A UK landlord’s checklist
Buying a property is just the start of being a landlord – and there’s a lot more work involved than many people realise. To help you get to grips with the tasks required, use our checklist of landlords’ responsibilities.
By
Clare Waring
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- Secure the right mortgage
- Register as a landlord
- Get specialist landlord insurance
- Check that your property is fit to live in
- Consider using a letting agency
- Obtain essential certificates
- Install safety equipment
- Carry out a fire risk assessment
- Conduct a risk assessment for legionella
- Prepare your property
- The “day one” checklist: what you must provide to your tenant
- The ongoing management checklist
In this article
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- Secure the right mortgage
- Register as a landlord
- Get specialist landlord insurance
- Check that your property is fit to live in
- Consider using a letting agency
- Obtain essential certificates
- Install safety equipment
- Carry out a fire risk assessment
- Conduct a risk assessment for legionella
- Prepare your property
- The “day one” checklist: what you must provide to your tenant
- The ongoing management checklist
For a paper-based version of this content, you can also download our free printable PDF.
The pre-tenancy checklist: getting your property ready
Secure the right mortgage
If you plan to let out a property, you can’t use a standard mortgage without consent from your mortgage lender. If your mortgage lender doesn’t consent to renting out the property under your current agreement, you will need to apply for a buy-to-let mortgage instead.
Similarly, if you plan to rent out a leasehold property, you may need to obtain consent from the freeholder, as stipulated in the lease terms.
Register as a landlord
The rules regarding landlord registration vary by location.
Landlords in England will be legally obliged to register themselves and their properties once the Renters’ Rights Bill becomes law.
Landlords in Scotland must apply for registration with their local authority, while those in Wales must register with Rent Smart Wales.
By law, all private landlords in Northern Ireland must register with the Landlord Registration Scheme, which provides education and support to landlords.
Get specialist landlord insurance
Standard household insurance won’t cover you for the specific risks involved in letting out your property. Moreover, letting out the property without telling your insurer could invalidate your policy.
To put the necessary cover in place, consider one or more of these specialist landlord insurance policies:
Building insurance and contents insurance to cover you for damage to your property and the contents you’ve provided.
Legal expenses insurance to cover you for any legal expenses incurred during tenant disputes or court proceedings.
Rent guarantee insurance to cover you against non-payment of rent and help you regain possession of your property.
Landlord liability insurance protects you against personal injury claims made by tenants or people working on your property.
While landlord insurance isn’t a legal requirement, it is usually required as a condition of a buy-to-let mortgage. If you employ anyone in relation to the property, you are legally required to have employers’ liability insurance.
Check that your property is fit to live in
Under the Homes (Fitness for Human Habitation) Act 2018, all landlords must ensure that their rental property is “fit for human habitation at the time the lease is granted” and “will remain fit for human habitation during the term of the lease”.
Such hazards include, but are not limited to, the following, plus the 29 hazards outlined in the Housing Health and Safety Rating System (England) Regulations 2005:
Serious damp issues
Unstable or neglected buildings
An unsafe layout
Poor ventilation
Problems with the hot and cold water supply
Problems with drainage.
Consider using a letting agency
You’ll need to decide if you want to manage the property yourself or use a letting agent to do it on your behalf.
Agencies can take away a lot of the hard work out of renting. They may be able to secure a higher rent, drawing on their knowledge of the local letting market. They can also help with collecting rent, organising repairs, responding to tenant queries, and resolving disputes. They should also have up-to-date knowledge of legal requirements and, if required, eviction processes. Agencies charge a percentage of the rental fee each month, depending on their level of involvement - from simply finding a tenant and processing the paperwork to fully managing the property.
However, if you have the time and confidence to handle everything yourself, you can save money on fees and keep a close eye on every aspect of your property by managing it yourself.
If you choose to use an agency, you’ll need to factor their fees into your rental yield calculations.
When choosing an agency to use, ensure you select a reputable agent by opting for one that is a member of a redress scheme, such as The Property Redress Scheme or The Property Ombudsman.
