What it’s for
- Record the date and method of serving every key document to a tenant
- Capture acknowledgement or delivery confirmation for each item
- Create a clear audit trail that can be used as evidence in disputes
- Track multiple documents across a single tenancy start process
- Ensure nothing is missed when handing over the required documents
How to use this in TenancyVault
After completing the log, save it in TenancyVault to:
- Upload the signed log to your property’s evidence vault
- Tag each entry with the relevant document type (e.g. “How to Rent”, “Gas Safety Certificate”)
- Log “served” proof on TenancyVault’s obligation timeline so each service is date-stamped
- Include in compliance packs — the service log can be exported alongside certificates
FAQ
What documents should I record in this log?
Record every document you are legally required to serve. This varies by UK nation. In England: How to Rent Guide, EPC, Gas Safety Certificate, EICR, deposit prescribed information, Right to Rent check evidence. In Scotland: PRT Agreement, EPC, Gas Safety Certificate, EICR. In Wales: Written Statement of Occupation Contract, EPC, Gas Safety Certificate, EICR, deposit prescribed information. In Northern Ireland: Written Statement of Tenancy Terms, EPC, Gas Safety Certificate, EICR, TDS NI deposit information.
Is email delivery sufficient proof of service?
Email is widely accepted as proof of service if you retain the sent email and receive a read receipt or reply. Physical delivery with a witness signature is stronger. The key is that you can demonstrate delivery in any tribunal proceedings.
Do I need to serve documents again on tenancy renewal?
Gas Safety Certificates must be served annually in all nations. In England, the How to Rent Guide must be re-served if a new edition has been published. In Scotland, the PRT Agreement is a fixed document served once. In Wales and Northern Ireland, check if updated versions of statutory notices require re-service. Always check current guidance for your nation.
Is this log a legally required document?
No — it is a best-practice record-keeping tool. The underlying obligations to serve documents are statutory; the log is your evidence of compliance.
Can I use this for periodic tenancies?
Yes. Any time a new periodic cycle begins where re-service is required, use a new row in the log to record it.