A First Time Landlord Checklist: The Ultimate Guide for First Time Landlords in 2026

Taking your first steps as a landlord can be both exciting and daunting. With over 160 Acts of Parliament or regulations placing obligations on landlords, knowing where to start is not always straightforward particularly if you have become an "accidental landlord" through inheriting a property or moving in with a partner. This checklist walks you through every stage, from preparing your property to ending a tenancy. For further first time landlord guidance, visit the NRLA Landlord Starter Pack. 

What is a checklist for landlords?

A landlord checklist is a structured guide covering the legal, safety and administrative tasks you need to complete at each stage of a tenancy. It addresses four key stages: preparing the property, finding tenants, managing the tenancy, and ending it correctly. Failing to meet certain obligations can result in fines, loss of your right to serve possession notices, or prosecution. The NRLA provides an online new tenancy checklist to help you keep everything in order. 

Step 1: Preparing to find tenants

Getting everything right before marketing is crucial to a successful tenancy. Tasks at this stage fall into legal and safety checks, property condition checks, and otherr administrative work.  

Legal & Safety Checks

You have a number of legal responsibilities to meet before letting your property. Failure to obtain the required certificates can lead to fines or prosecution. 

Energy Performance Certificate (EPC)

Unless your property is exempt, you must have an EPC for the property rated A to E. Properties rated F or G normally cannot be let unless you qualify for and register an exemption. See the NRLA guide to EPCs for the latest information as there are ongoing consultations in this area. 

Gas Safety Certificate

Gas installations must be checked annually by a Gas Safe registered engineer, with a copy of the certificate provided before the tenant moves in, and for every subsequent check. Non-compliance is a criminal offence carrying fines of up to £6,000 or imprisonment. See the NRLA guide to Gas Safety. 

Electrical Installation Condition Report (EICR)

Electrical installations must be inspected every five years by a qualified electrician, with the report provided to tenants. See the NRLA guide to Electrical Safety. 

Smoke and Carbon Monoxide Alarms

Fit at least one smoke alarm on every storey which is used as living accommodation and a carbon monoxide alarm in every room with a fuel-burning appliance, except for rooms where there is only a gas cooker. All must be confirmed working on the day the tenancy starts. Fines of up to £5,000 apply. See the NRLA guide to Smoke and CO Requirements. 

Fire Safety

Comply with the Furniture and Furnishings (Fire Safety) Regulations if providing furniture. Properties with communal areas also require a fire risk assessment. See the NRLA Fire Safety guidance. 

Legionella Risk Assessment

Assess and control the risk of Legionella bacteria in your water system. Most properties are low risk but assessments should still be carried out. See the NRLA guide to Legionella. 

Fitness for Human Habitation

Your property must be fit for human habitation at the start of the tenancy and maintained throughout. See the NRLA Property Conditions Checklist. 

Property Condition Checks

Beyond certificates, ensure the property is ready for occupation. Deep clean the property and keep receipts if you intend to make deposit claims later. Test all appliances, heating and hot water systems. Confirm utilities are connected and provide supplier details to the incoming tenant. Inspect the structure, exterior, drains, gutters and pipes, and complete any outstanding repairs before the tenancy begins. 

Further Administrative tasks

• Landlord insurance: Standard home insurance does not cover rental properties, arrange specific landlord cover and consider rent guarantee insurance.  
• Change the locks between tenancies.  
• Prepare an inventory and schedule of condition, without one, successful deposit claims are extremely unlikely. The NRLA provides an inventory template for members.  
• Prepare a GDPR privacy notice: This is a required document explaining how you will handle the personal data of prospective tenants. 
• Understand your tax obligations: Making Tax Digital applies from April 2026 for landlords earning £50,000+. See the NRLA guide to Making Tax Digital. Budget for maintenance and void periods, and decide whether to self-manage or use a letting agent. 

Step 2: Finding & vetting tenants

With your property compliant and ready, the next stage is finding the right tenant.

Marketing and Referencing Tenants

You should provide clear, accurate information when advertising, that includes enough information for tenants to make an informed choice. Ask screening questions before viewings to identify applicants who can afford the rent, plan to stay long term, and can provide references. See the NRLA resources on Marketing Your Tenancy and Questions to Ask Before a Viewing. 

Screening Tenants

Referencing is not legally required but is one of the most worthwhile steps you can take. Checks typically include credit history, proof of income (including any benefits they are entitled to), employer references, identity verification, and a previous landlord reference. Apply the 30x rent rule for affordability: multiply the monthly rent by 30 and compare against the tenant's annual salary. See the NRLA guide to Referencing Your Tenant. 

