The Property Handover Checklist: Setting Up a New Tenancy Right

A smooth handover sets the tone for the entire tenancy. Rush it, skip steps, or forget legally required documents, and you'll create problems that compound over months or years. This checklist ensures nothing is missed.

Before the move-in date

• Deep clean: The property should be professionally cleaned (or to a professional standard). This sets the expectation for how it should be returned
• Inventory and schedule of condition: Document every room with photos. Note existing marks, wear, and the condition of all fixtures, fittings, and appliances. Have the tenant sign it
• Safety checks: Confirm all smoke alarms, CO alarms, and fire safety equipment are working
• Keys: Cut the correct number of key sets. Label each set clearly
• Utilities: Notify utility providers of the meter readings and tenancy start date. Take photos of all meters

Documents you must legally provide

In England, you must provide these before or at the start of the tenancy:

• Energy Performance Certificate (EPC)
• Gas Safety Certificate (if gas appliances are present)
• EICR (Electrical Installation Condition Report)
• How to Rent guide (current government version)
• Deposit protection details — prescribed information within 30 days of receiving the deposit

Failure to provide any of these weakens your compliance record and can complicate any later possession claim.

At the key handover

• Walk through the property together, showing the tenant how everything works
• Demonstrate the heating system, hot water controls, and any smart home features
• Show the location of the stopcock (water shut-off), consumer unit (fuse box), and gas meter
• Explain bin collection days and recycling arrangements
• Provide emergency contact details (your number or your agent's)
• Take meter readings together and both sign them
• Hand over keys and get a signed receipt

After move-in

• Protect the deposit: Within 30 days in a government-approved scheme (DPS, MyDeposits, or TDS) and serve the prescribed information
• Set up rent collection: Confirm the payment method, amount, and due date
• Register with the council: Some councils require landlords to notify them of new tenancies (especially in selective licensing areas)
• Schedule the first inspection: Book a 3-month check-in to catch any early issues

Track it all in Tendmere

Tendmere's move-in checklist tracks every step above. Tick items off as you go, upload the inventory and certificates to the document vault, and set the deposit protection deadline as a compliance reminder. Review missing evidence and outstanding work before calling setup complete.