A landlord’s most useful pre-May task was to create one complete, chronological file for each tenancy: written terms, statutory information, deposit records, safety documents, rent and repair history, communications and evidence of any intended possession ground.
How this benefits a landlord
- Answer validity questions quickly
- Give an adviser a coherent file instead of scattered screenshots
- Respond to repair or payment disputes with dates
- Reduce management risk when an agent or staff member changes
The core tenancy file
Keep the signed agreement or written terms, tenant and landlord contact details, property address, tenancy start, rent amount and payment period. From 1 May 2026, new tenancies require prescribed written information, while landlords also had an information-sheet duty for existing arrangements. Save the version actually supplied and delivery evidence.
Deposit records need more than a certificate number. Retain payment receipt, protection confirmation, prescribed information and proof it was given. If the deposit was returned or deductions were agreed, retain that evidence. Government possession guidance explains why deposit compliance can affect most grounds.
Safety and condition records should include current certificates, inspection access attempts, inventories, check-in photographs and licences where applicable. File expiry dates in a calendar rather than relying on the document folder to remind you.
Build a reliable financial record
Use a rent schedule that starts with each amount due and records every payment, credit, adjustment and balance. It should reconcile with the bank evidence and the payment period in the tenancy. Keep separate columns for rent and other claimed sums so a disputed repair charge does not obscure the arrears calculation.
Record rent increases with the notice, service date, proposed effective date and market evidence. After commencement, Section 13 and Form 4A became the formal route, normally limited to one increase in a 12-month period with at least two months’ notice. A calendar prevents accidental double increases.
If a payment plan is agreed, state whether it changes the rent due or only schedules arrears repayment. Record every payment against the agreement. Ambiguous messages can produce different landlord and tenant balances.
Repairs, complaints and access
Create a repair log with the date reported, issue, response, inspection, contractor action, completion and tenant update. Keep access requests and any refusal or alternative appointment. The purpose is safe management first; the same record also helps respond accurately if disrepair is raised in a possession dispute.
Do not use a repair complaint as a reason to stop documenting other issues. Maintain separate but cross-referenced logs. Avoid emotive commentary and record observable facts. Where photographs are used, preserve the original date and a note explaining who took them.
For behaviour complaints, record the source, date, location, impact and any independent report. Ask neighbours or agents to provide their own truthful account rather than signing landlord-drafted allegations they cannot confirm.
Turn records into a usable chronology
A folder is not yet a case file. Add a one-page chronology linking important dates to the supporting file name. If a matter progresses, this makes it faster to identify gaps, explain the sequence and draft a consistent statement.
Use controlled file names such as `2026-02-04-rent-payment-bank.pdf` and `2026-03-10-repair-request-email.pdf`. Keep personal data securely, restrict access and apply an appropriate retention policy. Do not email an entire tenancy file to multiple recipients without checking what is necessary.
Review the file at tenancy onboarding, annual compliance checks, rent review, material complaint and any possession decision. A repeatable review is more valuable than a one-off clean-up immediately before court.
Your practical action checklist
Use this checklist to organise the next review. It is not a substitute for checking the current ground, form and facts of a particular tenancy.
- Written terms and statutory information
- Deposit and prescribed-information evidence
- Safety, licence and condition documents
- Reconciled rent schedule and bank support
- Repair, access and complaint chronology
- Service evidence for notices and important documents
Questions landlords ask
Do screenshots count as evidence?
They can, but preserve context, dates and the original conversation where possible.
Should landlords keep every message forever?
Use a lawful retention policy and keep what is necessary for management, legal obligations and disputes.
Why separate rent from other charges?
It makes the arrears calculation easier to verify and avoids unsupported sums obscuring the claim.
Legal facts were checked against these official sources on 2026-08-14. This article is general information, not tailored legal advice.