Preventing rental discrimination

When vetting your tenants you must ensure that you do not discriminate against them based on a number of factors. Some of these come from the Equality Act 2010 and are known as protected characteristics, meaning you shouldn’t discriminate against someone based on: 

• Disability 
• Gender 
• Sex 
• Sexual Orientation 
• Marriage and Civil Partnership 
• Race 
• Religion 
• Pregnancy 

Age is also a protected characteristic, but you can discriminate based on age when it comes to letting a property. 

Under the Renter’s Rights Act, you must also ensure that you do not discriminate based on: 

• Whether or not someone has children 
• Whether or not someone is in receipt of benefits 

Please note that these rules also apply in Wales. Head to our guide for more guidance on how to avoid rental discrimination 

Holding deposit

While you are referencing prospective tenants you should take a holding deposit so they can secure the property. Holding deposits are limited to one week's rent, and you may have to return it if the tenancy doesn’t go ahead. See the NRLA guide and templates for taking a holding deposit for further information. 

Step 3: Before you sign the agreement

Security deposit

If you decide to go ahead with the tenancy, ask the prospective tenant to provide you with a separate security deposit – usually up to a maximum of 5 weeks rent – before signing the tenancy. Protect this in a Government-approved scheme within 30 days of receipt and provide the scheme’s prescribed information. See our guide to Deposit Protection. 

A written tenancy agreement

A well drafted tenancy agreement protects you by setting out your, and the tenants, obligations clearly.  As part of the Renters’ Rights Act 2025 you are required to provide a written statement of terms to your tenant and the easiest way to do this is incorporating it into your written agreement.  

Make sure you give a copy of your terms to the prospective  tenant, giving them time to read it and understand what is expected of them before they sign. Members can download our tenancies for free from our   assured periodic tenancy page.  

Right to Rent Checks

You must verify the right to rent status of all prospective occupiers aged 18+ before signing the tenancy agreement. Failure to comply can result in fines or imprisonment. Retain document copies throughout the tenancy and for one year after the tenant leaves. See the NRLA guide to Right to Rent. 

Decide whether you want a guarantor

Guarantors agree to pay you the rent or any damages if your tenant fails to. They can be extremely helpful for offsetting risks to you as a landlord and mean you can let to a wider selection of tenants. If you want to take a guarantor, you should reference them and obtain their agreement to be a guarantor before granting the tenancy. Our guarantor agreement templates and guidance are available here.   

Step 4: Move-in day checks & ongoing management

Key Document Provision

At the start of the tenancy, you must provide: a valid Gas Safety Certificate, the current EPC, a current EICR, confirmation of working smoke and CO alarms, and confirmation of deposit protection with prescribed information. Provide a signed tenancy agreement and a welcome letter. See the NRLA tenancy information form page which helps you prove you have done all this.  

Ongoing Tasks

Schedule regular mid-tenancy inspections, giving at least 24 hours' notice, to identify maintenance issues, check alarms, and gather evidence for any deposit claims. Respond to repair requests promptly — you are responsible for the structure, exterior and installations. Maintain open communication with your tenant throughout the tenancy. See the NRLA guides to Mid-Tenancy Inspections and Managing Your Tenancy. 

Step 5: Ending a tenancy

Conduct a check-out inspection on the final day, ideally with the tenant present, comparing the property against your original inventory. Agree deposit deductions and return the balance through the protection scheme. Note that the Renters' Rights Act 2025  has abolish Section 21 notices from 1st May 2026, landlords will then need to rely on Section 8 possession grounds. See the NRLA ending a periodic assured tenancy hub and Renters' Rights Hub for up-to-date guidance.  

For ongoing support, NRLA members receive access to an expert advice line, downloadable resources, tenancy templates, and exclusive discounts.  

First time landlord checklist FAQs

What checks do I need to do as a landlord?

You must obtain a Gas Safety Certificate (annually), an EICR (every five years), and an EPC rated A–E. Fit and test smoke and CO alarms before the tenancy starts. Carry out a Legionella risk assessment, ensure fitness for human habitation, and complete right to rent checks on all occupiers aged 18+. See the NRLA Property Conditions Checklist. 

What is the 30x rent rule?

The 30x rent rule is an affordability test: multiply the monthly rent by 30 — if the result equals or is less than the tenant's annual salary, the rent is considered affordable. For example, £1,000 per month requires a minimum annual salary of £30,000. Some insurance providers set their own criteria. See the NRLA guide to Referencing Your Tenant. 

What do I need to provide as a landlord?

At the outset of the tenancy, provide: a Gas Safety Certificate, EPC, EICR, the "How to Rent" checklist, confirmation of working alarms, and deposit protection with prescribed information. You should also provide a tenancy agreement, GDPR privacy notice, and welcome letter. See the NRLA tenancy information form.