Move-In Checklist for UK Landlords: Everything to Do Before Your Tenant Moves In

Move-in day is crucial. It’s your last chance to document the property condition, establish what’s included, verify your tenant is who they say they are, and protect yourself against future disputes.

1. Finalise and Sign the Tenancy Agreement

Your tenancy agreement should already be signed before move-in day. Don’t let the tenant in without a signed agreement. Check it includes: property address, tenant’s full name, rent amount and payment terms, deposit amount and scheme, start and end dates, landlord and tenant responsibilities, notice period, right of access clauses, prohibited activities, utilities and council tax responsibility.

2. Protect the Deposit (Within 30 Days)

England/Wales: TDS, DPS, or mydeposits. Scotland: SafeDeposits Scotland. Northern Ireland: NIPTS.

Move the deposit into the scheme. Get a certificate. Give prescribed information to the tenant within 30 days. If you don’t, the tenant can claim three times the deposit amount in court.

3. Create an Inventory and Condition Report

Room-by-room list, fixtures and fittings, condition of each item, photos or video (date-stamped), meter readings, and keys. Share a copy with the tenant for sign-off.

4. Record Meter Readings

Gas, electricity, and water — read all meters on move-in day. Record the reading, date, time, reference number, and take a photo.

5. Right to Rent Check (England Only)

Request passport, visa, BRP, or Settled Status certificate. Check the document is genuine. Photocopy and keep on file. Fine for non-compliance: up to £20,000.

6. Provide the Prescribed Information Letter

Within 30 days: landlord’s details, deposit scheme details, grounds for eviction, tenant’s rights.

7. Notify Utilities and Council Tax

Inform electricity, gas, and water suppliers. Notify the local authority for council tax.

8. Check Smoke and Carbon Monoxide Alarms

Working smoke alarm on every level. CO alarm if gas boiler, cooker, or solid fuel appliance. Test and document before move-in.

9. Set Up Rent Payment Method

Standing order preferred. Set the due date clearly in writing.

10. Establish Communication Channels

Email, WhatsApp, or a landlord-tenant communication app. Written records are evidence; unrecorded phone calls aren’t.

11. Explain Tenant Responsibilities

Report repairs promptly. Normal wear and tear expected. Inspections twice per year with notice. Council tax and utilities are their responsibility.

12. Provide Your Complaints Procedure

Contact details, how to complain, target response time, escalation process.

Move-In Day Checklist

Before keys: Tenancy agreement signed, deposit received and confirmed, deposit protected, prescribed info prepared, inventory completed, photos taken, meter readings recorded, right to rent check done, alarms tested, rent method confirmed, council tax notified, utilities notified, communication channels explained.

Within 30 days: Prescribed info letter sent, deposit certificate filed, inventory signed by both parties, meter readings filed, right to rent docs filed, alarm test records filed.

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