Free printable landlord resources and templates 2025

Running rental property in the UK has never been more complex. Landlords face a steady stream of rules, compliance checks, and documentation requirements. At the same time, tenants expect clear communication, professional standards, and fair treatment. One of the simplest ways to meet these expectations is to use structured, consistent documentation.

That’s why August has created a collection of free printable landlord resources. These forms, templates, and checklists are designed to cover every stage of the tenancy cycle, from tenant referencing and check-in to inspections, compliance, and check-out. They are available to download instantly at augustapp.com/resources.

These aren’t generic downloads. Each resource has been created with UK landlords in mind, considering regulatory requirements and practical landlord-tenant interactions. You can print them, complete them by hand, and then upload them back into August by saving and scanning. In this article, we’ll explain each resource in detail, with examples of when and how to use them.

Why printable resources still matter in 2025

It may seem old-fashioned to use paper forms in an age of property apps and digital signatures. But there are good reasons why printable resources remain essential:

• Clarity and permanence: Once printed and signed, a form provides a fixed record that cannot be altered without consent.

• Compliance protection: If disputes reach tribunal or court, printed and signed documents carry weight as evidence.

• Tenant reassurance: Tenants often feel more confident when they receive well-structured, official-looking forms rather than ad-hoc notes.

• Versatility: They can be filled in by hand at the property with your tenant, scanned and uploaded into August your property management app and safely stored for the future.

• Consistency: Using the same templates across your portfolio ensures every tenancy follows the same professional process.

Think of these resources as your paper-based safety net for property management. They complement digital tools like August’s landlord compliance journey and calculators, but they also give you something tangible that protects both you and your tenants.

The free printable landlord resources explained

Here’s the full set of resources now available, along with guidance on how to use them.

1. Tenancy Deposit Prescribed Information

Purpose: To provide tenants and relevant parties with the legally required details about where their deposit is held.

When to use: Every time you take a deposit on a tenancy, you must serve prescribed information within 30 days.

How to use it: Fill in the details of the deposit protection scheme, the amount protected, landlord contact information, and the rules about deductions. Provide a signed copy to tenants and keep one in your records.

Example: A landlord lets a flat in Manchester, receives a £1,200 deposit, and places it with the DPS. The prescribed information form records this, with scheme details, deposit reference number, and the landlord’s contact address. Both parties sign, ensuring compliance.

2. August Welcome Pack

Purpose: To give tenants a clear, professional introduction to their new home.

When to use: At the start of every tenancy.

How to use it: The pack includes key property details, emergency contact information, utility guidance, waste collection schedules, and house rules. Tenants can keep this for reference throughout their tenancy.

Example: A new tenant moves into a terraced house in Leeds. The welcome pack explains bin day, provides the gas supplier’s emergency number, and lists the landlord’s preferred contractors. The tenant feels supported from day one.

3. Rent Income Spreadsheet

Purpose: To keep a clear, running record of your rental income across the year. If you don't want to use August - yet! (although you could try a free trial)

When to use: Continuously, ideally monthly.

How to use it: Record each rent payment received per property. The spreadsheet totals income and can be used for spotting arrears.

Example: A landlord with three properties enters monthly rent receipts. In June, one entry shows missing payment, flagging a potential arrears issue.

4. Initial Holding Deposit Agreement

Purpose: To document the terms under which a holding deposit is accepted and whether it is refundable.

When to use: When a prospective tenant pays a holding deposit to reserve a property.

How to use it: Outline the property address, tenant details, deposit amount, and conditions for refund or forfeiture. Both landlord and tenant sign before any money changes hands.

Example: A couple in London pays a one-week rent holding deposit. The form makes clear it is refundable unless they withdraw or provide false information.

5. Landlord Reference Form

Purpose: To request confirmation from a tenant’s previous landlord about rent history, behaviour, and conduct.

When to use: During the tenant referencing stage.

How to use it: With the tenant’s consent, send the form to their previous landlord to fill in and return.

Example: A landlord in Bristol requests a reference for an applicant. The form confirms the tenant always paid rent on time and left the property in good condition.

6. Employer Reference Form

Purpose: To confirm a tenant’s employment status and income with their employer.

When to use: During referencing, especially for applicants with limited rental history.

How to use it: With tenant consent, send the form to the HR department. They confirm employment and income level.

