Gas safety, EICR, EPC, deposit protection and more — the full compliance checklist, with retention periods and renewal tips.
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Letting a property in the UK comes with a surprising amount of paperwork — and missing certificate can mean more than an admin headache. Some documents are what allow you to serve a valid eviction notice at all. Others carry fines running into thousands of pounds if they lapse unnoticed. This checklist covers what to keep, why it matters, and roughly how long to hold on to it.
| Document | Why it matters | Typical renewal / retention |
|---|---|---|
| Gas Safety Certificate (CP12) | Legally required annually for any property with gas appliances | Renew every 12 months; keep the last 2 on file |
| EICR (Electrical Installation Condition Report) | Required to confirm electrics are safe | Renew at least every 5 years |
| EPC (Energy Performance Certificate) | Required to market or let a property | Valid for 10 years |
| Deposit protection certificate | Deposits must be protected within 30 days of receipt in a government-backed scheme | Keep for the full tenancy, plus a reasonable period after |
| Tenancy agreement | Sets out the legal terms between landlord and tenant | Keep for the tenancy, plus several years after for reference |
| How to Rent guide (proof of issue) | Required to be given to tenants at the start of an assured shorthold tenancy | Keep proof it was provided for the tenancy duration |
| Right to Rent check records | Confirms tenants have the legal right to rent in the UK | Keep for the tenancy plus a period after it ends |
| Inventory / check-in report | Evidence of the property's condition at the start of a tenancy | Keep for the full tenancy |
| Smoke & CO alarm compliance records | Required on every floor / near fuel-burning appliances | Ongoing — test and record regularly |
Exact retention periods, fees and requirements do change from time to time — always check the current rules on gov.uk or with a lettings professional before relying on any specific figure.
Several of these documents are not just "good practice" — they can determine whether you are legally able to act at all. Without a valid gas safety certificate, EPC and proof the How to Rent guide was provided, landlords in England can be prevented from serving a valid Section 21 notice to regain possession of their property. Local councils can also issue civil penalties for missing safety certificates, and in serious cases these can run into thousands of pounds per breach.
Tip: The safest habit is to renew certificates before they lapse, not after a tenant or inspector points it out. A calendar reminder 4–6 weeks ahead of each expiry date gives enough time to book a gas engineer or electrician without a last-minute scramble.
For a single rental, a folder of paper certificates might just about work. For a portfolio of two, five or twenty properties, it stops being manageable — different renewal dates, different tenants, different certificates, all needing to be tracked in parallel. Losing track of even one gas safety certificate across a portfolio is enough to create legal exposure.
The fix is the same principle as with any asset: one place, organised by property, with reminders set automatically rather than relying on memory.
How Shaboodle helps: Shaboodle gives every rental property its own document vault — gas safety, EICR, EPC, tenancy agreements and more — with automatic renewal reminders across your whole portfolio. See how it works for landlords →
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