Move in check list *

The legal rule

The landlord should not allow occupation until the tenancy agreement is completed, the required documents have been supplied, and the landlord can prove what was provided to the tenant.

Common landlord mistakes

• Handing over keys before all tenants have signed.
• Letting an adult occupier move in without being checked or named where appropriate.
• Supplying documents but keeping no proof of service.
• Trying to complete the paperwork after the tenant is already in occupation.

Real consequences

Weak evidence at move-in can undermine deposit deductions, confuse rent liability, create Right to Rent problems, and make later enforcement or possession action harder.

→ Use PIMS Tenancy Agreement

The legal rule

The landlord should be able to evidence which documents were given to each tenant, when they were given, and which version was supplied.

Documents to control

• Tenancy agreement - Includes report repairs and Deposit Scheme Prescribed Information.
• Gas safety certificate where gas applies.
• Electrical safety report.
• EPC.
• Deposit Scheme prescribed information does not include definitions where deductions may be made in reference to the tenancy agreement - as does PIMS Tenancy Agreement - you can add them manually - but these definitions are requirement where there is a depsosit dispute ).
• Inventory and move-in condition record.

Common landlord mistakes

• Emailing documents without any receipt or record.
• Only one joint tenant signing receipt.
• No record of the version supplied.

→ Use PIMS Tenant Sign-Off Record

The practical rule

The inventory is the landlord’s main evidence of the property condition at move-in. It should include the property condition, contents, cleanliness, keys, access devices and meter readings.

Common landlord mistakes

• No signed inventory.
• Inventory completed after occupation.
• No opening meter readings.
• No record of keys, fobs or access devices.
• Photographs with no date or context.

Real consequences

Deposit deductions become weaker, utility disputes become harder, and the landlord may struggle to prove what changed during the tenancy.

→ Use PIMS Inventory

The legal rule

Where a deposit is taken, it must be protected correctly and the prescribed information must be served properly on the tenant and any relevant person who paid the deposit.

Common landlord mistakes

• Protecting the deposit but failing to serve all prescribed information.
• Not giving the scheme leaflet or scheme terms.
• Missing a parent, council, charity or other third party who paid the deposit.
• Keeping no signed evidence of service.

Real consequences

Deposit penalties, reduced negotiating power, weaker possession strategy and preventable disputes over deductions.

→ Taking Tenancy Deposits

The practical rule

Tenants are usually responsible for utilities and council tax where the agreement provides for this, but landlords and agents should still update suppliers and the council when the tenant moves in.

Common landlord mistakes

• Assuming the tenant has contacted suppliers.
• No opening meter readings.
• No written notification to the council tax department.
• No evidence of the move-in date supplied to utilities.

Real consequences

The landlord may receive bills, spend time correcting accounts, or struggle to prove the tenant was liable from the start date.

→ Electricity Supplier Notification
→ Gas Supplier Notification
→ Water Supplier Notification
→ Council Tax Notification

The practical rule

The landlord should record exactly what keys, fobs, alarm codes, parking permits or access devices have been provided and give the tenant practical information needed to use the property safely.

Common landlord mistakes

• No key receipt.
• No record of fobs, gate controls or alarm codes.
• No explanation of stopcock, fuse board or meters.
• No emergency contact information.
• No bin collection or appliance information.

Real consequences

Disputes over missing keys, avoidable damage, emergency confusion and a weaker end-of-tenancy handover position.

→ Essential Contact Information

The practical rule

Where a letting agent handles move-in, the landlord should still receive or have access to the signed tenancy agreement, sign-off record, deposit evidence, safety documents, inventory and supplier notifications.

Common landlord mistakes

• Assuming the agent has everything on file.
• Not asking for copies while the tenancy is being set up.
• No record of who served prescribed documents.
• No handover file if the agent stops managing the property.

Real consequences

The landlord may discover missing paperwork only when there are arrears, a deposit dispute, a complaint or a possession problem.

→ Letting Agents Guidance

Before occupation starts

• All tenants have signed the tenancy agreement.
• Tenant sign-off record completed.
• Deposit protected and prescribed information served where applicable.
• Safety documents supplied and recorded.
• Inventory completed with condition notes, photographs, meters and keys.
• Right to Rent checks completed where required.
• Rent and deposit payments recorded clearly.
• Gas, electricity, water and council tax notifications prepared or sent.
• Emergency contact and property information supplied.
• Copies stored safely in the landlord or agent file.