First week checklist for new tenants

Why it matters

Neglecting the first week can lead to early tenant dissatisfaction, potential safety issues, and even legal challenges if statutory duties are overlooked. Poor handover procedures can complicate disputes regarding the condition of the property or utility bills later on. A smooth, compliant start minimises the risk of rent arrears, property damage, and ensures all parties understand their responsibilities, protecting the landlord's investment and reputation.

Legal requirements

• The property must be fit for human habitation from the start of the tenancy, as per the Homes (Fitness for Human Habitation) Act 2018.
• All necessary safety certificates, such as Gas Safety Record and Electrical Installation Condition Report, must be valid and provided to the tenant.
• The 'How to Rent' guide must be supplied to the tenant at the commencement of the tenancy, and this must be the latest version.
• The tenancy deposit must be protected in an authorised scheme within 30 days of receipt, and prescribed information provided to the tenant.
• The property's Energy Performance Certificate (EPC) must be given to the tenant at the earliest opportunity, usually at viewing or prior to signing.
• Ensure smoke alarms are installed on every storey and carbon monoxide alarms in any room with a fixed combustion appliance, and check they are working at the start of the tenancy.
• The tenant must be provided with a copy of the written tenancy agreement, clearly outlining terms and responsibilities.
• All keys provided must grant access to the property and any communal areas, ensuring the tenant has undisturbed possession.
• For HMOs, the licence holder must display their name, address, and telephone number in a prominent position in the house.

Common mistakes

• Failing to thoroughly test all smoke and carbon monoxide alarms on the day of move-in, leaving safety to chance.
• Not ensuring all utilities, such as gas, electricity, and water, are connected and correctly registered in the tenant's name.
• Delaying the provision of essential documents like the 'How to Rent' guide or safety certificates until after the move-in date.
• Providing an incomplete inventory or one that is not signed by both parties, leading to deposit disputes later on.
• Failing to check that the heating and hot water systems are fully functional and understood by the tenant.
• Not recording meter readings accurately on the day the tenancy commences, causing billing issues for both landlord and tenant.
• Forgetting to provide tenants with contact details for emergencies or property maintenance queries.
• Assuming the tenant knows how to operate all appliances or heating controls without demonstration or clear instructions.

Practical guidance

• Confirm all utility accounts are transferred into the new tenant's name, or that they have registered for new accounts.
• Take accurate and dated meter readings for gas, electricity, and water on the day of move-in, ideally with the tenant present.
• Verify that smoke alarms and carbon monoxide alarms are in working order on the day the tenant moves in.
• Provide the tenant with a comprehensive welcome pack including emergency contacts, appliance manuals, and local information.
• Walk through the property with the tenant, referencing the inventory and noting any discrepancies, ensuring both parties sign it.
• Confirm the tenant knows how to operate the heating system, hot water, and any provided appliances.
• Ensure all keys provided work correctly for all relevant locks, including communal entrances and gates.
• Remind the tenant of the process for reporting maintenance issues and confirm their preferred contact methods.
• Check that the tenant has received all mandatory legal documents, such as the EPC, Gas Safety Record, EICR, and 'How to Rent' guide.
• For properties with a communal bin collection, provide information on schedules and recycling requirements.

Essential Documents and Information Handover

The first week is critical for ensuring the tenant has received all legally required documents and practical information. This includes the current 'How to Rent' guide, the Energy Performance Certificate, a valid Gas Safety Record, and an Electrical Installation Condition Report. If the property is an HMO, the licence must be on display. You should also provide a copy of the signed tenancy agreement. Beyond legal necessities, a welcome pack is highly beneficial. This can contain appliance manuals, instructions for heating and hot water systems, and emergency contact details for you or your letting agent. Ensure the tenant knows how to report repairs effectively, perhaps referencing our guide on Tenant Communication Records That Protect Landlords. Clear information helps tenants settle in and reduces early queries.

Utilities and Council Tax

Managing utilities and council tax is a significant aspect of the move-in process. As a landlord, you are responsible for ensuring that all utilities, such as gas, electricity, and water, are connected and safe before the tenancy begins. During the first week, it is essential to take accurate meter readings on the day the tenancy commences, preferably with the tenant present, and provide these readings to the relevant suppliers. You must also notify the council of the new tenant's occupation for council tax purposes. While tenants are typically responsible for utility bills and council tax, facilitating the transfer of accounts helps prevent disruption and ensures services are seamless. Double-check all utilities are active and that the tenant understands how to set up their accounts.

Property Walk-Through and Inventory

A thorough property walk-through with the new tenant, guided by a detailed inventory, is paramount. This should ideally happen on the day of move-in or within the first few days. The inventory, which should include photographs or video evidence, documents the condition of the property and its contents at the start of the tenancy. Both you and the tenant should sign and date the inventory, acknowledging its accuracy. This document is vital evidence for any potential deposit deductions at the end of the tenancy. Use this opportunity to point out any quirks of the property, demonstrate how appliances work, and identify any pre-existing minor issues. Document any discrepancies the tenant raises, ideally with updated photographs.

Safety Checks and Emergency Preparedness

Ensuring the property's safety is a continuous legal obligation, but the first week demands specific attention. You must confirm that all smoke alarms on each storey and carbon monoxide alarms in rooms with fixed combustion appliances are tested and working correctly on the day the tenancy begins. Provide tenants with emergency contact numbers for urgent repairs, including out-of-hours contacts. Explain the location of the stopcock, fuse box, and gas meter. This practical knowledge empowers tenants to react appropriately in minor emergencies, potentially preventing more significant damage to the property. Reviewing the fire escape routes and any specific safety instructions, particularly for HMOs, is also a good practice.

Regional Differences: Scotland, Wales, and Northern Ireland

While many core principles for the first week checklist apply across the UK, landlords must be aware of devolved legislative differences. In Scotland, different tenancy regimes apply, such as the Private Residential Tenancy, which has its own specific notice periods and rules. Deposit protection schemes also vary; Scotland uses schemes like MyDeposits Scotland, SafeDeposits Scotland, and Letting Protection Service Scotland. In Wales, specific legislation such as the Renting Homes (Wales) Act 2016 introduced new tenancy types and obligations for landlords, including the provision of a written occupation contract. Northern Ireland also has its own distinct regulations regarding tenancy deposits and property standards. Landlords should consult the relevant government guidance for their specific region to ensure full compliance, as failure to do so can result in penalties.