Also, look for agencies that are members of an accreditation scheme, such as Safe Agent, or trade associations like Propertymark and the UK Association of Letting Agents.
Obtain essential certificates
As a landlord, you need to obtain these essential certificates and licences, and keep them up to date:
A Gas Safety Certificate (CP12) for each gas appliance, pipe, and flue in your rental property, provided by a Gas Safe engineer and renewed each year.
An Electrical Installation Condition Report (EICR) from a qualified electrician that confirms that wiring, plug sockets, light fittings, fuse boxes, and permanent fixtures, such as showers and extractor fans, are all safe. Your EICR must be renewed at least every five years.
An Energy Performance Certificate (EPC) providing information to tenants about how much energy a property uses and how much this is likely to cost, using a rating system from A (most efficient) to G (least efficient). Rental properties must be rated E or higher.
A House in Multiple Occupation Licence from your local council if your property is in England or Wales and will be rented to five or more people from more than one household. Specialist HMO insurance is also worth considering.
Install safety equipment
To keep your tenants safe, you must install smoke alarms on every floor of your property and carbon monoxide alarms in any room with a solid fuel appliance. A solid fuel appliance is any device, such as a wood-burning stove or boiler, that burns solid materials, including wood, coal, or biomass, to produce heat.
Check that smoke alarms are working before tenants move in.
Carry out a fire risk assessment
A range of different legislation covers fire safety for landlords. For full details, see our article on fire safety rules for landlords.
The most important mandatory requirements are:
Conduct a fire risk assessment that identifies all fire-related hazards and outlines the necessary mitigation measures.
Ensure that appropriate escape routes are available and advise your tenant to keep the access clear.
All furnishings you provide must meet fire safety standards (check the labels to confirm).
Fit smoke detectors and carbon monoxide alarms as described above.
Ensure that all doors leading to the outside can be easily opened from the inside.
Landlords of houses of multiple occupancy (HMOs) must provide fire extinguishers, blankets, and a fire alarm.
You can conduct the fire risk assessment yourself or ask a specialist company to do it for you.
Conduct a risk assessment for legionella
Legionella is a bacterium that can grow in water systems that are not properly maintained, or where the water temperature is not hot or cold enough to kill the bacteria. Legionella can cause legionnaires’ disease if water droplets containing the bacteria are inhaled.
As a landlord, you have a duty to assess the risk from exposure to legionella to ensure the safety of your tenants. You can download free landlord legionella risk assessment templates from the websites of local councils and landlord associations.
For more details, see our guide to legionella testing for landlords.
Prepare your property
Not only are tenants more likely to look after a well-presented property, but it can also help you get the best rental fee.
A few things to pay attention to:
Make sure any carpets and flooring are clean.
Make sure bathrooms, kitchens, and appliances like ovens are clean.
Consider repainting – a fresh coat of paint gives a property a clean, inviting feel.
Does everything work? It will save time later if you check for faulty smoke alarms, lighting, heating, door and window locks, dripping taps, internet connection, etc.
Ensure the garden and approach to the property are well-maintained and tidy.
Ensure that any furniture is in good condition and meets fire safety standards.
Remember to supply instruction manuals for any appliances you provide, as well as for the heating system.
The new tenant checklist: finding and vetting your tenants
Selecting the right tenants is a crucial step in letting out your property. Get it right first time and you can avoid potential hassle and expense later on.
Finding tenants
These days, most prospective tenants begin their property search online, often using market leaders such as Rightmove and Zoopla.
There are two key steps to finding good tenants quickly: setting the right price and using effective advertising. If you're using an agent, even if only on a “tenant-find” basis, they will have in-depth knowledge of the local market and access to the leading property websites.
To set prices, consider looking at advertisements for properties similar to yours in the same area. Aiming too high may be counterproductive if it takes longer to find a tenant.
