Landlord responsibilities UK: a checklist for private landlords in England

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Landlord responsibilities UK checklist

Before the tenancy starts

When you take a deposit

• Cap it at 5 weeks' rent (6 weeks if annual rent is between £50,000 and £100,000) [10].
• Protect it in a government-approved scheme within 30 days [1].
• Give the prescribed information within 30 days [1].
• See deposit protection scheme.

During the tenancy

• Repairs: structure, sanitary fittings, heating and hot water, within a reasonable time [11]. See landlord repairs law.
• Damp and mould: act promptly; don't wait for medical evidence [12]. See damp and mould.
• Legionella: assess the risk, proportionately [13]. See legionella risk assessment.
• Access: at least 24 hours' notice except in emergencies [11].
• Renewals: gas safety every 12 months, EICR at least every 5 years, EPC every 10 years [2][3][4].
• Pets: respond to written requests within 28 days, and don't refuse without a fair reason [14]. See Renters' Rights Act pets.
• Rent increases: once a year, form 4A, two months' notice [15]. See rent increases.

Ending a tenancy

• Section 21 has been abolished; use a section 8 ground with the correct notice [16]. See Renters' Rights Act notice period.
• Return the deposit within 10 days of agreeing the amount [1].

Coming up

• Private rented sector database: from late 2026, mandatory, with an annual fee [17]. See the database guide.
• Landlord ombudsman: membership expected to be required in 2028 [17]. See the ombudsman guide.
• Awaab's Law and the Decent Homes Standard: later phase [17]. See Decent Homes Standard.

The penalties if you get it wrong

A few examples from official guidance:

• renting to someone without the right to rent: up to £20,000 per tenant, or prison [5]
• not protecting a deposit: court can order up to 3 times the deposit [1]
• EICR breaches: up to £30,000 [3]
• an unlicensed HMO: an unlimited fine [6]
• not giving the Renters' Rights Act information sheet by 31 May 2026: up to £7,000 [18]

The hardest part is remembering

Most of these duties aren't difficult. They're just easy to lose track of across several properties and several years. The three certificates on different cycles, 12 months, 5 years and 10 years, are the classic trap.

Gaffy gives each property a document vault. Tag a document as gas safety (CP12), EICR or EPC, add its expiry date, and Gaffy flags anything expired or expiring soon. Tenants get a repair link they open in a browser, with no app, and every report lands timestamped in your maintenance inbox. See everything Gaffy does.

A year in the life of a compliant landlord

Responsibilities are easier to manage as a calendar than a list. A typical year for one property looks like this:

1. Gas safety check every 12 months, with a copy to the tenant within 28 days [2].
2. Alarm checks at the start of each new tenancy [7].
3. Repairs as they come in, acknowledged quickly and fixed within a reasonable time [11].
4. A rent review, if you plan one, using form 4A with at least two months' notice and no more than once a year [15].
5. A walk-round inspection, with 24 hours' written notice [11], to spot damp, leaks and wear early.
6. Licence conditions checked, if the property is licensed [6].
7. Tax records brought up to date for your return.

Every five years add the EICR [3], and every ten the EPC [4]. If you have several properties, these dates won't line up, which is exactly why they get missed.

What to keep, and for how long

Keep copies of:

• tenancy agreements and the written information you gave tenants
• right to rent check records, for the tenancy and one year after [5]
• deposit protection certificates and prescribed information
• gas safety records, EICRs and EPCs
• licences and their conditions
• repair requests and what you did about them
• the Renters' Rights Act information sheet and proof you gave it, for pre-May 2026 tenancies [18]

Self-managing vs using an agent

Using a letting agent doesn't transfer your legal responsibilities. You're still the landlord. Many small landlords manage themselves to save fees, which works well as long as the admin is organised. The checklist above is the admin.

If you inherited the let, read landlord obligations when you inherit a property.

FAQs

What are a landlord's legal responsibilities in the UK?

