New Tenancy Check List *

The legal rule

The landlord should not grant occupation until the tenant has been properly vetted, the Right to Rent position is checked, affordability is understood, and any guarantor arrangement is properly documented.

Common landlord mistakes

• Accepting a tenant because they can pay money quickly.
• Failing to complete Right to Rent checks before occupation.
• Letting a guarantor sign late or without proper witnessing.
• Agreeing terms informally and then trying to fix the paperwork afterwards.

Real consequences

A weak start file can affect rent recovery, guarantor enforcement, identity tracing, possession strategy and deposit disputes.

→ Tenant vetting and referencing

The legal rule

From 1 May 2026, the tenancy agreement must work with the Renters’ Rights framework. Landlords should not rely on old fixed-term AST wording, outdated Section 21 assumptions, or clauses that suggest rights that no longer operate.

Common landlord mistakes

• Using an old AST template after the law changes.
• Leaving in fixed-term or break-clause wording that misleads the parties.
• Using a document that still assumes Section 21 as the default exit route.
• Not ensuring all tenants sign the agreement.

Real consequences

Confused rights, weak enforcement, unfair terms arguments, and avoidable disputes when the landlord later needs to rely on the agreement.

→ Use PIMS Tenancy Agreement

The legal rule

Landlords and agents should issue the correct government information and prescribed documents at the start of the tenancy and keep proof of service.

Documents to control

• Renters’ Rights Act Information Sheet 2026 where required.
• How to Rent guide where required.
• Gas safety record where gas applies.
• Electrical safety report.
• EPC.
• Deposit prescribed information and scheme documentation if a deposit is taken.
• Any property licence or HMO information where relevant.

Common landlord mistakes

• Issuing documents but keeping no evidence.
• Emailing documents without proof the tenant received them.
• Forgetting that agents and landlords both need a clean audit trail.

→ Use PIMS Tenant Sign-Off Record

The legal rule

If a tenancy deposit is taken, it must be dealt with correctly under the tenancy deposit rules and the prescribed information must be served within the required time.

Common landlord mistakes

• Protecting the deposit but failing to serve prescribed information properly.
• No tenant signature confirming receipt.
• Incorrect landlord, agent or scheme details.
• Not updating the file where parties change.

Real consequences

Deposit penalties, deposit release problems, reduced negotiating power and difficulty if possession proceedings later arise.

→ Taking Tenancy Deposits

The practical rule

The inventory is the landlord’s main evidence of condition at the start of the tenancy. It should be clear, dated, supported by photos where appropriate, and signed or acknowledged by the tenant.

Common landlord mistakes

• No inventory.
• Inventory prepared after move-in.
• No meter readings or key record.
• No tenant sign-off.
• Photos with no date or context.

Real consequences

Deposit disputes become harder, damage claims become weaker, and the landlord may struggle to prove the difference between fair wear and tenant damage.

→ Use PIMS Inventory

The practical rule

Rent arrangements should be clear before occupation. The tenant should understand the rent amount, payment day, payment method and what happens if payments are missed.

Common landlord mistakes

• Allowing occupation before cleared funds where payment is required.
• Taking payments without a clean written record.
• Confusing deposit, rent in advance and holding deposit.
• Failing to explain the rent payment day clearly.

Real consequences

Early arrears, accounting disputes, weak rent schedules and avoidable confusion in any later Section 8 claim.

→ Tenant Rent Arrears Guide

The practical rule

Where a letting agent is involved, the landlord should still know what has been served, signed, checked and stored. Agents need a complete file, but the landlord may suffer the consequences if the paperwork is weak.

Common landlord mistakes

• Assuming the agent has done everything correctly.
• Not asking for copies of signed documents.
• No clear record of who served prescribed documents.
• No handover file if the landlord later manages the tenancy directly.

Real consequences

When arrears, repairs or eviction arise, the landlord may discover the file is incomplete and the agent cannot easily prove what was served.

→ Letting Agents Guidance

Before keys are released

• All tenants have signed the tenancy agreement.
• Tenant sign-off record completed.
• Deposit protected and prescribed information served where applicable.
• Rent and deposit payments recorded clearly.
• Inventory completed with photos, meter readings and key list.
• Safety documents served and recorded.
• Renters’ Rights Information Sheet and other required information provided.
• Right to Rent checks completed.
• Guarantor documentation completed where relevant.
• Copies stored safely in the landlord or agent file.