What Documents Must a Landlord Give to Tenants?
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Landlords must give tenants: a copy of the 'How to Rent' guide, a gas safety certificate, an EICR, an EPC, deposit protection prescribed information, and the tenancy agreement. Most must be provided before the tenancy starts.
Missing documents can invalidate your Section 21 notice. Here's the complete list and when each must be provided.
What documents are legally required?
Six categories of documents are mandatory. Failure to provide any of these can block your ability to use Section 21 and may result in penalties.
| Document | When required |
|---|---|
| How to Rent guide | Before tenancy starts |
| Gas Safety Certificate (CP12) | Before move-in |
| EICR (Electrical Certificate) | Before move-in |
| EPC | Before marketing/viewing |
| Deposit Prescribed Information | Within 30 days of deposit |
| Tenancy Agreement | At tenancy start |
When must I provide each document?
Timing varies by document. Get this wrong and you're non-compliant.
Before marketing the property
- EPC: Must exist and be available to prospective tenants at viewings
Before tenancy starts (move-in day)
- How to Rent guide: Latest version, in writing or email
- Gas Safety Certificate: Current CP12 for the property
- EICR: Valid electrical safety report
- Tenancy Agreement: Signed by both parties
Within 30 days of receiving deposit
- Prescribed Information: Details of how deposit is protected
What is the How to Rent guide?
A government-published document explaining tenants' rights and responsibilities. You must give the current version—HMRC updates it periodically. Download the latest from gov.uk before each new tenancy.
You can provide it electronically (email) or in hard copy. Keep proof of delivery.
What happens if I don't provide them?
The main consequence: you cannot serve a valid Section 21 notice. Some documents also carry direct penalties.
- No How to Rent: Section 21 invalid
- No Gas Safety: Section 21 invalid + up to £6,000 fine
- No EICR: Section 21 invalid + up to £30,000 fine
- No EPC: Up to £5,000 fine
- Deposit not protected: Section 21 invalid + tenant can claim 1-3x deposit
Frequently asked questions
Do I need to provide documents again at renewal?
If the tenancy becomes periodic (rolls on), you don't need to re-serve documents unless they've been updated (like a new How to Rent version or renewed gas certificate). For a new fixed term, treat it as a new tenancy.
Can I email documents?
Yes for most documents. The How to Rent guide can be emailed. Keep proof of sending. Some landlords ask tenants to acknowledge receipt.
What about Scotland and Wales?
Requirements differ. Scotland has its own Easy Read guide. Wales has additional landlord registration requirements. This guide focuses on England.
Managing this yourself?
LandlordOS helps UK landlords stay compliant and organised:
- Automatic compliance reminders for Gas Safety, EICR, EPC
- Document storage with AI-powered certificate reading
- Tenancy tracking and rent management
LandlordOS tip
Create a tenancy start checklist with all documents. Don't hand over keys until every item is ticked. Send documents by email with read receipts, and keep copies. Future-you will thank present-you for the paper trail.