1. Licensing Requirements

Determine whether your property requires a licence. Houses in Multiple Occupation (HMOs), for example, need specific licensing. Newcastle landlords should be aware of additional licensing schemes that may apply to certain wards.

“Licensing is the cornerstone of compliance. Staying ahead of local requirements not only protects you legally but ensures tenant satisfaction.” — Sarah Mason, Newcastle Property Consultant

2. Energy Performance Certificate (EPC)

Every property comes with an EPC and you’ll need yours in order to rent out your property. They’re valid for 10 years, but if you’ve made changes to your property that may impact the energy efficiency, you might want to update your EPC. You may also not know where your EPC is – don’t worry! 

You can obtain a new EPC from the Government’s website here. 

By 2025, landlords must meet a minimum EPC rating of E, with proposed changes raising the standard to C in the near future. Newcastle landlords may benefit from local grants or schemes to improve energy efficiency.

3. Gas and Electrical Safety

• Gas: Annual checks by a Gas Safe registered engineer are mandatory. Provide tenants with a copy of the Gas Safety Certificate.
• Electrical: Conduct an Electrical Installation Condition Report (EICR) every five years and address any identified issues promptly.

4. Fire Safety and Detectors

Ensure fire safety compliance, including:

• Smoke alarms on every floor.
• Carbon monoxide detectors in rooms with solid fuel-burning appliances.
• Accessible escape routes.

For HMOs, more stringent regulations apply, such as fire extinguishers and integrated alarm systems.

5. Tenancy Agreements

Draft a comprehensive tenancy agreement outlining:

• Rent terms.
• Deposit details.
• Maintenance responsibilities.
• Tenant obligations.

Use plain language to avoid disputes.

6. Tenant Vetting

Perform thorough tenant referencing, including:

• Credit and ID checks.
• Employment verification.
• Previous landlord references

7. Right to Rent Checks

Check tenants’ immigration status to confirm they are legally allowed to rent in the UK. Maintain records of these checks.

8. Deposit Protection

Secure tenant deposits in a government-approved scheme (e.g., MyDeposits, TDS) and provide prescribed information to tenants within 30 days.

9. Complete an Inventory

Before any tenants move in, you’ll need to do a complete inventory of everything that’s already in the property, whether it’s furnished or unfurnished. 

That’s everything from the microwave in the kitchen to the wheelie bins.

10. Provide the “How to Rent” Guide

At the start of every new tenancy, it’s your legal obligation as a landlord to provide tenants with a copy of the UK Government’s “How to Rent” guide. 

And if a tenancy is renewed or extended, you’ll need to provide the latest version of the guide to the tenant. 

It’s best to do this in a way where you can provide proof that you have sent all tenants the guide when relevant. By emailing them the guide or sending to them via any digital portal you use, you can prove compliance with legislation if needed. 

11. Property Maintenance and Inspections 

Keep the property in good repair, including:

• Structural integrity.
• Utilities like heating, water, and electricity.
• Damp and mould prevention (essential under AWAAB Laws).

An important way to keep on top of this is by completing regular inspections – our letting experts like to do them every three months. Try to inform your tenant at the start of their tenancy when you intend to carry out inspections and stick to it. 

You need to give at least 24 hours’ notice before carrying out inspections.

You should also promptly respond to any repair requests. This keeps the tenants happy and ensures they’re living in good, safe conditions. It also protects the longevity of your property.

12. Keep Records of Rent Payments and Maintenance Work

Maintain digital or physical records of rent payments, repairs, and inspections for legal, financial, and tax purposes.

13. Communicate Any Changes to Tenancy Terms Clearly

Ensure any changes to tenancy terms (e.g., rent increases, property rules) are communicated in writing and acknowledged by the tenant.

14. End of Tenancy Responsibilities

• Move-Out Inventory: Conduct a move-out inventory and compare it with the initial report to identify any discrepancies.
• Address Deposit Disputes: Address any disputes regarding the deposit through the protection scheme if necessary.

Prepare the Property for the Next Tenant: Ensure the property is cleaned and maintained, and any repairs are completed before the next tenant moves in.