Example: A tenant applies for a flat in Birmingham. The employer form confirms their salary comfortably covers the rent.

7. Inventory Sheet

Purpose: To record the condition and contents of the property at check-in.

When to use: On the day the tenant moves in.

How to use it: Walk through each room, note the condition, and take photos. The tenant signs to confirm agreement.

Example: Kitchen listed as “oven clean, two chipped shelves, light scratch on hob.” Photos attached.

8. Tenant Check-In Sheet

Purpose: To confirm initial property condition, keys provided, and meter readings.

When to use: At check-in alongside the inventory.

How to use it: Fill in details with the tenant present. Both sign to confirm.

Example: Record “Front door lock smooth, electricity meter 001245, gas meter 003454.” Tenant signs to confirm.

9. Tenant Check-Out Sheet

Purpose: To document the property’s condition at move-out and compare against check-in.

When to use: On the tenant’s departure day.

How to use it: Repeat the check-in process. Record damages or missing items.

Example: Bedroom at check-in was “walls clean.” At check-out, walls have large scuff marks. Form provides basis for deposit deduction.

10. Compliance Checklist

Purpose: To ensure properties meet safety and legal standards.

When to use: Regularly, at inspections or before licensing visits.

How to use it: Check gas safety, fire alarms, smoke detectors, electrical systems, and general upkeep.

Example: Note “Landing smoke alarm battery low, to be replaced by 10 August.”

11. HMO Inspection Sheet

Purpose: To support compliance checks in Houses in Multiple Occupation.

When to use: At least annually, or more often as required by licence.

How to use it: Walk through communal areas, bedrooms, kitchens, and bathrooms. Record fire safety compliance, waste management, and general condition.

Example: “Communal hallway tidy, kitchen extractor fan needs cleaning, all fire doors closing correctly.”

12. Mid-Tenancy Inspection Sheet

Purpose: To assess the property’s condition halfway through a tenancy.

When to use: Typically six months into a 12-month lease.

How to use it: Check for leaks, mould, general wear, and tenant upkeep. Record issues and agree follow-up.

Example: “Bathroom sealant peeling, re-seal scheduled next week.”

13. The Renter's Dictionary

The Renter’s Dictionary is a plain-English A–Z of UK renting that decodes property jargon for renters and landlords alike. It covers essentials like Assured Shorthold Tenancy (AST), break clauses, Section 8/21 notices, deposit protection (DPS/TDS/MyDeposits), HMOs, Right to Rent, rent arrears and more. Each entry gives a concise, practical definition, and several highlight live changes, such as the planned phase-out of Section 21 under the Renters’ Rights Bill.

Benefits of using the resources together

Individually, each form protects you at a specific stage. Together, they create a complete audit trail:

• Before tenancy: Use reference forms and holding deposit agreements.

• At move-in: Provide prescribed information, welcome pack, inventory, and check-in sheet.

• During tenancy: Record rent income, perform mid-tenancy and compliance inspections.

• At move-out: Complete check-out sheet to fairly assess deposit deductions.

By following this cycle, you reduce disputes, improve professionalism, and maintain compliance.

Finally

Documentation is often the difference between a smooth tenancy and a stressful dispute. With August’s free printable landlord resources, you have professional, compliant templates at your fingertips.

They’re free to download, easy to use, and designed for UK landlords. Start building your landlord toolkit today at augustapp.com/resources.

Frequently Asked Questions

What are the most important printable resources for landlords?

The essentials are the Tenancy Deposit Prescribed Information, Inventory Sheet, and Check-In/Check-Out Sheets. These protect you in the event of deposit disputes and are often scrutinised at tribunal.

Can I use these forms digitally?

Yes. You can print and complete them by hand, or save them as PDFs and fill them in electronically. Many landlords complete on paper during inspections, then scan and upload into August for their records.

Are these printable forms binding?

Yes, provided they are completed and signed appropriately. For example, the prescribed information is a legal requirement. Others, such as the check-in sheet, serve as critical supporting evidence in disputes.

Do I need to give tenants copies?

For transparency, yes. Tenants should always receive copies of inventories, check-in/out sheets, prescribed information, and welcome packs.

How often should I carry out inspections?

At minimum, a mid-tenancy inspection every six months is recommended, with more frequent checks for HMOs as required by local licensing. Always check with your local authority.