If you use advertising, use plenty of high-quality, well-lit photographs that show the property at its best. In your description, use simple language and emphasise the positives about your property. Make a point of mentioning any features and benefits, including local amenities – is it close to local shops, parks, and pubs, or does it have good transport connections?
Once you’ve found your tenants, ensure you have the correct paperwork in place to establish the rights and responsibilities of both parties.
Carry out thorough tenant reference checks
In England, you must carry out Right to Rent checks to confirm that your prospective tenant can legally rent your residential property. All tenants over 18 must be checked, regardless of where they’re from and who is named in the tenancy agreement.
With the tenant’s consent, you can carry out tenant credit checks to verify their identity and financial responsibility. You’ll be able to see details of any County Court Judgements (CCJs), insolvencies, or bankruptcies, but not your tenant’s full credit history.
Affordability checks verify the tenant’s income or employment, confirming that they can afford to rent your property. You can look at payslips, employment contracts, or bank statements, or request references. Some providers also offer more modern, digital methods that are integrated with HMRC, open banking, and payroll systems.
Finally, seek references from previous landlords.
If you have rent guarantee insurance, it is normally a condition of the policy that your tenant has passed credit/affordability checks, provided proof of ID, there is a signed legal tenancy agreement in place, and that you have provide all the necessary documentation (for example, issued the Right to Rent guide, gas certificate, EPC etc).
Prepare the legal paperwork
You’ll need a compliant tenancy agreement. This is a legal agreement that sets out the terms and conditions covering every aspect of your rental, including the names of everyone involved, the rent and payment arrangements, the deposit, start and end dates, bill handling procedures, and the obligations of both the landlord and the tenant. Both parties must sign the agreement. Learn more about different types of tenancy agreement.
To protect your tenant’s deposit while you’re holding it, you must put it into a government-approved tenancy deposit scheme (TDP) and provide details to the tenant. In England, the schemes are the Deposit Protection Service, Tenancy Deposit Scheme, and MyDeposits. There are different schemes in Scotland and Northern Ireland – learn more in our guide to landlord responsibilities.
You’ll also need a detailed inventory report, which is a written record of the fixtures and fittings in your rental property, along with their condition at the start of the tenancy, ideally accompanied by photos. The inventory report will be crucial to monitor wear and tear to the property and, if necessary, resolve disputes.
The “day one” checklist: what you must provide to your tenant
At the start of the tenancy, you must provide your tenant with:
A signed copy of the tenancy agreement
A copy of the government's How to Rent guide in England; in Scotland, you must provide a copy of the Tenant Information Pack; while in Northern Ireland, a rent book must be provided that must contain certain information found in the statutory rules. You don’t need to provide a version of the guide in Wales.
Copies of the Gas Safety Certificate and EPC
Details of the tenancy deposit protection scheme you’re using
A copy of the inventory report
You also need to notify your local council whenever tenants move in or out, so they know who to charge council tax to. Many councils have online forms you can use.
The ongoing management checklist
Once the tenancy is up and running, there are a few things you need to do to keep everything running smoothly:
Carry out periodic inspections. You’ll want to inspect your property and ensure it’s still in good condition, making a note of any necessary repairs. However, please note that you must provide the tenant with at least 24 hours’ notice of your visit, and you can only visit at reasonable times of the day, with the tenant’s permission.
Respond to repair requests. As the landlord, you’re responsible for maintaining the property's structure and key installations, and you have a legal duty to keep the property in a good state of repair and fix things promptly.
Manage rent collection. You’ll want to ensure the tenant is paying their rent on time, and if they fall behind, follow up with them to determine the reason. It’s best to have a clear rent payment policy in the tenancy agreement and a consistent process for collecting rent, perhaps supported by specialist rent collection software or a paper rent book.
Renew safety certificates. CP12 gas safety certificates must be renewed annually, and EICR electrical safety reports every five years.
For more information on specialist insurance policies for landlords, head over to our dedicated page on landlord insurance or speak to our specialist team on 01603 216399.
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