In England: safety certificates, repairs, deposit protection, right to rent checks, licensing where required, and the Renters' Rights Act rules [1]–[6].

What certificates does a landlord need?

A gas safety record every 12 months, an EICR at least every 5 years, and an EPC rated E or above [2][3][4].

Is a landlord responsible for damp and mould?

Generally yes where it's caused by disrepair or the building. Act promptly [12].

Do I need a licence to be a landlord?

Only in some cases, such as large HMOs or areas with council licensing schemes [6].

Do these rules apply in Wales or Scotland?

No. This checklist covers England.

How does Gaffy help?

Gaffy flags gas safety, EICR and EPC expiry and gives tenants a repair link that needs no app. It's £12 a month for up to 5 properties, plus £4 a month for each extra property, and the first month is free.

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Sources

1. GOV.UK, Deposit protection schemes and landlords: https://www.gov.uk/deposit-protection-schemes-and-landlords
2. HSE, Gas safety: landlords and letting agents: https://www.hse.gov.uk/gas/landlords/index.htm
3. GOV.UK, Electrical safety standards guidance: https://www.gov.uk/government/publications/electrical-safety-standards-in-the-private-and-social-rented-sectors-guidance/electrical-safety-standards-in-the-private-and-social-rented-sectors-guidance
4. GOV.UK, Minimum energy efficiency standard, landlord guidance: https://www.gov.uk/guidance/domestic-private-rented-property-minimum-energy-efficiency-standard-landlord-guidance
5. GOV.UK, Check your tenant's right to rent: https://www.gov.uk/check-tenant-right-to-rent-documents/how-to-check
6. GOV.UK, House in multiple occupation licence: https://www.gov.uk/house-in-multiple-occupation-licence
7. GOV.UK, Smoke and carbon monoxide alarms: explanatory booklet for landlords: https://www.gov.uk/government/publications/smoke-and-carbon-monoxide-alarms-explanatory-booklet-for-landlords
8. MHCLG landlord checklist (PDF): https://housinghub.campaign.gov.uk/wp-content/uploads/sites/172/2026/04/503154_MHCLG_PRS_A4_Checklist_Web.pdf
9. GOV.UK campaign hub, Renting is changing: https://housinghub.campaign.gov.uk/renting-is-changing/
10. GOV.UK, Fees you can charge as part of a tenancy: https://www.gov.uk/guidance/fees-you-can-charge-as-part-of-a-tenancy
11. GOV.UK, Renting out a property, Making repairs: https://www.gov.uk/renting-out-a-property/making-repairs
12. GOV.UK, Damp and mould guidance: https://www.gov.uk/government/publications/damp-and-mould-understanding-and-addressing-the-health-risks-for-rented-housing-providers/understanding-and-addressing-the-health-risks-of-damp-and-mould-in-the-home--2
13. HSE, Legionella and landlords' responsibilities: https://www.hse.gov.uk/legionnaires/legionella-landlords-responsibilities.htm
14. GOV.UK, If a tenant wants a pet: https://www.gov.uk/assured-tenancy-agreements-a-guide-for-landlords/if-a-tenant-wants-a-pet-to-live-with-them
15. GOV.UK, Rent increases: https://www.gov.uk/assured-tenancy-agreements-a-guide-for-landlords/rent-increases
16. GOV.UK, Grounds for possession guidance: https://www.gov.uk/government/publications/grounds-for-possession-guidance-for-landlords-and-letting-agents/grounds-for-possession-guidance-for-landlords-and-letting-agents
17. GOV.UK, Renters' Rights Act 2025 implementation roadmap: https://www.gov.uk/government/publications/renters-rights-act-2025-implementation-roadmap/implementing-the-renters-rights-act-2025-our-roadmap-for-reforming-the-private-rented-sector
18. GOV.UK, The Renters' Rights Act Information Sheet 2026: https://www.gov.uk/government/publications/the-renters-rights-act-information-sheet-2026