Landlord Record Retention Guide

Know exactly what to keep and for how long.

Councils, courts, and tenants will ask for evidence. This guide tells you precisely which records you must maintain, how long to keep them, and why it matters.

You'll get clear guidance on:

• Safety & compliance documentation (gas certs, EICRs, fire risk assessments, alarm records, legionella assessments, EPCs)
• Tenancy & legal documents (agreements, deposit protection, Right to Rent checks, guarantor docs, licensing)
• Inspection & maintenance records (reports, repair logs, contractor invoices, follow-up evidence)
• Complaints & communications (complaint records, responses, dispute correspondence)

Plus storage guidelines so your records stay organised, secure, and accessible.

Landlords who keep proper records avoid disputes, defend themselves against complaints, and demonstrate responsible management. Without documentation, you're vulnerable.

Part of the Circle Doors Compliance Library – use alongside our inspection guide and other resources to build a complete compliance system.