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MTDRecognised by HMRC for Making Tax Digital
LetComplianceLandlord & property management software

Inside LetCompliance

Landlord document vault for certificates and tenancy records

Every certificate and agreement, filed against the right property.

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Recognised by HMRC for Making Tax Digital

The vault is included on every plan, from £7.99 a month for one property and £14.99 a month for up to three.

What it does

  1. 01Stores gas safety records, EICRs and EPCs against each property
  2. 02Stores tenancy agreements, guarantor agreements and deposit certificates
  3. 03Uploads up to 20 files at a time
  4. 04Reads expiry and issue dates from certificates uploaded against a compliance item, or from a folder of certificates dropped in together

Our researchin the press

When an insurer, an accountant, a council officer or a court asks for a document, the useful answer is the document, not a search of your inbox. The vault keeps certificates, agreements and deposit records against the property and compliance item they belong to, reads the dates from a certificate when you upload it, and lets you merge a set of documents into a single PDF when someone needs the lot.

01

Filed where it belongs

Choose the property, the document type and the compliance item as you upload. Browse the vault by property and type, or search by file name or address.

02

Dates read for you

Upload a gas, EICR or EPC certificate against its compliance item and the expiry and issue dates are read automatically, so the reminder is set from the document itself.

03

One PDF or one zip when you need the lot

Select up to 40 documents and merge them into one PDF for an insurer or a buyer’s solicitor, or download up to 100 as a zip, each file as it was uploaded, in a folder per property.

In the app

What it does

  • Stores gas safety records, EICRs and EPCs against each property
  • Stores tenancy agreements, guarantor agreements and deposit certificates
  • Uploads up to 20 files at a time
  • Reads expiry and issue dates from certificates uploaded against a compliance item, or from a folder of certificates dropped in together
  • Filters by property and document type, with search by file name or address
  • Merges up to 40 selected documents into a single PDF, or downloads up to 100 as a zip
  • Logs each upload in the audit trail
  • Exports your figures as an SA105 spreadsheet for your accountant

How long to keep things

The records you are expected to be able to produce

For tax, an individual landlord keeps Self Assessment records for at least 5 years after the 31 January filing deadline for the year: for 2025 to 2026, that means until at least 31 January 2032. Receipts for capital improvements are worth keeping until you have sold the property and the capital gains tax position is settled, because they reduce the gain.

Keep gas safety records for at least 2 years; many landlords keep them for the length of the tenancy and 6 years after, alongside the tenancy agreement, the deposit prescribed information and proof of what you gave the tenant, because contract claims can be brought for 6 years. Right to Rent evidence is kept for the tenancy and at least a year after it ends.

In practice

Why filing by property beats a folder of PDFs

A document is only useful if you can prove it applied to that property at that time. Filing each certificate against the property and the compliance item means the date on the certificate drives the reminder, and the record of what was current on a given day is already in one place when a question arrives months later.

Who it is for

Any landlord who has searched an inbox for a gas certificate, and especially those with several properties, a joint owner or an accountant who needs the paperwork at year end.

The law behind it

Gas Safety (Installation and Use) Regulations 1998, regulation 36 (keep records for at least 2 years). HMRC record-keeping rules for Self Assessment (at least 5 years after the 31 January deadline). Immigration Act 2014 and the Home Office code of practice (Right to Rent evidence). Limitation Act 1980 (6 years for contract claims). UK GDPR (keep personal data only as long as needed).

Written for private lets in England. Guidance, not legal advice: for a defended claim or an unusual let, take advice from a housing solicitor.

Free PDF · instant by email

Free PDF: Landlord Document Retention Schedule

How long to keep tax, safety, deposit and tenancy records in England, with the source and the reason for each. Print it and keep it with your property files.

  • Self Assessment records: at least 5 years after the 31 January deadline
  • Safety certificates, deposit and tenancy records by document
  • Capital improvement receipts: keep until the sale is settled
  • What UK GDPR means for keeping tenant data

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Questions

Frequently asked questions

Can I share documents with my accountant?

You can download any document, merge several into one PDF or a zip, and export your income and costs as an SA105 spreadsheet to send over. From Settings you can also give your accountant a read-only link to your tax figures, ledger and receipts, with no account for them to create. Professional also includes up to three read-only team seats, each with their own login: an accountant, or a partner who wants to see the portfolio. Nobody on a seat can change anything. Agency workspaces can invite someone as a read-only viewer.

Can I download everything at once?

You can select up to 40 documents and merge them into a single PDF, or up to 100 and download them as a zip, each file as it was uploaded, in a folder per property. Right to Rent copies are identity documents, so they are left out of both: open each one on its own from the property.

Does it read the certificate for me?

When you upload a gas, EICR or EPC certificate against a compliance item, the expiry and issue dates are read automatically, along with the EPC rating or the gas or EICR outcome. You choose the property and document type yourself, and check the dates before confirming. With a folder of certificates, drop them in together on the renewals page: each is read, matched to a property by its address, and nothing is saved until you confirm it.

Where do inventories and check-in reports go?

Inventories and check-in and check-out reports have their own module in LetCompliance rather than living as uploaded files in the vault.

How long should I keep landlord documents?

Self Assessment records for at least 5 years after the 31 January filing deadline, gas safety records for at least 2 years, and tenancy, deposit and service records for 6 years after the tenancy ends, which covers the period for contract claims. Keep capital improvement receipts until the sale is settled for capital gains tax.

What happens to my documents if I stop paying?

Your account moves to the free plan and your documents stay in it. If you want your data removed, you can delete your account from Settings, and the deletion is immediate, so download anything you need first.

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