Whether you own one property or 5 it is important to keep on
top of all the paperwork to ensure that everything is legally in order for all
the properties you are letting out and easily accessible if you need it. We
have combined a list of ten key pieces of documentation you should have up to
date and to hand.
Energy
Performance Certificate also known as EPC.
Before you can market your property for rent you must be in possession of a
valid EPC with the rating clearly displayed on all advertisements of the
property. You must have a copy for any prospective tenants to view and one to
provide to your tenants when they move in.
Gas
Safety Certificate proving that the gas system in the property has been
checked by a Gas Safety registered
engineer within the last 12 months and is in full working order. This is an
annual check that needs to be completed at your property. Ensure you provide
your tenants with a copy and if your property is a HMO it needs to be clearly
displayed in a communal area.
Fire Risk
Assessment form. Under the Housing Health and Safety Rating System (HHSRS)
you have an obligation to identify potential hazards in the property and take
any reasonable steps to minimize the risk of your tenant suffering injury. The
best way to prove you have completed this check is to complete a risk
assessment form available online here
or from your local fire department. It is a good idea to have a qualified
safety professional carry out the assessment on your behalf, ensure you keep
the form safe and revise every few years or when there’s a change to the
hazards in the property.
Domestic
Electrical Installation Certificate/Electrical Installation Condition report. The
certificate normally issued when a
system is installed or updated and the condition report when it’s tested. In an
HMO the electrics must legally be checked every five years. In a single let
property there is no specific timescale for regular inspections however you are
legally obliged to ensure the electrical system is safe. Electrical Safety
First recommends inspections on change of tenancy or every five years. You do
not need to provide tenants with the paperwork but you might have to prove when
the last inspection took place in case of any problems.
'Right to
rent’ check paperwork and any correspondence and other information obtained
when you verified your tenants identity and their legal status within the UK. In
case your tenants are ever proven to be in the UK illegally you must be able to
show you took every care to check their status. Remember to make a note of any
visa expiry dates so that you can re-check the documents when needed.
Assured
Shorthold Tenancy or other tenancy agreement. It is vital that you do not
let any tenant move into the property without signing a tenancy agreement. This
agreement should demonstrate that the tenant understands their rights and
responsibilities and agrees to comply with them. If you ever need or want the
tenant to leave the property it is vital you are able to quickly and clearly
identify the date the tenancy started and the terms of agreement so you can
serve the correct notices at the right time.
Tenant’s
personal details. If anything goes wrong during the tenancy such as the
tenant leaving without notice, falling into rent arrears or suffering an injury,
you should be able to quickly access all of their details.
Inventory.
A thorough inventory taken at the start of the tenancy is essential. Make sure
this is signed by your tenant, verifying that all information is correct and
they agree with the contents of it. It’s advisable you take this to the
property every time you conduct an inspection so that any damage to the
property can be addressed as it is discovered rather than at the end of the
tenancy which can be a few years down the line.
Tenancy
deposit protect information. If you are providing your tenants with an
Assured Shorthold Tenancy and taking a deposit, you have to legally provide the
tenant with details of the scheme you’ve used to protect their deposit and the
reference number. When a tenancy ends you will need the deposit ID reference
and also your repayment ID in order to release the deposit.
Landlord
insurance policy schedule, policy
wording and key facts.
Emergencies can happen at any time so it is vital you can quickly access your
insurer’s details, phone numbers and the level of cover that is provided if you
need to make a claim.
Discount
Insurance can provide you with comprehensive Landlord
Insurance - get a quote by calling 0800
294 4522!
