On 1st May 2026, the Renters’ Rights Act 2025 came into force, marking the most significant reform of England’s private rented sector in a generation. The Act fundamentally reshapes how tenancies are structured, how possession can be recovered, how rents are increased, and how landlords and agents must demonstrate compliance.
For landlords, letting agents and property professionals, this is a practical challenge too. Keeping the right paperwork, storing it properly and being ready to evidence decisions will be key to staying compliant and handling any disputes that could arise.
Our article provides an overview of the key reforms, and highlights the records and their retention requirements.
A new tenancy framework: the removal of fixed terms and Section 21
From 1st May 2026:
- Assured Shorthold Tenancies (ASTs) were abolished.
- All private tenancies became open-ended assured periodic tenancies.
- Section 21 “no-fault” evictions ended for the private rented sector.
Landlords can no longer rely on tenancy expiry to regain possession. Instead, possession must be sought using specific Section 8 statutory grounds, such as rent arrears, serious anti-social behaviour, selling the property, or moving in themselves.
Landlords must be able to prove their reason for possession and poor record keeping will significantly weaken claims. Evidence of rent arrears, sale instructions, or occupation intentions should all be accurately retained.
Rent increases: the introduction of a formal process
The Act introduces a single lawful method of increasing rent, giving tenants enhanced rights to challenge excessive or above-market rent increases.
- Rent can only be increased once per year.
- Increases must be made using the Section 13 statutory process.
- A minimum of two months’ written notice is required.
- Rent review clauses in older tenancy agreements can no longer be used.
Copies of Section 13 notices, comparable market evidence supporting the rent level and any tenant correspondence or tribunal outcomes should be retained. These records may be required months or years later if a rent increase is disputed.
Mandatory tenant information: the information sheet deadline
For existing tenancies created before 1st May 2026, landlords (or managing agents) must provide the official Renters’ Rights Act Information Sheet 2026 to every named tenant by 31st May 2026.
The exact document from GOV.UK must be used and it must be issued as a hard copy or PDF attachment. Failure to comply with this can result in fines of up to £7,000.
Landlords should retain proof of issue (email logs, read receipts, postal certificates), a copy of the exact version provided and a record showing which tenants received it and when. These records will be essential if enforcement action is taken in order to prove the information sheet was issued.
Restrictions on rent in advance, advertising, and discrimination
The Act introduces a number of behavioural prohibitions aimed at protecting tenants, including a ban on rental bidding wars by preventing landlords from accepting offers above the advertised rent. It also caps rent paid in advance at no more than one month and makes it unlawful for landlords to refuse prospective tenants solely because they have children or receive benefits.
Letting agents and landlords should retain these records should they be required by the local authority, or in future, the Private Rented Sector Ombudsman:
- Property listings and advertised prices.
- Tenant selection decision logs.
- Objective affordability criteria.
- Notes showing non-discriminatory decision-making.
Pets, repairs, and property standards: evidence over assumptions
Tenants gain a statutory right to request a pet, which landlords must consider reasonably. Future phases of the Act will also extend Awaab’s Law and the Decent Homes Standard into the private rented sector, which will significantly raise property condition standards. Awaab’s Law is a UK housing law designed to protect tenants from dangerous living conditions like damp and mould. Whereas the Decent Homes Standard is a broader government benchmark that sets out the minimum quality a rented home must meet
These records should be retained, and where deadlines apply, dated records will be crucial to show compliance:
- Pet request correspondence and decisions.
- Risk assessments or insurer conditions.
- Repair reports, contractor invoices, inspection notes.
- Damp, mould, and hazard remediation timelines.
Document retention best practice:
Below is suggested guidance for key records in the private renters sector. For official advice and guidance, visit the Gov website or contact your contracted letting agency.
| Document type | Suggested retention |
| Tenancy agreements & amendments | Six years after tenancy ends |
| Rent notices & increases | Six years |
| Possession evidence | Six years after resolution |
| Safety certificates (EPC, gas, EICR) | Life of certificate + six years |
| Repair and complaint records | Six years |
| Renters Rights Act 2025 Information sheet – proof of issue to tenants | Six years |
Looking ahead: databases, ombudsman, and long term retention
From late 2026, the Act introduces a national Private Rented Sector Database and a mandatory Private Landlord Ombudsman scheme. Participation in these will require landlords to upload and maintain accurate records relating to ownership, safety certificates, and compliance history.
The Renters’ Rights Act 2025 moves private renting towards a system where decisions must be clearly justified. Decisions that were once routine, will now require documented reasoning, such as ending a tenancy, raising rent or refusing a pet.
For landlords and agents, it’s not just about understanding the requirements, but also the implementation of robust records management, consistent document retention, and clear audit trails.
Working with a trusted records management company in the property sector
At Archive-Vault, we work with many local estate agents, letting agencies and other businesses in the property sector. We’re here to help you remain compliant and support your full document lifecycle. If you’d like to explore secure document storage or discuss document scanning in more detail, we’re always happy to talk through your requirements and recommend a practical approach that fits the way your organisation works.Get in touch today by calling 01603 720722, sending a message to info@archive-vault.co.uk or sending an enquiry online.
