What documents does a landlord need to provide to a tenant?

Energy performance certificate

An Energy Performance Certificate (EPC) is required by law for all residential properties that are built, sold or rented in England and Wales. It rates the property's energy efficiency from A (most efficient) to G (least efficient) and is valid for ten years.

Rental properties must have a minimum EPC rating of E under the Minimum Energy Efficiency Standards(MEES). Properties rated F or G cannot be legally let unless a valid exemption is registered. If a property does not meet the standard, landlords must carry out improvement works, such as insulation or heating upgrades, before letting.

The EPC must be provided to prospective tenants free of charge before the tenancy begins. This allows tenants to consider energy use and running costs when deciding whether to rent the property.

Gas Safety certificate

Landlords must provide tenants with a valid Gas Safety Certificate at the beginning of a new tenancy. This is a legal requirement under the Gas Safety (Installation and Use) Regulations 1998 and applies to all rental properties with gas appliances.

An annual gas safety check must be carried out by a Gas Safe registered engineer. The inspection covers all gas appliances, pipework, flues and associated fittings, and checks  for signs of leaks, damage or deterioration. The engineer will also test gas pressure and ventilation to confirm that systems are operating safely and in line with current standards.

A copy of the certificate must be given to existing tenants within 28 days of the inspection. For new tenants, it must be provided before they move into the property. Landlords must also retain records of all checks for at least two years.

Electrical Safety certificate

You must have the electrical installation in your rental property inspected and tested at least once every five years, in line with the Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020.

These checks must be carried out by a qualified and competent person. Once the inspection is complete, you’ll receive an Electrical Installation Condition Report (EICR), which outlines the condition of the system and any required remedial work.

You must give your tenants a copy of the EICR within 28 days of the inspection. If the report identifies issues, you must complete the necessary work within 28 days - or sooner if the report specifies - and provide written confirmation to your tenants and your local authority.

How to Rent Guide

You must provide your tenants with the latest version of the How to Rent guide at the start of a new tenancy. This document, published by the Department for Levelling Up, Housing and Communities, outlines key information for tenants at each stage of their tenancy.

The guide explains what tenants should expect when renting a property, how to meet their responsibilities and what to do if problems arise. It also covers the different types of tenancy, rights and obligations, the eviction process and how to end a tenancy correctly.

The guide must be provided in full, either as a printed copy or as a digital version if the tenant agrees. If you fail to provide it, you may be unable to serve a valid section 21 notice later in the tenancy.

Deposit information

You are legally required to protect your tenant’s deposit in a government-approved tenancy deposit protection scheme within 30 days of receiving it. You must also provide the tenant with the prescribed information, which includes details of the scheme used and how the deposit will be handled at the end of the tenancy.

If you fail to meet these requirements, the tenant can apply to the court for compensation of up to three times the deposit amount for each breach. In addition, you may be unable to serve a valid section 21 notice to regain possession of the property, which could delay or prevent eviction proceedings.

Tenancy agreements

Although you are not legally required to provide your tenants with a written tenancy agreement, it is strongly recommended. A clear, written agreement sets out the terms of the tenancy, including rent, responsibilities and rules relating to the use of the property including both tenant obligations and what can be expected from the landlord.

Having a signed tenancy agreement can help prevent disputes by providing a written record of what was agreed. It offers clarity for both you and your tenants and can be relied upon if disagreements arise during or after the tenancy.

Property inventory

A property inventory records the condition and contents of the property at the start of the tenancy. This includes fixtures, fittings, furniture (if applicable) and the general state of each room.

Although not a legal requirement, preparing a detailed inventory is strongly advised. It provides a clear point of reference in the event of a dispute over damage or deductions from the tenant’s deposit at the end of the tenancy. Both parties should review and sign the inventory to confirm its accuracy.

What documents does a landlord need from a tenant?

Right to rent check

Before granting a tenancy, landlords must carry out a right to rent check to confirm that the prospective tenant has lawful immigration status in the UK. This is a legal requirement under the Immigration Act 2014.

If the tenant is a British citizen, they can provide a valid British passport, or a certificate of registration or naturalisation as a British citizen. Irish citizens can prove their right to rent by showing a valid Irish passport.

Tenants who are not British or Irish citizens will usually need to provide an online share code, which allows you to check their immigration status using the Home Office’s online service. If the tenant has settled or pre-settled status under the EU Settlement Scheme, they must use a share code to prove their right to rent.

In some cases, the Home Office may issue the tenant with a digital Certificate of Application, or a letter or email confirming that their application is under consideration. These documents may also be used as part of the right to rent check, and landlords should follow the appropriate procedure for verifying these with the Home Office.

Getting help with landlord paperwork from AST Assistance

Landlord documentation must be accurate, complete and compliant with current legislation. Failing to issue the correct paperwork at the right time can affect your ability to take possession of your property, result in financial penalties or lead to disputes that are difficult to resolve.

AST Assistance provides clear, practical support to help you meet your legal obligations with confidence. We advise on the documents you are required to provide at each stage of the tenancy and how to produce agreements and records that protect both your position and your investment.

This includes guidance on tenancy agreements, deposit protection, safety certificates, prescribed information and other legal requirements. AST Assistance provides ongoing support throughout the tenancy - not just at the start.

We advise landlords facing common issues such as rent arrears, unauthorised occupants, property damage or tenants refusing access. Where tenancies break down, we help you respond appropriately and in line with the law, whether that involves serving notices, managing breaches or starting eviction proceedings.

If you want to reduce risk and manage your tenancies more effectively, call AST Assistance on 01706 619954.