Tenancy start evidence checklist — What to capture before move-in

The start of a tenancy is the most important moment for evidence collection. Everything you capture and store at this point becomes the foundation for defending deposit deductions, validating possession notices, and proving compliance. England landlords who get this right avoid most of the problems that arise later. Reviewed March 2026.

What the rule is

No single law requires a “tenancy start evidence file”. However, multiple laws require landlords to be able to prove they served specific documents, carried out specific checks, and met specific conditions. This checklist brings all those requirements together into one practical record.

When it applies

• At the start of every new Assured Shorthold Tenancy in England
• When a new tenant joins a shared property or joint tenancy
• On re-letting after a void period

Complete tenancy start evidence checklist

Compliance certificates (collect and store copies plus service proof)

• Gas Safety Record (CP12) — copy + email/signed receipt confirming tenant received it before move-in
• Electrical Installation Condition Report (EICR) — full report + service confirmation
• Energy Performance Certificate (EPC) — copy + service confirmation
• How to Rent Guide — version date noted + email or signed receipt
• Tenancy deposit prescribed information — copy + service confirmation (within 30 days)
• Deposit protection certificate — scheme reference number + protection date

Safety records (captured on move-in day)

• Smoke alarm test record — floor, alarm type, test result, date
• CO alarm test record — room, appliance served, test result, date
• Keys handed to tenant — note which keys, get signed receipt

Checks

• Right to Rent check — document type, reference, date of check, copy of document, for each adult occupier
• Legionella risk assessment — written assessment on file

Tenancy agreement

• Signed tenancy agreement — signed copy for each tenant and landlord

Property condition (captured on move-in day)

• Check-in inventory — room-by-room, signed by tenant
• Dated photographs — every room, all angles; zoom on any pre-existing damage
• Meter readings — gas, electricity, water (if applicable), with photos of meters

Landlord and contact details

• Emergency contact for the landlord provided to tenants
• Maintenance reporting process explained to tenants (log this)

What landlords must do

For each item above:

1. Gather or create the document/record
2. Provide to the tenant where legally required
3. Get a dated confirmation of service (email, signed form, or delivery confirmation)
4. Upload to TenancyVault alongside the evidence of service

Common mistakes

• Storing documents without service evidence — the document alone doesn’t prove you gave it to the tenant
• Taking photos without dates — always use device timestamps or send photos to yourself by email on move-in day
• Not getting the inventory signed — send it digitally for e-signature if the tenant isn’t available in person
• Skipping right-to-rent document copies — you must retain copies for 1 year after the tenancy ends
• Disorganised storage — keep all tenancy-start evidence together in a single named folder per tenancy in TenancyVault

FAQ

What if a tenant refuses to sign the inventory? Email it to them on move-in day and ask them to confirm accuracy within 7 days. If they raise no objections, the inventory is treated as accepted. Document all your attempts.

Do I need to take photos if I have an inventory clerk’s report? Yes — photos support the written inventory. Professional inventory reports typically include photos, but supplement with your own if you’re managing this yourself.

How long must I keep this evidence? Keep all tenancy-start records for the duration of the tenancy plus at least 1 year. For Right to Rent documents: 1 year post-tenancy. For financial records: 6 years.

Can I use e-signatures for the inventory and tenancy agreement? Yes — digital signatures are generally accepted. Use a platform that provides a timestamped audit trail (DocuSign, Adobe Sign, or similar).