Renting out a property in England comes with clear legal responsibilities – and, with the Renters’ Rights Act rolled out 1 May 2026, those responsibilities are evolving.
Staying up to date and compliant doesn’t have to be overwhelming – it’s about having a clear plan of what to do, and when.
This guide explains everything you need to do, step by step, from before they move in to after they leave.
Your responsibilities at a glance
As a landlord, you are legally responsible for:
✓ Keeping your property safe and free from health hazards
✓ Ensuring gas and electrical systems are safe and maintained
✓ Protecting your tenant’s deposit in a government-approved scheme
✓ Carrying out Right to Rent checks
✓ Providing key documents to your tenant at the right time
✓ Maintaining the property throughout the tenancy
Below, we break down exactly when each of these applies – and what you need to do to stay compliant.
Table of Contents
What you need to do as a landlord
Before your tenant moves in
1. Make sure the property is safe and legally lettable
Before marketing your property, it must be safe, habitable and free from serious hazards.
This includes:
- The structure is sound (roof, walls, windows, stairs)
- Heating, water, gas and electrics are working safely
- There are no health risks (e.g. damp, mould, unsafe layouts)
- Kitchens and bathrooms are functional and hygienic
These obligations sit under the Homes (Fitness for Human Habitation) Act and the Housing Health and Safety Rating System (HHSRS).
How to actually do this
- Carrying out a full pre-tenancy inspection
- Using qualified professionals where needed (e.g. electrician, gas engineer)
- Fixing any issues before marketing the property
If you’re unsure whether the property meets housing standards, contact your local council’s private rented housing or housing standards team.
2. Complete required safety checks
There are specific legal checks you must complete before letting:
- Gas Safety Certificate (CP12) – carried out annually by a Gas Safe registered engineer.
- Electrical Installation Condition Report (EICR) – at least every 5 years
- Smoke alarms – at least one on every floor
- Carbon monoxide alarms – in rooms with fuel-burning appliances
Steps to take
- Book certified professionals
- Keep copies of certificates – give a copy to tenants before they move in
- Make sure checks are in date before move-in
3. Meet energy efficiency rules
In England, you must have a valid Energy Performance Certificate (EPC) before letting your property.
- Minimum rating: E
- You cannot legally rent out a property rated F or G
How to approach this
- Check if your property already has a valid EPC (they last 10 years)
- If not, book an accredited assessor
- Review recommendations – they often highlight cost-effective improvements
- Give a copy to tenants before they move in
4. Check licensing requirements
Some properties require a licence before you can legally let them – and there are penalties for non-compliance.
This usually applies if:
- The property is a House in Multiple Occupation (HMO)
- Your local council has selective licensing schemes
What to do
- Check with your local council whether your property needs a licence
- Apply and get the license before tenants move in
5. Carry out tenant referencing checks
Before agreeing a tenancy, you should assess whether the tenant is the right fit.
This typically includes:
- Credit checks – to identify any history of missed payments or financial issues
- Employment and income verification – confirming salary and job stability
- Previous landlord references – to check payment history and property care
How to approach this
- Use a reputable referencing service or agent
- Ensure checks are consistent and non-discriminatory
- Only proceed once you’re satisfied the tenant is suitable
6. Complete Right to Rent checks
If your property is in England, you must check that all tenants 18+ have the legal right to live in the UK before the tenancy starts.
This involves:
- Checking original ID documents (e.g. passport or visa)
- Confirming they are valid and belong to the tenant
- Keeping a copy as proof
7. Arrange landlord insurance
Landlord insurance is not a legal requirement, but it may be a condition of the property’s mortgage so it’s worth checking.
It typically covers:
- Property damage
- Liability claims
- Loss of rental income
If you are going to get insurance, you should have the policy in place before the tenancy begins.
8. Prepare the property
Before your tenant moves in, the property should be:
- Clean and presentable
- Free from damage or hazards
- Fully functional (heating, plumbing, appliances)
You should also create a detailed inventory, including:
- Condition of each room and the exterior
- Photos (ideally time-stamped)
- Meter readings and alarm tests
- Condition of all appliances, fixtures and fittings
This will be signed by the tenant at move-in – and it’s essential if you ever need to justify deposit deductions.
