Landlord record keeping checklist

Use one folder per property, per tax year

The simplest system that scales: one folder per property, sub-folders by tax year, sub-folders within for income, expenses, and capital records. Below is a per-property checklist.

Per property — every year

Income

• Tenancy agreement (current and any renewals)
• Rental statements from letting agent
• Bank statements showing rent received
• Record of any rent arrears or write-offs
• Notes on retained deposits at end of tenancy

Expenses

• Mortgage statement showing interest paid (full year)
• Buildings and contents insurance
• Letting agent fees and commission breakdown
• Receipts for every repair and maintenance bill
• Council tax and utility bills (during void periods or where landlord pays)
• Service charge and ground rent invoices
• Travel log: dates, miles, purpose
• Replacement domestic items receipts

Capital records (kept until property sold + 6 years)

• Purchase completion statement
• Stamp Duty Land Tax return and receipt
• Solicitor's invoice and survey fees
• Receipts for any improvements made during ownership

Across all properties

• Summary spreadsheet by tax year: gross rent, expenses by category, mortgage interest, profit
• Records of pre-letting expenses (within seven years before first let)
• Notes on any property changes — refurb, vacancy, sale, gift

Retention summary

• Income and expense records: at least five years and ten months after the tax year ends
• Capital records: until you sell the property, plus six years
• If you are MTD for Income Tax: records must also be digital and linked to compatible software