Checklist for Granting an Assured Shorthold Tenancy

Preparation Before Letting

• Before investing, prepare a business plan that assesses the investment cost, ongoing expenses, cash flow, and achievable rent levels. Aim for at least a 10% return to cover expenses and void periods.
• Obtain consent from your mortgage lender and freeholder, if required, to rent out the property.
• Identify the segment of the private rental market the property is intended for and decide on your target tenant. Consider if tenants receiving Housing Benefits are acceptable and determine whether the property will be furnished or unfurnished.
• Realistically calculate whether rental income will cover mortgage or loan repayments, maintenance, and other associated costs. If not, plan to set aside money monthly, especially in the initial years, to cover any deficits.
• Establish a realistic market rent.
• Determine if gas, electricity, and water charges will be included in the rent.
• Decide who will manage the property and understand the associated costs. If using an agent, clearly agree on their fees and scope of service.
• Ensure you have adequate and appropriate insurance coverage for rental properties.
• Understand the tax implications of rental income and notify HM Revenue and Customs accordingly.
• Consider joining a landlord association and undertaking relevant professional training.
• Secure necessary planning or Building Control approvals for significant property improvements.
• Check if your local authority requires landlord licensing under a selective licensing scheme and apply if necessary.
• Ensure compliance with Data Protection/GDPR requirements regarding tenant information.
• Clarify your policy on pets or smoking clearly before tenants move in.
• Ensure the property is safe and healthy for occupants and visitors, including:
  • Adequate heating and insulation
  • Free from tripping and falling hazards
  • Free from significant disrepair
  • Good lighting and ventilation
  • Robust security measures
  • Suitable sanitation, food preparation areas, and hygiene standards
• Obtain a legally compliant tenancy agreement, avoiding unfair and unenforceable terms.
• Decide on the duration of the tenancy.
• Advertise through online platforms, letting agents, newspapers, or other suitable methods.
• Obtain an Energy Performance Certificate (EPC).
• Complete an annual gas safety inspection by a Gas Safe registered engineer.
• Arrange for an electrical inspection and testing every five years or sooner if a qualified engineer recommends it.
• Ensure compliance with relevant fire safety standards, including installing alarms, smoke/heat detectors, and emergency lighting.
• Prepare an inventory (schedule of condition). Consider using our AI inventory service that analyses property photos.

If the property is a House in Multiple Occupation (HMO):

• Check with your local authority if an HMO licence is required. If needed, apply for the licence and adhere to its conditions and HMO regulations.
• Conduct a fire risk assessment as required by the Fire Safety Order.
• Ensure compliance with smoking regulations under the Smoking and Health Act 2006, particularly in communal areas.

Before the Tenant Moves In

• Verify tenant ID. Acceptable ID includes a passport or travel document. If unavailable, two forms of ID, such as a driving licence and birth certificate, are required. Confirm the tenant has the "right to rent," either indefinite or time-limited.
• Retain copies of all tenant documents electronically or in hardcopy for at least 12 months after the tenancy ends.
• Provide tenants with a copy of the How to Rent Guide, Gas Safety Record, Electrical Safety Report, and EPC. These can be provided alongside the tenancy agreement as long as they're given before occupation.

When the Tenant Moves In

• Create a tenancy agreement, attaching all relevant documentation.
• Sign the tenancy agreement, typically using remote signing, and provide all parties with a signed copy.
• Consider requesting the tenant to sign a bank standing order form for rent payments or provide authority letters for Housing Benefit payments, if applicable.
• Agree on an Inventory and Schedule of Conditions. Consider employing a professional inventory clerk if necessary.
• Provide tenants with the landlord's or agent's contact details (name, address, telephone) for reporting repairs, emergencies (e.g., gas leaks, electrical faults), or other issues. The address must be in England or Wales.
• Notify utility suppliers and local authorities (e.g., Council Tax) of new tenant details.
• Inform tenants about utility suppliers and take meter readings.
• Protect any deposits through an approved tenancy deposit scheme and provide tenants with the prescribed information.
• Explore local council schemes for deposit guarantees, if available.
• Maintain accurate financial records and budget for potential tax liabilities. Complete tax returns promptly after the tax year ends.
• Issue receipts for cash rent payments.
• Keep detailed records of maintenance requests, inspections, safety checks, repairs undertaken, management interactions, and rental payments.

When the Tenant Moves Out

• Note tenancy expiry dates and confirm whether tenants intend to renew or continue with a periodic tenancy.
• If tenants are leaving, conduct a joint property inspection to agree on any necessary repairs or decoration.
• Remind tenants to take final utility readings for closing accounts.
• Arrange the return of keys securely.