What Records Should Letting Agents Keep Under the Renters’ Rights Act?

The Renters’ Rights Act places greater emphasis on transparency, compliance, and evidence throughout the tenancy lifecycle.

For letting agents, maintaining accurate and accessible records is no longer simply good practice. It is a key part of protecting landlords, demonstrating compliance, and responding effectively to disputes or complaints.

Agencies that invest in robust record-keeping systems will be far better positioned to manage risk and meet evolving regulatory expectations.

Why Record Keeping Matters More Than Ever

Under the new legislative framework, landlords and agents may need stronger evidence to support:

• Possession claims
• Rent arrears cases
• Property damage disputes
• Compliance investigations
• Ombudsman complaints

Without reliable documentation, it can become significantly more difficult to demonstrate that procedures have been followed correctly.

Clear records help agents evidence actions taken, communications issued, and responsibilities fulfilled throughout the tenancy.

Key Records Letting Agents Should Keep

Property Inventories

Detailed inventories should include:

• Written descriptions
• Time-stamped photographs
• Condition assessments
• Meter readings
• Key records
• Safety observations

Independent inventories provide important evidence when disputes arise regarding property condition or deposit deductions.

Check-In and Check-Out Reports

Agents should retain:

• Signed reports
• Tenant comments
• Cleaning evidence
• Damage comparisons
• Digital acknowledgements

These reports provide a clear record of how the property’s condition has changed during the tenancy.

Routine Inspection Reports

Routine inspections help demonstrate proactive property management and provide ongoing evidence of property condition.

Inspection records can help identify maintenance concerns, monitor tenancy compliance, and support dispute resolution where necessary.

Compliance Documentation

Important records include:

• Gas Safety Certificates
• EPCs
• Electrical inspection reports
• Smoke and carbon monoxide alarm testing records
• Legionella risk assessments
• Right to Rent documentation

Maintaining accurate compliance records can help agents demonstrate that statutory obligations have been met.

Maintenance and Repair Records

Agents should maintain records of:

• Repair requests
• Contractor visits
• Completed works
• Inspection findings
• Communication timelines

A clear maintenance history can be invaluable when responding to complaints or investigations.

Communication Records

Emails, letters, notices, and other communications should be retained and organised appropriately.

These records often provide important context when disputes escalate or complaints are reviewed by external bodies.

Digital Storage Makes Compliance Easier

Digital systems help agents:

• Retrieve records quickly
• Create clear audit trails
• Reduce administrative burdens
• Improve accuracy
• Support dispute resolution

No Letting Go’s reporting systems provide accessible historical records that help agents maintain organised documentation throughout every stage of the tenancy.

Final Thoughts

The Renters’ Rights Act reinforces the importance of thorough documentation across the private rented sector.

Agencies that maintain accurate inventories, routine inspection reports, compliance records, and communication histories will be better equipped to protect landlords, support tenants, and respond confidently to disputes or regulatory scrutiny.

Good record keeping is not simply about compliance. It provides the evidence and accountability needed to support professional property management.