Build the property master file
Before marketing the property, collect the documents that establish who may let it and what is being offered. The purpose is not to accumulate paperwork, but to answer checks quickly and accurately.
- Proof of ownership or authority to let the property.
- Land Registry and cadastral details needed to identify the asset.
- Energy performance certificate where required.
- Relevant building-community information, policies, warranties and maintenance contacts.
Prepare evidence for the listing
The listing should reflect the property as it actually is. Size, rooms, equipment, included costs, availability and commercial terms should all be verifiable.
- Updated property specification.
- Current photographs and an accurate inventory of furniture and equipment.
- Clear explanation of utilities, service charges and other recoverable costs.
- Real availability and intended contract duration.
Separate the agreement, schedules and receipts
The tenancy agreement sets the legal framework. Schedules should record details that are better evidenced separately, such as the inventory, condition report, keys and meter readings.
- Current version of the tenancy agreement.
- Signed or accepted inventory and condition report.
- Handover record, key log and meter readings.
- Deposit receipt and evidence of any required regional lodging procedure.
Protect applicant data and close the filing loop
Applicant screening involves personal data. Define what is necessary, why it is required, who can access it and how long it will be retained. After signature, keep incidents, authorisations, invoices and relevant communications in the same file.
- Use a secure documentation channel.
- Request only information proportionate to the decision.
- Restrict access to people involved in assessment or contracting.
- Archive or delete rejected applications when there is no lawful reason to retain them.
Document checklist before marketing
- Authority to let the property has been verified.
- Property specification and equipment list are current.
- Energy documentation has been reviewed where applicable.
- The intended contract model has been validated.
- Inventory and handover record are ready.
- Deposit and regional filing process have been identified.
- A secure applicant-data channel is in place.
- A filing owner and review date have been assigned.
Questions about this decision
Do I need every document before publishing the listing?
The essential documents should be ready and any remaining items should have a clear owner and deadline. Publishing without this preparation can delay contracting or force changes later.
Does the inventory replace the tenancy agreement?
No. It complements the agreement by recording furniture, equipment and condition, and should be linked to the same file.
Can I retain full identity-document copies for every applicant?
Collection should be necessary and proportionate. Identity can often be verified without retaining a full copy for every applicant.
Official references
Requirements may change. Always review the current source and its application to the specific case.