Record keeping for landlords
What records HMRC expects you to keep as a landlord, for how long, and how to stay organised across multiple properties.
In one sentence
Keep records of every rental receipt and expense for at least five years and ten months after the end of the tax year.
Quick answer
- Keep rental statements and bank evidence for every property
- Keep receipts for every claimed expense
- Keep records for at least five years and ten months after the tax year ends
- MTD for Income Tax will require digital records from April 2026 for many landlords
Why records matter
HMRC can ask to see your records up to six years after the tax year ends — longer if they suspect deliberate underpayment. Without records, you cannot defend the figures on your tax return.
For landlords, you must keep records for at least five years and ten months after the end of the tax year (e.g. records for the 2024/25 tax year must be kept until 31 January 2031).
Income records to keep
- Tenancy agreements
- Rental statements from letting agents
- Bank statements showing rent received
- Records of any retained deposit at end of tenancy
- Receipts for any other tenant payments (cleaning, damage, utilities)
Expense records to keep
- Mortgage statements showing interest paid
- Insurance policy documents and renewal evidence
- Receipts and invoices for every claimed expense
- Travel logs and mileage records for property visits
- Correspondence with letting agents, tenants, and contractors
Capital records (for when you sell)
Keep these for as long as you own the property, plus six years after sale. They reduce your Capital Gains Tax bill when you eventually sell.
- Original purchase price and completion statement
- Stamp Duty Land Tax paid on purchase
- Legal fees and survey costs at purchase
- Receipts for improvements (extensions, conversions, etc.)
- Selling costs when you eventually dispose
How to organise it
Most landlords use a simple folder structure: one folder per property per tax year, sub-folders for income, expenses, capital. Within each, scanned or photographed receipts saved as PDFs.
A spreadsheet that totals income and expenses by category gives your accountant — or your future self at year-end — a fast path to the tax return.
Making Tax Digital for Income Tax
From April 2026, MTD for Income Tax will require landlords with combined property and self-employment income above £50,000 to keep digital records and submit quarterly updates to HMRC. The threshold drops to £30,000 from April 2027 and £20,000 from April 2028.
If you're in scope, paper records and spreadsheets that don't link to MTD-compatible software will not be enough. Plan ahead.
Need help with this?
Book a call and we will explain the next steps clearly.