Landlord checklist for new tenant moves (England, 2026)

Before the tenancy: check right to rent [2], give the tenant written information on the key terms before you agree the tenancy [3], and don't ask for more than one month's rent upfront [4]. Before move-in: give copies of the gas safety record [5], the EICR [6] and the EPC [7], and make sure smoke and carbon monoxide alarms are working on the day the tenancy starts [8]. Within 30 days of receiving a deposit: protect it in a government-approved scheme and give the prescribed information [9]. Do an inventory with dated photos.

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This landlord checklist for new tenant moves covers what to do before you agree a tenancy, on move-in day and in the first month, under the rules that apply in England since the Renters' Rights Act tenancy reforms started on 1 May 2026 [1]. Miss some of these and you risk fines, or problems later if you ever need possession.

This is general information for England. Wales, Scotland and Northern Ireland have different rules.

Landlord checklist for new tenant moves: before you agree the tenancy

  • ☐ Advertise a rent and stick to it. Rental bidding is banned; you can't accept more than the advertised rent [4].
  • ☐ Don't discriminate. You can't refuse tenants just because they receive benefits or have children [4].
  • ☐ Reference the applicant, with their consent. You can't charge them for it [10]. See tenant reference check.
  • ☐ Right to rent check for every adult who'll live there, before the tenancy starts [2]. Keep copies and the date.
  • ☐ Check licensing. Does your property need an HMO or selective licence? See our licensing hub.
  • ☐ Give written information on the key terms of the tenancy before you sign or agree it. You can include it in a written agreement or give it separately. Failing to do so can mean a fine of up to £7,000 [3].
  • ☐ Take no more than one month's rent upfront [4].

Safety: before the tenant moves in

  • ☐ Gas safety record from a Gas Safe registered engineer within the last 12 months; give a copy to the new tenant before they move in [5].
  • ☐ EICR within the last 5 years; give a copy to the new tenant before they occupy [6].
  • ☐ EPC given to the tenant [7].
  • ☐ Smoke alarm on every storey used as living accommodation, and carbon monoxide alarm in any room with a fixed combustion appliance (excluding gas cookers); check they work on the day the tenancy starts [8].
  • ☐ Fire safety for HMOs, plus any licence conditions.
  • ☐ Repairs done. Fix known issues before move-in and keep the invoices.

Money and deposit

  • ☐ Deposit cap. For most tenancies, the Tenant Fees Act caps deposits at 5 weeks' rent where annual rent is under £50,000 [10].
  • ☐ Protect the deposit in a government-approved scheme within 30 days [9].
  • ☐ Give the prescribed information about the deposit within 30 days [9].
  • ☐ Agree how rent is paid: date, amount, account.

Move-in day

  • ☐ Inventory and photos. Room by room, dated. See our landlord inventory template.
  • ☐ Meter readings with photos.
  • ☐ Test alarms with the tenant and record it [8].
  • ☐ Hand over keys and record how many.
  • ☐ Show the tenant the stopcock, fuse box, boiler controls and meters.
  • ☐ Explain how to report repairs. One channel, with photos.
  • ☐ Give emergency contacts and what counts as an emergency.

First month

  • ☐ Get the inventory agreed, with any tenant comments.
  • ☐ Confirm deposit protection and keep the certificate.
  • ☐ Set reminders for the next gas safety check, EICR, EPC and licence renewal.
  • ☐ Tell your insurer about the new tenancy if the policy requires it.
  • ☐ Store everything against the property.

Keep proof of everything

For each document you give the tenant, keep a record of what, when and how: an email with the attachment, or a signed receipt. Disputes, deposit adjudications and court cases often turn on whether you can prove you gave something, not just whether you had it.

How Gaffy helps with a new tenancy

Gaffy covers the parts of this checklist that keep coming back:

  • Certificates: upload the gas safety record, EICR and EPC with expiry dates and get flagged before they lapse.
  • Documents: written terms, deposit protection certificate, licence and invoices in the property's vault.
  • Inventory and photos: a room-by-room inventory and dated move-in photos, with a move-out set for the end.
  • Repairs: send your new tenant the property's repair link on day one. They report problems in their browser with photos, no app or account.

Gaffy doesn't do referencing, right to rent checks or deposit protection. It's £12 a month for up to 5 properties, plus £4 a month for each additional property, with your first month free. We can set your properties up for you.

Print or save this checklist

Use it for every new tenancy, and keep a completed copy with the property's records.

If you missed something

Fix it as soon as you notice, keep a record of when you did, and take advice.

People also ask

What does a landlord need to give a new tenant?

In England: written information on the key terms before you agree the tenancy [3], the gas safety record [5], the EICR [6], the EPC [7] and the deposit prescribed information [9].

Do I need a written tenancy agreement after May 2026?

You must give written information about the key terms. You can put it in a written agreement or give it separately [3].

How long do I have to protect a deposit?

30 days from receiving it [9].

Can I ask for 6 months' rent upfront?

No. Since 1 May 2026, landlords can't ask for more than one month's rent upfront [4].

What checks must a landlord do on a new tenant?

A right to rent check is required in England [2]. Referencing is usual but not legally required.

Start free for 1 month · Renters' Rights Act checklist · Features

FAQ

Is this checklist the same in Wales?

No. Wales has its own system, including Rent Smart Wales. See our Wales licensing page.

Can I send the repair link before move-in?

Yes. It belongs to the property.

Sources

  1. GOV.UK, When will the Renters' Rights Act come into force? (ww.gov.uk/government/news/when-will-the-renters-right-act-come-into-force)
  2. GOV.UK, Check your tenant's right to rent (ww.gov.uk/check-tenant-right-to-rent-documents)
  3. GOV.UK, Assured periodic tenancies: written information you need to give your tenant (ww.gov.uk/guidance/renting-out-your-property-guidance-for-landlords-and-letting-agents/tenancy-agreements-written-information-for-your-tenant)
  4. GOV.UK, When will the Renters' Rights Act come into force? (renters' rights summary) (ww.gov.uk/government/news/when-will-the-renters-right-act-come-into-force)
  5. HSE, Gas safety FAQs for landlords (ww.hse.gov.uk/gas/domestic/faqlandlord.htm)
  6. GOV.UK, Electrical safety standards in the private rented sector (ww.gov.uk/government/publications/electrical-safety-standards-in-the-private-rented-sector-guidance-for-landlords-tenants-and-local-authorities)
  7. GOV.UK, Energy performance certificates (ww.gov.uk/buy-sell-your-home/energy-performance-certificates)
  8. GOV.UK, Smoke and carbon monoxide alarms: explanatory booklet for landlords (ww.gov.uk/government/publications/smoke-and-carbon-monoxide-alarms-explanatory-booklet-for-landlords)
  9. GOV.UK, Tenancy deposit protection (ww.gov.uk/tenancy-deposit-protection)
  10. Tenant Fees Act 2019 (ww.legislation.gov.uk/ukpga/2019/4/contents)