Landlord record keeping: what to keep and why

Rent payments

For every payment, keep the tenant, the amount, the date it arrived and how it was paid. This is the record you will reach for most often, whether someone disputes a date or you want to know how a property did over the year.

Deposits

Write down the amount, the date you received it and where it is held. Keep the agreement that says when and how it will be returned. Rules for holding deposits vary a lot between places, so check yours.

Expenses

• The date and the property the cost belongs to.
• The amount and who you paid.
• A short note on what it was for.
• A photo or copy of the bill or receipt.

Logging expenses as they happen is far easier than rebuilding them at the end of the year. See how landlord expenses and reports can help.

Messages with tenants

Agreements made over chat count for something, so keep them. Save the messages where you and the tenant agreed a date, a repair or a change, or write a one-line summary in your record the same day.

Agreements and documents

Keep a copy of each signed agreement and any documents you are required to hold for your tenants. Store them somewhere safe and easy to find, and be careful with anything personal.

How long to keep them

Make it a routine

The best system is the one you actually use. Update your records the day money moves, back them up once a month and keep everything for a property in one place. Our monthly checklist for landlords turns that into a short routine.