What Certificates and Documents Does a Landlord Need to Provide?

UK landlords have lots of legal obligations, one of which is the acquisition of certain certificates. In this article, we’ll provide an overview of landlord certificates, some general tips to help you along your letting journey, and the ways you can reduce stress and maximise your returns as a landlord. 

The Certificates Which UK Landlords Need 

Now let’s go into some more detail about the essential certificates which landlords in the UK need. 

Gas Safety Certificate 

According to British law, all gas appliances in a rental property must be checked annually by a registered Gas Safe registered engineer. These appliances include the boiler, gas oven, chimneys, gas pipes, and more.   At the end of every inspection, landlords will be given a CP12 Certificate that details the checks that have been carried out. This certificate is a legal requirement and establishes the suitability of your gas appliances from a safety perspective.   After you receive the certificate, you must give a copy of it to your tenants within 28 days of the inspection and before any new tenants move into your property. You’ll also need to give them a copy of the updated certificate after every annual check, and you should keep records of these checks for at least two years.  Gas Safety Certificates cost between £60 and £90 on average, although prices vary depending on the location and how many appliances there are.  

Electrical Safety Certificate 

Electrical safety is paramount if you’re letting a property in the UK. That is why you must have an Electrical Safety Certificate in place, which is provided by a qualified electrician who inspects the electrical installation and records its condition in an Electrical Installation Condition Report (EICR). This report will confirm that light fittings, sockets, wiring, fuse boxes, and other electrical elements of the property are safe and meet regulatory standards or will identify faults that need rectifying in order for the installation to be classed as ‘Satisfactory’. Unlike the Gas Safety Certificate, however, the Electrical Safety Certificate must be renewed every five years, or sooner if an electrician recommends it. The certificate costs between £100 and £300 depending on the size of the property. However, if repairs or installations are needed, the overall cost to get an electrical safety certificate could be much more.

Energy Performance Certificate (EPC) 

Every rental property in the UK must have an EPC in place which rates the energy efficiency of the home. This is graded from A to G, with A being the most efficient and G being the least. If a property is at an E or below, it’s illegal to rent out until improvements are made.   EPCs are valid for ten years and as with all other certifications we’ve mentioned, must be provided to tenants before their move-in date.   You may want to read our article on how to improve a home’s EPC rating. 

Proof of Deposit Protection 

Every landlord with an Assured Shorthold Tenancy (AST) must place their tenant’s deposit into a government-regulated deposit protection scheme, and provide the tenant with proof of registration within 30 days of receipt of the deposit. Failing to do so could result in legal action and fines.   There are three schemes to choose from, which are: 

• Tenancy Deposit Scheme 
• My Deposits 
• Deposit Protection Service 

You should provide your tenants with the name of the scheme, how to contact the deposit holder, how to apply to get the deposit back, and the reasons the landlord can deduct money from the deposit.   Reasons for the latter will generally include damage to furniture and appliances, as well as excessive uncleanliness that will need to be dealt with after the tenant leaves.   Making sure you can deduct money from the deposit reiterates the importance of an inventory at the start of the tenancy. Having documented proof of how things were before tenants moved in means you won’t have to repair or replace items at your own expense, allowing for fair wear and tear.

Legionella Risk Assessment  

Legionella bacteria is usually found in water appliances as well as heating and water pipes. To rent out a property, you need to ensure your property is free from this form of bacteria as it can lead to Legionnaire’s Disease, which can be fatal.  A qualified professional must examine potential risks in your home, using the Control of Substances Hazardous to Health Regulations 2002 (COSSH) framework. You’re responsible for removing any risks they find.  Legionnaire’s Disease is relatively rare in domestic properties, but you should ensure that water is kept moving in pipes, redundant water pipes are removed, water systems function properly, and that they’re professionally flushed before any tenants move in.  While it isn’t a legal requirement to have this certificate in place, you should provide your tenant with a copy and keep one for your records. This prevents tenants from taking legal action if they’re exposed to bacteria during their tenancy. 

