The complete guide for preparing to let your property

The complete guide for preparing to let your property

Preparing your property for rental requires a significant investment of time, effort, and money. However, it's crucial to ensure that everything is in order right from the start. By doing so, you will attract suitable tenants, avoid post-move-in issues, and maximise your return on investment. Read our complete guide here.

Preparing your property for rental requires a significant investment of time, effort, and money. However, it's crucial to ensure that everything is in order right from the start. By doing so, you will attract suitable tenants, avoid post-move-in issues, and maximise your return on investment.

Getting all the necessary elements in place for renting out a property may seem daunting and legally complex. To simplify the process, we have compiled a comprehensive guide that covers all the essential points. Renting out a property involves adhering to more than 168 laws, along with over 400 rules and regulations. If you're new to this, it's advisable to consider employing a qualified letting agent who possesses the legally required client money protection through a government-approved scheme like Client Money Protect. Additionally, ensure that the letting agent is a member of a government-approved redress scheme such as the HFIS group's Property Redress Scheme.

Before you proceed with renting, we recommend reading our two ultimate guides that will assist you in complying with all the necessary laws and regulations for landlords in the UK, including those related to taxes.

Keep in mind that the regulations for letting properties differ significantly in Scotland, England, Wales, and Northern Ireland. The information provided primarily pertains to England, so if you're renting elsewhere, please verify any differences specific to other countries.

Our comprehensive guide covers various topics ranging from landlords' legal responsibilities to carrying out repairs and creating a welcome pack. It includes information on:

  • Legal responsibilities of landlords
  • Gas safety regulations
  • Electrical safety regulations
  • Fire safety regulations
  • Legionella risk assessment
  • Energy Performance Certificate requirements
  • Right-to-rent check requirements (for landlords with property in England)
  • Tenancy deposit protection requirements
  • 'How to Rent' checklist
  • Landlord's responsibilities regarding repairs
  • Considerations for HMO Landlords
  • HMO fire regulations
  • New Fire Safety Regulations for multi-occupied buildings (starting from January 23, 2023)
  • Treating damp and mould
  • Decorating tips for landlords
  • Importance of cleaning rental properties
  • Preparing the garden in a rental property
  • Significance of providing a tenant welcome pack
  • Arranging landlord insurance

For basic rules, guidance, and support on renting out a property and understanding your legal responsibilities as a landlord, you can refer to the 'Renting out your property' guide available on GOV.UK.

What are the legal obligations of a landlord when preparing a property for rental?


As a landlord, your primary responsibility is to ensure the safety and well-being of your tenants by maintaining a rental property that is free from health hazards. This entails ensuring that the property meets the standards set by the Homes (Fitness for Human Habitation) Act 2018 and is in a safe and habitable condition. It is essential to promptly address any necessary repairs and ensure that gas and electrical systems adhere to specified safety regulations. For detailed information on providing a safe rental home, please refer to our article.

Local councils utilise the Housing Health and Safety Rating System (HHSRS) to evaluate the safety of properties within their jurisdiction. It is crucial to note that if you fail to adequately maintain your property, your local council can impose fines of up to £30,000 without needing to pursue legal action. To learn more about avoiding landlord fines, we have provided valuable insights in our blog.

Below are the specific obligations that you must comply with as a landlord to legally rent out your property to a tenant:

Gas safety regulations for landlords

When letting a property in the UK that has gas appliances, you have three primary legal responsibilities:

  1. Arrange for an annual gas safety check to be conducted on each appliance and flue by a Gas Safe registered engineer.
  2. Maintain a record of Gas Safety certificates and provide copies to your tenants as required. This includes providing new tenants with a copy of the current certificate before the tenancy begins.
  3. Carry out necessary maintenance and repairs to ensure the gas pipework, flues, and appliances remain in a safe condition.

It's important to note that if a tenant refuses access to gas inspections, you cannot enter the property without their agreement since it is their home.

Non-compliance with gas safety regulations not only puts your tenants' lives at risk but also results in severe penalties. Therefore, it is crucial to fulfil these obligations correctly.


Electrical safety regulations for landlords

In England, landlords have a legal obligation to ensure the safe installation and maintenance of the property's electrical system and all supplied electrical equipment throughout the tenancy.

The entire electrical installation must be inspected and tested by a qualified and competent professional at least once every five years. However, if the previous report recommended an earlier inspection, it should be conducted accordingly. Similar to the gas safety certificate, it is mandatory to provide new tenants with a copy of the current Electrical Installation Condition Report (EICR) before they move in.

