Move-in

Move-in is the point at which a new tenant takes possession of a rental property and the tenancy begins. For a landlord, it is both a legal compliance event and the moment at which the evidence record that protects against future disputes is established. Get the documentation right at move-in and the rest of the tenancy is on a firm footing; miss a mandatory requirement and the consequences can range from financial penalties to an inability to recover the property. Under the Renters' Rights Act 2025, which came into force on 1 May 2026, landlords in England now have an additional mandatory obligation. A written statement of terms must be provided before a new assured tenancy is entered into.

Mandatory documents

The following documents must be provided at or before the start of every new tenancy in England. Failure to provide any of them can block compliance and, in some cases, prevent use of possession grounds.

Written statement of terms (new from 1 May 2026). Under section 16D of the Housing Act 1988, as amended by the Renters' Rights Act 2025, landlords must give new tenants a written statement setting out the key terms of the tenancy, including rent, deposit, notice periods, statutory repair obligations, and the landlord's and tenant's rights, before the tenancy is entered into. This may be included within the tenancy agreement or provided as a standalone document. Civil penalties of up to £7,000 apply for non-compliance.

How to Rent guide. The current version of the government's How to Rent checklist must be provided at the start of every new tenancy. The guide must be the most recent edition; if a newer version is published during a tenancy and a new fixed term is entered into, the updated version must be re-issued.

Gas safety certificate. A copy of the current annual gas safety record (CP12), issued by a Gas Safe registered engineer, must be given to the tenant before they move in. A fresh copy must also be provided within 28 days of each subsequent annual inspection.

EICR. The current Electrical Installation Condition Report must be provided before the tenancy starts. EICRs must be renewed at least every five years. Any remedial action identified in the report must be completed before the tenant takes possession.

EPC. A valid Energy Performance Certificate with at least an E rating must be available and provided to the tenant. The government has confirmed a trajectory towards a minimum C rating; landlords with D- or E-rated properties should plan accordingly.

Smoke and carbon monoxide alarms. Smoke alarms must be fitted on every floor and working on the first day of the tenancy. A carbon monoxide alarm is required in every room with a fixed combustion appliance. Test all alarms on the day the tenancy begins and keep a written record.

Deposit protection

If you take a tenancy deposit, protect it in one of the three government-approved schemes, the Deposit Protection Service, mydeposits, or the Tenancy Deposit Scheme, within 30 days of receiving it. Within the same 30-day window, you must provide the prescribed information: a written notice to the tenant containing details of the scheme, the amount protected, the conditions for deductions, and how disputes are resolved. Failure to protect the deposit within 30 days exposes the landlord to a financial penalty of one to three times the deposit value, and forfeits the right to use certain possession grounds until the breach is remedied.

Right to rent

Before the tenancy starts, complete right to rent checks for every adult who will occupy the property. This is a legal requirement in England and failure to comply carries civil penalties starting at £1,000 per occupant for a first breach. The check involves verifying original identity documents or, where the tenant has a digital immigration status, using the Home Office online share code service. Where a tenant has time-limited permission to remain in the UK, a follow-up check must be carried out before that permission expires.

The check-in and condition record

Do a thorough check-in report on or before the first day, covering every room, all fixtures and fittings, appliances, meter readings, and a dated photographic record. The inventory and check-in report together form the baseline against which the property's condition will be assessed at the end of the tenancy. A well-documented check-in significantly reduces the scope for deposit disputes. Have the tenant sign the inventory or confirm receipt in writing; if the tenant raises any discrepancies, note them and resolve them before treating the document as agreed.

Alongside the inventory, give the tenant practical information about the property: the location of the stopcock and fuse board, ventilation guidance, bin collection days, and how to report a repair. Explain the access protocol, in England, a landlord must give at least 24 hours' written notice before entering the property except in a genuine emergency, and entry must be at a reasonable time with the tenant's agreement, reflecting the tenant's right to quiet enjoyment.

Landlords using August can store every start-of-tenancy document in the document management feature, with compliance deadlines tracked automatically across the portfolio.

For a step-by-step guide to conducting the check-in inspection, including what to record, how to photograph, and how to have the inventory signed, see our guide to rental property inspections.

Frequently asked questions

What is the new written statement of terms?

From 1 May 2026, landlords in England must provide all new tenants with a written statement of prescribed terms before the tenancy is entered into, under section 16D of the Housing Act 1988 as amended by the Renters' Rights Act 2025. The statement must include the rent amount, deposit terms, notice periods, the landlord's repairing obligations, and the tenant's key rights under the new Act. It can be included in the tenancy agreement or provided separately. Civil penalties of up to £7,000 apply where a landlord fails to provide it.

What happens if a landlord does not do right to rent checks?

Carrying out right to rent checks is a legal obligation in England for all private landlords. Failure to verify a tenant's right to rent before the tenancy starts exposes the landlord to a civil penalty. For a first breach the penalty is at least £1,000 per occupant. For a repeat breach within three years it rises to at least £3,000. The Home Office can also impose unlimited fines or refer cases for criminal prosecution where there is evidence of knowingly renting to a person without the right to rent.

Does the How to Rent guide still need to be given after the Renters' Rights Act?

Yes. The How to Rent guide remains a mandatory document for new tenancies in England and must be the current version at the time the tenancy starts. Where a new fixed term is agreed with the same tenant, the latest version must be re-issued. The guide does not need to be re-issued when a fixed-term tenancy rolls into a periodic tenancy, unless the landlord is starting a fresh tenancy.

When must the deposit be protected?

The tenancy deposit must be placed in one of the three government-approved protection schemes within 30 days of the landlord receiving it. The prescribed information about the protection must also be served on the tenant within the same 30-day window. Protecting late, even by one day, gives the tenant grounds to claim a financial penalty of one to three times the deposit amount.