You have found a tenant for your first rental in England, and the move-in date is set. Most of the attention goes on the tenancy agreement and the keys. Yet several safety documents and checks have a deadline of before the tenant moves in or before the tenancy starts, not "some time in the first month". If one is missed, it is hard to put right afterwards, and harder still to prove you did it.

This article sets out the documents and checks to have ready before move-in day, and how to keep a simple record that shows each one was done.

Before move-in day: the documents the tenant must receive

Gas safety record (where there is gas). Gas appliances and flues you provide must be checked by a Gas Safe registered engineer at intervals of no more than 12 months. Under regulation 36 of the Gas Safety (Installation and Use) Regulations 1998, a copy of the latest record must be given to a new tenant before that tenant occupies the property.

Electrical safety report. The Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020 require the electrical installation to be inspected and tested by a qualified person at intervals of no more than five years (or sooner if the last report says so). A copy of the most recent report must be supplied to a new tenant before that tenant occupies the property.

Energy Performance Certificate. GOV.UK lists providing an EPC among a landlord's core responsibilities. Check that the certificate is current and meets the minimum rating that applies before you market the property, not on the day of the move.

Before the tenancy starts: the checks

Right to Rent. In England, GOV.UK guidance says you must check all tenants aged 18 and over before the start of a new tenancy, even if they are not named on the agreement. Where someone has time-limited permission to be in the UK, the check must be made in the 28 days before the tenancy starts. Use the code of practice in force on the date you do the check, and check every adult in the same way.

Smoke and carbon monoxide alarms. Under the Smoke and Carbon Monoxide Alarm (England) Regulations 2015, as amended, there must be a smoke alarm on each storey with living accommodation. There must also be a carbon monoxide alarm in any room used as living accommodation that contains a fixed combustion appliance other than a gas cooker. Each alarm must be checked and in proper working order on the day the tenancy begins.

Written terms. Since the main Renters' Rights Act changes began on 1 May 2026, new private tenancies in England are periodic, and landlords must give tenants specified information about the terms in writing. Check the current GOV.UK guidance on written terms before you sign, rather than relying on an old template.

In the first 30 days: the deposit

If you take a deposit, GOV.UK says it must be put in a government-approved protection scheme within 30 days of receiving it, and the tenant must be given the required scheme information. Put the date you received the money in your diary on day one.

Keep the proof: a one-page move-in record

Doing each step is only half the job. If a question comes up months later, you need to show when it was done. One table per property is enough:

  • Item: gas record, electrical report, EPC, Right to Rent check, alarm test, written terms, deposit protection.
  • Date: when it was done or handed over.
  • How: in person, email or tenant portal, plus who received it.
  • Evidence: where the copy, receipt or acknowledgement is stored.
  • Next due: for example, the next gas check within 12 months.

On move-in day, ask the tenant to sign or acknowledge a short list of the documents they received. Photograph each alarm test with the date. Do not backdate anything. If something was missed, record what happened and take advice on putting it right.

A structured place to start

The First-Time Landlord Blueprint – UK Edition (England) covers getting a property ready, England landlord legal responsibilities and moving tenants in under the post-May 2026 rules. It includes a property readiness checklist, a compliance checklist split into before-marketing, before-tenancy and ongoing items, and a Landlord Command Centre for keeping property records in one place. It covers England only.

Explore the guide and instant PDF download.

Know what changed. Know what to do. Keep the proof.

📘 PDFBlueprints — plain-English UK compliance guides for landlords, sole traders & small employers. Checklists, trackers & templates. Instant PDF. General information, not legal advice. Requirements checked against legislation.gov.uk and GOV.UK on 21 October 2026. Rules can change and some properties (for example HMOs or licensed areas) have extra duties, so verify current requirements and take qualified advice for your situation.