For detailed information on electrical safety standards in the private rented sector and landlords' responsibilities, you can visit GOV.UK.

Fire safety regulations for Landlords

As a landlord in the UK, it is your legal duty to ensure that the accommodation you provide is fire safe. Therefore, before renting out a property, it is important to conduct a thorough fire risk assessment. This assessment involves carefully examining the property, identifying potential fire hazards, and considering factors such as access to escape routes in the event of a fire.

Once the assessment is complete, you have the following legal responsibilities:

  1. Install and regularly test smoke alarms and carbon monoxide alarms: A smoke alarm should be fitted on each floor of the property, and a carbon monoxide alarm should be installed in any room containing a solid fuel-burning appliance, gas-fired boiler, or oil-fired boiler.
  2. Ensure that all supplied furniture and furnishings meet fire safety standards and carry appropriate manufacturers' labels confirming compliance with relevant requirements. Typically, these labels will indicate successful completion of 'match' and 'cigarette' tests.
  3. Although fire extinguishers are only mandatory in multi-occupancy buildings, you may choose to provide one regardless of the property type.

Furthermore, additional fire safety regulations apply to multi-occupied buildings, such as Houses in Multiple Occupation (HMOs) or flats in purpose-built blocks.

Legionella risk assessment

Legionella bacteria can thrive in water systems with temperatures between 20 and 45 degrees Celsius, along with certain nutrients. In residential properties, this can occur in water storage units or other artificial hot and cold water systems.

Exposure to Legionella bacteria through inhalation can lead to Legionnaires' disease, a potentially severe form of pneumonia that can be fatal. Therefore, it is crucial for landlords to ensure that their tenants are not exposed to this risk.

While landlords have a responsibility to assess the risk of Legionella exposure, the Health and Safety Executive does not require a comprehensive and detailed assessment. This is because the risk is generally low in occupied properties where hot and cold water systems are regularly used, ensuring water circulation. Moreover, if your rental property has electric showers and a combination boiler, the risk is further reduced as water is not stored.

To minimise the risk of Legionella bacteria formation, here are some key steps you can take:

  1. Flush the water system between tenancies.
  2. Remove any redundant pipework.
  3. If you have a hot water cylinder, ensure the water is stored at a temperature of 60°C.
  4. Regularly check the water temperature during property inspections.

By implementing these measures, you can effectively mitigate the risk of Legionella bacteria and safeguard the health and well-being of your tenants.

Energy Performance Certificate Requirements for Landlords

According to the Domestic Minimum Energy Efficiency Standard Regulations (MEES), it is a legal requirement for privately rented properties to achieve an Energy Performance Certificate (EPC) rating of E or higher in order to be let. Before the start of the tenancy, landlords must provide tenants with a copy of the EPC.

It is important to note that this minimum standard is set to increase to a rating of C by 2028. Therefore, if your property currently has a rating of D or below, it is advisable to start considering ways to improve its energy efficiency.

Right to rent checks for landlords with property in England

Prior to commencing a new tenancy in England, it is essential for landlords to conduct Right to Rent checks on all prospective tenants who are 18 years old or above. These checks verify their legal eligibility to rent residential property in the country. It is important to note that this requirement applies to all individuals residing in the property, regardless of whether they are named on the tenancy agreement. This includes family members or carers, for instance.

It is crucial to understand that failure to carry out proper Right to Rent checks can result in penalties, including fines and, in severe cases, even imprisonment if someone is discovered to be residing in the country illegally.

For detailed guidance on conducting Right to Rent checks for both non-UK nationals and British or Irish applicants, you can visit the government website.

Tenancy deposit protection requirements for Landlords

If you are preparing to rent out your property under an assured shorthold tenancy that commenced after 6th April 2007, it is mandatory to protect your tenant's deposit by enrolling it in one of the government-approved tenancy deposit protection schemes, such as mydeposits, which is affiliated with the HFIS group. You have two options for compliance:

  1. Transfer the deposit funds to the chosen scheme (custodial).
  2. Retain the deposit funds and secure insurance with the scheme (insured).

Within 30 days of receiving the deposit, you or your letting agent must register it with the designated scheme. This ensures that the deposit is safeguarded and subject to proper dispute resolution procedures.

The 'How to Rent' rental property checklist

Landlords are obligated to provide tenants with the most recent edition of the Government's 'How to Rent' checklist at the start of a tenancy. If there have been any updates to the contents, the checklist must also be provided upon renewal.

This checklist serves as a valuable resource, offering guidance to both tenants and landlords regarding their rights and responsibilities. It covers important aspects such as pre-rental considerations, living in a rented property, the end-of-tenancy process, and steps to take if any issues arise.

