SaroxaiWhat certificates and documents must a UK landlord provide?
Before a tenant picks up the keys, there's a short stack of paperwork you're legally required to have sorted, and to hand over. Skip a piece of it and you risk a fine, an unhappy deposit adjudicator, or worse: in England you can lose the right to serve a Section 21 notice. Here's the list that applies to most tenancies, how often each item needs renewing, and a simple way to stop one quietly expiring on you.
What's in this guide
The documents you must provide
For a standard assured shorthold tenancy in England, this is the core set:
- Gas Safety Certificate. If there's any gas at the property, a Gas Safe registered engineer must check the appliances and flues every year. The tenant gets a copy before they move in, and within 28 days of each yearly check after that.
- Energy Performance Certificate (EPC). You need a valid EPC, and the property generally has to meet the minimum energy rating in force. Give it to the tenant before the let begins.
- Electrical Installation Condition Report (EICR). The fixed wiring must be inspected and tested, with a copy of the report given to the tenant. New tenants should receive it before they move in.
- Deposit protection. If you take a deposit, protect it in a government-approved scheme within the required window and serve the tenant the "prescribed information" about where it's held.
- The How to Rent guide. Give the tenant the current government version at the start of the tenancy. It's free, and using an out-of-date copy can cause problems later.
- Right to Rent checks. Before the tenancy starts, check that every adult occupier has the legal right to rent in the UK, and keep a record.
How often each one renews
The catch is that none of these run on the same clock, so it's easy to lose track of which one is due next.
| Document | Renews | Give to tenant |
|---|---|---|
| Gas Safety Certificate | Every year | Before move-in + within 28 days of each check |
| EICR (electrical) | Every 5 years | Before move-in (within 28 days of the report) |
| EPC | Every 10 years | Before the let begins |
| Deposit protection | Each tenancy | Prescribed info within the deadline |
| How to Rent guide | Each new tenancy / when updated | At the start of the tenancy |
Smoke & carbon monoxide alarms
These aren't certificates, but they are a legal duty and they're easy to overlook. In England you need a smoke alarm on every storey used as living accommodation, and a carbon monoxide alarm in any room with a fixed combustion appliance, such as a gas boiler or a wood burner. They have to be in working order at the start of the tenancy. The neat trick is to test them during the check-in and note it on the inventory, so you've got dated proof you complied.
Why the paperwork protects your Section 21
This is the part landlords most often learn the hard way. In England, a Section 21 (no-fault) notice can be blocked if you didn't handle the basics correctly, typically the gas safety record, the EPC, the How to Rent guide and deposit protection. In other words, the documents aren't just a move-in formality. They're what keeps your options open at the end of the tenancy. Getting them right on day one is the cheapest insurance you'll buy.
Keeping renewals on track
With a single property it's manageable. With several, each on its own gas, electrical and EPC cycle, the renewal dates scatter and one eventually slips. That's the moment a check lapses or a certificate expires mid-tenancy.
Never miss a renewal again.
Property Hub keeps every certificate, lease and mortgage date per property, with calendar reminders before they expire — your data in your own iCloud.