The Complete Document List
The following documents must be provided to every adult named tenant before or at the start of a new tenancy in England. For joint tenancies, each named tenant must receive their own copies.
1. Gas Safety Certificate (CP12)
A Gas Safety Certificate (formally a Landlord Gas Safety Record) confirms that all gas appliances, fittings, and flues in the property have been checked by a Gas Safe registered engineer and are safe. It must be renewed annually.
When to serve: A copy must be given to the tenant before they move in. For existing tenants, the renewed certificate must be given within 28 days of the annual check. Format: Physical copy or email attachment. Penalty for non-compliance: Unlimited fine, possible imprisonment in serious cases.
2. EICR — Electrical Installation Condition Report
The EICR confirms the electrical installation has been checked by a qualified electrician and is safe. It is valid for up to 5 years or until the next tenancy if that is sooner.
When to serve: Before the tenancy begins. For existing tenants, within 28 days of a new inspection. Format: Physical copy or email attachment. Penalty for non-compliance: Civil penalty up to £30,000.
3. Energy Performance Certificate
The EPC rates the property's energy efficiency from A to G. The minimum legal rating for a rental property in England is E. The certificate must be available to prospective tenants before viewings and a copy given at the start of the tenancy.
When to serve: Available before viewings; copy provided at tenancy start. Validity: 10 years. Penalty for non-compliance: Civil penalty up to £5,000 for the MEES breach (letting F or G rated property).
4. How to Rent Guide
The government-published guide explaining tenants' rights and responsibilities. Must be the current version at the date of service — check gov.uk each time rather than relying on a saved copy.
When to serve: At or before the start of the tenancy. Must be re-served on renewal if a new version has been published. Format: Physical copy or email attachment. Consequence of non-service: Affects validity of possession proceedings.
5. Deposit Prescribed Information
The prescribed information is a formal document confirming how the deposit is protected, which scheme is used, and what the tenant's rights are in a deposit dispute. It must be served within 30 days of receiving the deposit — separately from protecting the deposit.
When to serve: Within 30 days of receiving the deposit. Format: Use the template from the scheme used (DPS, myDeposits, or TDS). Penalty: Court can order 1-3x the deposit amount.
6. Tenancy Agreement
The written tenancy agreement sets out the terms on which the tenant occupies the property. Under the Renters' Rights Act 2025, all new tenancies created from 1 May 2026 must include written terms covering rent, the rental period, deposit details, landlord's name and address, and key legal obligations.
When to provide: Before the tenancy begins. Each tenant should receive a signed copy. Consequence: Without a written agreement, the legal default terms apply — which may not reflect what was actually agreed.
7. Renters' Rights Act Information Sheet
For new tenancies created from 1 May 2026, the official government Information Sheet explaining the Renters' Rights Act 2025 must be provided before the tenancy begins. It cannot be summarised or edited — the complete unaltered PDF must be provided.
When to serve: Before new tenancies begin. For existing tenancies, the deadline was 31 May 2026. Format: Complete unaltered PDF as an attachment — a link is not sufficient. Penalty: Up to £7,000 per offence.
8. Smoke and Carbon Monoxide Alarm Declaration
Landlords must ensure smoke alarms are fitted on every storey used as living accommodation, and carbon monoxide alarms in any room with a solid fuel burning appliance. These must be tested on the first day of every new tenancy.
While there is no requirement to provide a formal written document to the tenant, keeping a written record of alarm locations, battery status, and the date tested at tenancy start is strongly recommended. In any dispute about habitability, this record demonstrates compliance.
How to Evidence Service of All Documents
Giving the documents is not enough — you must be able to prove that you gave them. The gold standard is a signed receipt from the tenant for each document. The practical minimum is:
- Email each document as an attachment to every named tenant's email address
- Keep the sent email — it is timestamped evidence of service
- Ask for a reply confirming receipt — even a one-line "received thanks" provides further evidence
- For the deposit prescribed information specifically, have it signed by each tenant and retain the signed copy
The move-in email template in the compliance pack is structured to cover all these documents in a single professionally worded email that creates a clear service record.
Frequently Asked Questions
Does a landlord need to give documents to sub-tenants?
Where a tenant sub-lets with the landlord's permission, the sub-letting tenant effectively becomes a landlord with their own obligations to their sub-tenant. The original landlord's obligations run to the named tenant in the head tenancy agreement.
What if a tenant refuses to sign the tenancy agreement?
A tenancy can arise without a signed agreement — if rent is accepted, a tenancy exists on the agreed terms. However, for a new tenancy from 1 May 2026, the written terms requirement under the Renters' Rights Act means the landlord must provide written terms even if the tenant declines to sign. Document your attempt to obtain a signature.
Get the Complete Pre-Tenancy Checklist
The free compliance pack includes the Pre-Tenancy Checklist covering every document on this list — sequenced in the order you need to address them, with notes on timing, format, and how to evidence service.
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