When your tenant moves in
1. Final safety and readiness check
On, or just before, move-in day:
- Test all alarms
- Check heating, water and electrics
- Ensure the property matches what was agreed – using the inventory as your guide helps here
2. Provide access
- Hand over all keys
- Make sure the tenant can access and use the property as agreed, including shared areas, parking spaces or outbuildings
3. Agree and sign the inventory
Walk through the property inventory with the tenant (or send it for review):
- Confirm condition
- Agree any notes or changes
- Get signatures and date the inventory
Property responsibilities during the tenancy
1. Repairs and maintenance
You are responsible for:
- Structure and exterior
- Heating, water, gas and electrics
- Sanitary fittings
How to manage this
- Provide tenants with a clear way to report issues
- Respond promptly
- Keep records of repairs
The key is not just fixing problems – but fixing them within a reasonable timeframe.
2. Ongoing safety checks
You must continue to meet safety obligations:
- Annual gas safety checks
- Electrical safety every 5 years
- Maintaining alarms in working order
Keep a simple schedule so nothing expires unnoticed.
3. Property inspections
Regular inspections help prevent issues from escalating.
- Typically every 6 months
- You must give at least 24 hours’ written notice
- Visits must be agreed with the tenant
4. Keep the property safe
If a hazard develops (e.g. damp, structural issue), you must act.
If you don’t, your local council can take enforcement action. This may include:
- Issuing an improvement notice requiring you to carry out repairs
- Carrying out the work themselves and charging you for it
- Restricting use of part or all of the property
This can happen if a tenant reports a problem and it is not resolved.
Feeling like a lot to manage?
Staying on top of safety checks, licensing, ongoing maintenance – it can feel like a lot, especially if you’re new to letting or you have a few properties in your portfolio.
That’s why a lot of landlords choose to work with a professional property manager to handle the day-to-day stress, keep you compliant and make sure your investment stays safe.
Own a property to let in the North East and looking for support you can trust? Our award-winning team can help.
What you need to give your tenants
Before they move in
1. Provide required documents
Before the tenancy starts, you must give your tenant:
- EPC
- Gas Safety Certificate
- Electrical Installation Condition Report (EICR)
- The latest version of the How to rent guide
- Signed and dated tenancy agreement (see the next step for more details)
You should also keep evidence that you gave your tenant these documents.
2. Set up the tenancy agreement
While a written agreement isn’t legally required, it’s strongly recommended in case there are any issues.
It’s a contract that should clearly cover:
-
Rent and payment schedule
-
Length of tenancy
-
Responsibilities for repairs and bills
-
Any agreed conditions (e.g. pets, smoking)
Both you and your tenant should sign and date the agreement before the tenancy starts, and you should send your tenant a copy.
The UK Gov site has tenancy agreement models you can use for free.
3. Take and protect the deposit
Like your tenancy agreement, you don’t need to take a deposit by law but it’s highly recommended.
If you do take a deposit:
- It must not exceed 5 weeks’ rent
- It must be protected in a government-approved scheme within 30 days
- You must give the tenant prescribed information (evidence) about the scheme
When they move in
1. Provide deposit protection details
Within 30 days of receiving the deposit, give:
- Deposit certificate
- Scheme details
- Prescribed information
2. Share the inventory
- Provide the full inventory
- Allow the tenant time to review and respond
3. Confirm key tenancy information
Make sure the tenant knows:
- How to pay rent
- Who pays which bills – including council tax
- How to report issues
Communication responsibilities during the tenancy
1. Respect tenant rights
Remember to always give clear, written notice and get agreement from the tenant before arranging to visit or enter the property.
2. Maintain communication
- Provide a clear contact method
- Respond to issues in a reasonable timeframe
Good communication prevents most disputes.
3. Manage rent correctly
- In England, provide a rent book if rent is paid weekly
- Follow the correct legal process for rent increases
4. Handle issues and disputes properly
This includes:
- Responding to complaints
- Managing repairs
- Following legal eviction processes
Eviction processes have changed significantly with the Renters’ Rights Act which rolled out on 1 May 2026. Make sure you’re compliant with the new rules.
End of tenancy responsibilities
When the tenancy ends:
- Carry out an inspection – compare the property to the original inventory
- Agree any deductions based on damage beyond fair wear and tear
- Return the deposit
- Resolve disputes if needed, using the deposit scheme’s dispute resolution service
A simpler way to manage it all
Once everything is set up properly, managing a tenancy becomes much easier – but it still takes time and attention to keep things running smoothly.
That’s where having the right support in place can make a real difference.
With Mansons’ award-winning team of local experts, North East landlords enjoy:
- No management fees for the first 6 months
- A 12-month rent guarantee with legal protection
Full support with compliance, tenant sourcing and ongoing management
