.
•For fixed-term agreements, ensure the increase is agreed upon in writing.
•Tenant Acknowledgment: Secure e-signature confirmation to prevent future disputes.
6. Electrical Installation Condition Report (EICR)
•Requirement: Every 5 years for rented properties.
•Action: If a new report is issued, provide tenants with a copy and obtain e-signature confirmation.
7. Smoke and Carbon Monoxide Alarm Compliance Certificate
•Requirement: Landlords must install working smoke alarms on every floor and carbon monoxide alarms in rooms with solid fuel appliances.
•Action:
•Test and ensure alarms are working at the start of the tenancy.
•Provide tenants with a Smoke and Carbon Monoxide Alarm Compliance Certificate.
•Tenant Acknowledgment: Have tenants sign to confirm the alarms are installed, tested, and working.
8. Fire Evacuation Plan (For All Properties)
•Requirement: Provide a clear fire evacuation plan to all tenants, not just those in HMOs.
•Action:
•Include fire escape routes, assembly points, and emergency contacts.
•For flats, specify whether the strategy is ‘stay put’ or full evacuation.
•Tenant Acknowledgment: Tenants should sign to confirm they understand what to do in case of a fire.
9. Right to Rent Checks
•Requirement: Landlords must verify that tenants have the legal right to rent in England.
•Action:
•For tenants without a UK passport, request a Right to Rent share code. Tenants can generate this code through the GOV.UK website.
•Use the share code and the tenant’s date of birth to check their status via the Right to Rent Check portal.
•Be aware of any expiration dates on the tenant’s right to rent and set reminders to recheck their status as needed.
10. Selective Licensing Requirements
•Requirement: Certain local authorities implement selective licensing schemes, requiring landlords to obtain a license for each rental property.
•Action:
•Check with your local council to determine if your property is in a designated selective licensing area.
•If applicable, apply for the necessary license and comply with all conditions.
•Note: Operating without the required license can result in significant fines and legal action.
11. Tenant Declaration Form (Covering All Documents Sent)
•Action: Compile all documents into a single package and include a Tenant Declaration Form listing everything provided.
•Tenant Acknowledgment: Use an e-signature platform to have tenants confirm receipt and understanding of all documents.
12. Track Your Rent Payments with a Rent Receivables System
It’s important to keep a clear record of rent payments to stay organised. At the start of the tenancy, set up a simple rent receivables log so that each month, it’s just a matter of ticking off payments and entering the amount received.
Your rent receivables log should include:
•The rent period (e.g., 15th January – 14th February, 15th February – 14th March, etc.)
•The rent amount due for each period
•The due date for payment
•The date the tenant actually paid
•The amount received
By writing this down in advance, you can easily track whether payments are made on time and in full, allowing you to stay on top of any arrears or inconsistencies.
Final Thoughts
All of this may seem like extra work, but if you’ve got this checklist in place, it’s simply a matter of ticking boxes. In my experience, doing this work results in a better-quality tenant—and that’s ultimately what every landlord needs.
A responsible, well-informed tenant is more likely to:
✔ Pay on time
✔ Report issues properly
✔ Understand their responsibilities
✔ Communicate openly and be cooperative
At Space Acquisitions Limited, we understand the complexities of self-managing rental properties and can provide expert guidance to help landlords stay compliant. If you need assistance with tenancy documentation, compliance, or property management, get in touch with us today.
Written by Edward Gray, Managing Director, Space Acquisitions Limited
