Landlord compliance checklist — Before move-in

Before a tenant moves into a rental property in England, landlords must complete a series of legal obligations and provide specific documents. Missing any item can have serious consequences including the inability to serve a valid possession notice. Use this checklist at every tenancy start. Reviewed March 2026.

What the rule is

Multiple pieces of legislation set out what landlords must do before a tenancy begins. These obligations are cumulative — you need to satisfy all of them, not just most. They are also evidence-based: having the certificates is not enough; you must be able to prove you gave them to the tenant.

The pre-move-in compliance checklist

Safety certificates

• Gas Safety Record (CP12) — provide to new tenants before move-in (not within 28 days)
• Electrical Installation Condition Report (EICR) — provide before move-in, full report not just summary
• Energy Performance Certificate (EPC) — must be at least E rating; provide before or at tenancy start

Alarms

• Smoke alarms — fitted on every floor; tested on the first day of tenancy; result logged
• Carbon monoxide alarms — fitted in every room with a fixed combustion appliance; tested day one

Government documents

• How to Rent Guide — most current version from gov.uk; email or print; keep proof of service
• Tenancy deposit prescribed information — served within 30 days of receiving deposit; deposit protected in approved scheme

Checks

• Right to Rent checks — completed for every adult (18+) occupier before move-in; documents copied and dated

Risk assessments

• Legionella risk assessment — written record of assessment completed; low-risk properties require documentation confirming the risk has been assessed

Agreement

• Tenancy agreement — signed by all parties; copy given to all tenants

At move-in

• Check-in inventory — detailed room-by-room schedule of condition with photographs; meter readings; keys handed over with receipt

What landlords must do

For each item above:

1. Have the valid, current document or record
2. Provide it to all named tenants
3. Log the date and method of service
4. Store evidence of service alongside the document

What evidence to keep

• Copies of all certificates and documents listed above
• Dated proof of service for each document (email, signed checklist, or delivery confirmation)
• A signed move-in checklist covering all documents provided
• Check-in inventory with photos
• Right to Rent document copies, date-stamped

Common mistakes

• Providing the gas safety record at move-in rather than before — it must be provided before the tenancy starts
• Using an outdated How to Rent Guide — always download the current version on the day of service
• Protecting the deposit but not serving prescribed information — both are required within 30 days
• Checking only the lead tenant for Right to Rent — every adult occupier must be checked
• No signed move-in inventory — without this, deposit deduction disputes are very hard to win

What changed on 1 May 2026

From 1 May 2026, the Renters’ Rights Act adds a requirement to provide tenants with a written statement of the key terms of their tenancy (the new assured periodic tenancy terms) at the start of the tenancy. Check gov.uk for the prescribed format when it becomes available.

FAQ

What happens if I miss one of these requirements? The consequences vary by document. Missing the gas safety record, EPC, or How to Rent Guide prevents you from serving a valid Section 21 notice (pre-May 2026). Missing deposit protection leads to financial penalties of 1–3× the deposit. Some omissions are criminal offences.

Can a letting agent handle all of this on my behalf? Yes — but the legal responsibility remains with you as the landlord. Ensure your agent provides written confirmation of every document served and keep the evidence yourself.

Do I need to repeat this for every tenancy? Yes — at the start of every new tenancy, serve all current documents. At renewal, check whether any have expired or been updated and re-serve as needed.