Fire Safety Assessment 

Fire safety is a huge concern for landlords, but there are no certificates to have in place, legally speaking. However, there are regulations that you must follow: 

• One smoke alarm must be installed on each floor of the property. 
• A carbon monoxide alarm must be installed in any room with solid fuel-burning appliances like a log burner or a gas boiler. In Wales, a Carbon Monoxide detector is required if a gas cooker or hob is present.  
• These alarms must be tested and working on the day the tenant moves in.
• All furniture must meet Furniture and Furnishings Fire Safety Regulations.  
• HMOs (houses with multiple occupancy) must have fire extinguishers available within the property. 

Portable Appliance Testing 

Portable appliances can include anything from fridges to kettles, TVs, and lamps. Portable Appliance Testing (PAT) is recommended by the government for anybody renting out a property, with records of inspections provided to the tenant.   PAT reports are carried out by qualified electricians and will include a “Fail” or “Pass” label for each appliance. They’ll also include the inspection date and the expiration date, which will be when further testing is required.  

Would you like to find out more about any of these certificates or another aspect of being a successful landlord? Get in touch with our team.   

 

How to Rent Checklist 

This checklist can help build a trusting relationship between tenant and landlord by answering key questions both parties may have. It will detail each other’s responsibilities and rights and landlords are required to provide tenants with the Government’s How to rent: a checklist for renting in England guide.   As well as helping tenants, this guide is handy for landlords and includes eviction information and what to do if things go wrong with your tenant. It also explains requirements around deposit amounts, tenancy duration periods, and more.  

Top Tips for Landlords 

Now we’ve answered the question “What certificates does a landlord need?”, let’s explore some additional measures to take when letting a property: 

A Right-to-Rent Check

This ensures tenants have the right to live in the country and can be carried out by a landlord or a letting agent. Identification to prove this status can include a UK passport, certificate of registration or naturalisation as a British citizen, or confirmation of EU-settled status. For Non-UK applicants, a check can be made via the Home Office Landlord Checking Service. 

Tenant References  

A basic tenant reference check covers their employment details, statements to prove income, a reference from their current or previous landlord, and one from their employer or university. 

A System to Deal With Late Rent

Rental arrears can be hugely problematic, so implement a system before the tenancy begins. You should also serve the correct legal notice at the correct time to avoid issues snowballing out of control.  

Property Maintenance

Providing an adequate home to live in for your tenants is a key landlord responsibility. Maintenance plays a large role in this and will include checks on electric and gas appliances set out in the tenancy agreement. It will also mean checking on issues your tenants have flagged promptly, such as roof damage, flooding, and damp.  

An Inventory

Make a checklist of everything in the property before the rental period begins with photos as evidence. This helps you cover yourself if you need to deduct costs from the tenant’s security deposit for damaged items, appliances, or the general state of the property. Ideally, use a professional independent inventory clerk to carry this out.  

Cleaning of the Property

Like with maintenance, a clean property is crucial to your tenant’s well-being and your ongoing relationship. Make sure there’s no dirt on carpets, windows, or furniture, and ensure there are no mould marks or any other dirt-related issues that could be hazardous or simply uncomfortable to live in.  For more advice about being the best landlord possible, visit our useful information for landlords resource centre. 

How Chancellors Can Help Landlords Like You 

At Chancellors, we offer a comprehensive service to landlords that can be tailored to match your requirements. From tenant referencing to inventory tracking, not to mention all relevant safety checks, and more, we remove the stress from renting out properties in the UK with a fully managed service.   Ensuring legal obligations are met and regulations are adhered to as they change, we strive to nurture long-term relationships with our landlord clients that minimise risk and maximise financial returns.   You can find out more about our landlord services here. Also, you may want to read our guide to landlords which covers everything you need to know about letting properties in the UK, as well as our article on how to become a landlord.