You have the option to either email the checklist to your tenant or provide a printed copy. However, if you choose to provide a hard copy, ensure that you download it directly from the official government website to ensure you are using the most up-to-date version.

Failure to supply the checklist to your tenant or providing an outdated version may render any subsequent Section 21 eviction notice invalid. Therefore, it is crucial to adhere to this requirement to ensure legal compliance.

Repairs - Landlord's Responsibilities

Landlords have a crucial obligation to ensure that their rental properties are fit for habitation at the start of a tenancy and maintained in good condition throughout the lease period. To understand the specific requirements for your property, refer to our comprehensive guide, 'Are you compliant with the Homes (Fitness for Human Habitation) Act 2018?'.

When preparing your property for rental, it is essential to ensure that it meets the necessary safety standards mandated by law. This may involve conducting repairs before the property can be rented out. It is advisable to carry out thorough repairs while the property is vacant, as making significant repairs once tenants have moved in can be highly inconvenient.

As a landlord, you bear the responsibility for:

  • Repairs to the structure and exterior of the property, including the roof, chimneys, walls, guttering, and drains.
  • Ensuring that water, gas, and electricity supply equipment is maintained in safe working order.
  • Maintaining working sanitary fittings such as basins, sinks, baths, and other facilities.
  • Providing adequate heating and hot water; refer to our guide, 'Boilers, heating, and hot water: What are landlords' legal responsibilities?' for more information.
  • Taking responsibility for any damage caused while attempting repairs.

It is important to note that dampness and mould are common issues that can arise during and at the end of tenancies. Taking preventive measures to address these problems when preparing your property for rental, and assisting tenants in preventing dampness and mould, is crucial.

What HMO Landlords Should Know When Preparing Their Property for Renting


If you plan to rent out a property that qualifies as a House in Multiple Occupation (HMO), there are specific factors you need to consider. An HMO is defined by two criteria:

  1. The property is occupied by at least three tenants who form more than one household.
  2. The tenants share toilet, bathroom, or kitchen facilities.

The legal regulations surrounding HMOs are more intricate compared to properties rented to a single household. Additionally, the government aims to enhance standards in HMO properties, making it increasingly likely that your HMO will require a license. Currently, any HMO with five or more occupants falls under the mandatory national licensing requirements.

We strongly recommend contacting your local authority if you intend to let the property as an HMO. They possess the authority to impose their own set of license conditions, which may vary from one area to another. It is crucial to note that failure to obtain an HMO license when required is a criminal offence.

HMO Fire Safety Regulations


When preparing an HMO property for rental, it is crucial for landlords to have a comprehensive understanding of fire legislation, as the requirements are significantly stricter for HMOs.

For instance, in an HMO, the following are legally required:

  1. Interconnected, mains-powered smoke alarms: There should be one on each floor and one in each individual 'unit' (e.g., bedroom or bedsit).
  2. A heat alarm and fire blanket in the kitchen.
  3. At least one fire extinguisher on each floor.
  4. Fire doors to safeguard escape routes.

The Fire Safety Advice Centre provides a list of specific fire safety requirements for HMOs. However, it is advisable to consult with a local fire safety office and request a visit to your property. They can offer tailored advice on the necessary measures to ensure compliance with the law and maximise the safety of your tenants.

Updated fire safety regulations for multi-occupied buildings starting from 23 January 2023


In addition to the aforementioned fire safety measures, new regulations have been implemented as of January 2023 for all multi-occupied buildings. This includes properties with two or more domestic premises and shared areas (e.g., hallways or stairwells) that residents must pass through in case of an emergency. This applies to properties such as HMOs and flats in blocks.

For flats in buildings exceeding 11 meters in height, the regulations are complex, and it is advisable to seek specialist advice. However, for HMOs and flats in buildings with four storeys or less and a height of fewer than 11 meters, the new rules are relatively straightforward:

  • A "Responsible Person" must be appointed for the building, which can be an individual or an organisation such as the managing landlord, agent, or residents' management company. The Responsible Person is responsible for fulfilling specific fire safety duties, including: Displaying fire safety instructions in a clearly visible area of the building.
  • Providing information to residents about fire doors, particularly the entrance doors to individual flats.

For detailed information on the duties of the Responsible Person, refer to the government website.

