How to Check In a Tenant

16 July 2023

Tenants must have returned their signed tenancy agreement and funds must be cleared prior to checking in. On the day the tenancy begins, tenants must have access to the property and all necessary documents. When handing over documents, it is a good idea to get tenants to sign for receipt of them. If a tenant brings either the rent or deposit in cash to the office, rather than paying directly to the bank account, they must also be issued with a receipt.


Each tenant should receive a full working set of keys; the details of which should be included in the inventory. They may be photocopied as a visual record.

Check In & Inventory

It is best practice to arrange for the tenant to be checked into the property, walked around it and to agree the contents of the inventory (which documents all movable items and fixtures and fittings) and schedule of condition (which relates to the physical fabric of the property). The tenant may be given the inventory to check through, sign and return themselves within a specified timeframe. The landlord should be sent a copy of both, with a copy of the check in report.

Tenant Information Sheet/ Pack

This contains details of who to contact if there are any problems with the property and what to do in an emergency both in and out of office hours.

Tenancy Agreement

A copy of the original agreement signed by the landlord must be supplied to the tenant. A copy of the original agreement signed by the tenant should be given to the landlord. A photocopy should be kept for the agent’s records.

Gas Safety Record & EPC

Each tenant should be given a copy of the gas safety record for safekeeping. An EPC must be given to the tenant free of charge before the tenancy starts.

Standing Order Mandate

The standing order mandate should include the bank details of the agent or landlord, the amount to be paid, the start date and frequency of payment. It should be addressed to the tenant’s bank. Either the tenant or the agent may take responsibility for forwarding the mandate to the bank, depending on the terms and conditions of the business.

At the start of a tenancy, the landlord should be given the relevant information and documents and reminded of their statutory obligations relating to gas, electric and fire safety. They should be sent a rental statement detailing money received, fees deducted and any float retained for repairs.

Utilities (Gas, Electric, Water/ Sewage Supplies)

The agent usually informs utility providers of a change of occupant although it may be that the tenancy agreement requires the tenant to do so. It is good practice to take metre readings (often captured by photograph) with the incoming tenant and these should be provided to the relevant utility provider.

Agents cannot transfer user names for telephone lines as information must be provided by the user. The agent should write to the local council tax department updating them of the new tenancy.

The outgoing occupants name and forwarding address should be provided where necessary and where they have given authority for their new address to be shared.

Within the estate agency, relevant people and departments should be informed of the new tenancy details.

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This is article is published by Domus Estate and Letting Agency Software.

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