Tips for Landlords on Decorating Rental Properties


When it comes to decorating a property for rental, there are some key considerations to keep in mind. Unlike decorating your own home, the goal is to create a neutral canvas that allows prospective tenants to envision making the space their own. Additionally, a well-presented property is more likely to attract quality tenants who are willing to pay a higher rent. Consider the following tips, which generally apply to most situations:

  1. Opt for a consistent shade and brand of neutral paint in a durable satin finish throughout the majority of the property. This approach is cost-effective, easy to touch up, clean, and maintain compared to wallpaper or multiple paint finishes. In moisture-prone areas like the kitchen and bathroom, it is advisable to use moisture and steam-resistant paint.
  2. While wood or laminate flooring is easier to clean and maintain, tenants often prefer carpets in bedrooms. Choose a carpet that is resistant to showing dirt and invest in good quality, as cheap carpets won't last long in a rental property.
  3. If you have the opportunity to renovate the bathroom, consider investing in good quality, plain white sanitaryware and a reliable shower, as it is a must-have for tenants. It can be helpful to ensure that the shower's internal components are accessible without removing tiles for future repairs. Fully tiling the walls and floor creates a stylish look and facilitates easy cleaning. Alternatively, explore the option of fitting panels, which can be cheaper and easier to clean than tiles when installed by experts. Remember to reseal around sinks and shower trays and address any mould issues between tenancies.
  4. Focus on practicality in the kitchen by choosing durable and high-quality materials. Invest in sturdy base units, plain cupboard doors with strong soft-close hinges, and countertops that resist marks. Ideally, select base units that allow for future replacement of doors and work surfaces without the need to renovate the entire kitchen. Avoid integrated appliances, as they tend to be more expensive and challenging to fix.

Remember not to go overboard with extravagant designs. The goal is to create a clean and presentable property that appeals to a wide range of tenants and is easy to maintain without incurring excessive costs.

The Significance of Cleaning Your Rental Property


Maintaining high cleaning standards is crucial when preparing your property for rent. A spotless property is more likely to attract reputable tenants, while tenants themselves are inclined to respect and take pride in a clean living environment.

It is the responsibility of the tenant to return the property in the same condition at the end of the tenancy, accounting for normal wear and tear. Therefore, investing time and effort at the beginning of the tenancy to present the property in the desired condition can help set expectations for its upkeep throughout the lease.

Remember to conduct a thorough inventory, complete with written descriptions and photographs of the property. An inventory serves as essential documentation to substantiate any damage claims when it comes to returning the security deposit.

Preparing the Garden in a Rental Property


When getting your home ready for rent, it's essential to ensure that the garden is well-maintained, tidy, and free from debris before your tenants move in. A visually appealing garden can greatly enhance the attractiveness of your property during the advertising phase.

Garden-related issues often lead to disputes between landlords and tenants. To avoid such conflicts, it's crucial to establish clear expectations regarding garden maintenance in the tenancy agreement from the very beginning. Typically, tenants are responsible for basic upkeep, such as weeding and lawn mowing, while landlords take care of larger shrubs and trees.

To simplify matters for both you and your tenants, consider designing a low-maintenance garden with slow-growing, drought-tolerant shrubs and incorporating hard landscaping elements. Additionally, ensure that any gardening equipment you provide is in good working condition and stored securely in a locked outbuilding or shed.

The Significance of Creating a Tenant Welcome Pack


As you prepare your property for rent, it is vital to compile a comprehensive and well-crafted welcome pack, which serves as one of the final steps in the process. This pack plays a crucial role in making a positive first impression and establishing a healthy relationship with your tenants.

The tenant welcome pack should encompass the following key components:

  1. Essential legal and administrative documents, including the tenancy agreement and inventory.
  2. Copies of up-to-date gas safety, electrical safety, and energy performance certificates.
  3. Instruction manuals for any provided appliances.
  4. Emergency contact details for prompt assistance.
  5. Housekeeping advice, such as guidelines for preventing dampness and mould and safeguarding the property from damage.

By preparing a well-structured tenant welcome pack, you demonstrate your commitment to ensuring a smooth and comfortable living experience for your tenants while fostering a positive landlord-tenant relationship.

Securing Landlord Insurance for Peace of Mind


In your journey of preparing your house for rent, one crucial step that should not be overlooked is arranging landlord insurance.

While it may not be legally mandated, standard home insurance policies do not adequately protect you against the elevated risks associated with buy-to-let properties, such as malicious damage or loss of rental income. Moreover, mortgage lenders typically require landlords to have specialist insurance coverage. Therefore, obtaining landlord insurance is an essential aspect of preparing your property for rental.

By arranging landlord insurance, you safeguard your investment and mitigate potential financial setbacks. Prioritising this aspect ensures you can navigate the rental landscape with confidence and peace of mind.


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