Nearly a third of private renters in England move into a property without having seen a valid gas safety certificate beforehand, according to data from the Department for Levelling Up, Housing and Communities. That means hundreds of thousands of households start a tenancy each year without knowing whether their boiler or gas appliances have been checked for leaks or carbon monoxide risks. It is one of those steps that feels easy to skip when you are excited about a new place, but it can have serious consequences.
I have been writing about renting in the UK for long enough to notice a pattern. The same problems come up again and again — deposits not returned, repairs not done, tenancies that feel unstable from day one. Almost all of them trace back to things that could have been checked before the keys changed hands. The good news is that the steps are straightforward once you know what to look for. Here is what you actually need to know.
What You Need To Check Before Signing Anything
Most private renters in England have what is called an Assured Shorthold Tenancy (AST).
Your tenancy agreement should state the correct start and end dates, the rent amount, and the deposit details. If anything looks off, ask for it to be corrected before you sign. I would not hand over a deposit until I had written confirmation of which scheme it would be held in. That single piece of paper is what protects your money when you move out.
Why Getting The Paperwork Right Matters More Than You Think
If your landlord fails to protect your deposit within 30 days, you can take them to court and potentially receive compensation of up to three times the deposit amount. That is not a loophole — it is the law under the Housing Act 2004. But you can only enforce it if you have proof of the payment and the scheme details.
Consider this scenario. You move into a flat in Manchester, pay a £1,200 deposit, and never hear about the protection scheme. Eight months later, you give notice and the landlord claims there is damage to the carpet. Without the deposit protection certificate, you have no automatic right to dispute it through the scheme’s free resolution service. You would have to go to court instead, which takes time and money.
The rules differ slightly across the UK. In England, the deposit cap is five weeks’ rent for properties with an annual rent under £100,000. In Scotland, the cap is two months’ rent, and the scheme is run differently. If you are renting in a new city, it is worth checking the local rules. I have seen tenants lose money simply because they assumed the rules were the same everywhere.
Where People Go Wrong Before Moving In
Most problems are avoidable. The mistakes tend to fall into a few predictable categories, and they all stem from the same thing — not asking for documents before handing over money.
Skipping the inventory check
An inventory is a detailed list of the property’s condition and contents at the start of your tenancy. Without one, you have no proof of what the flat looked like when you moved in. If the landlord later claims there is a stain on the carpet or a scratch on the worktop, it is your word against theirs. The solution is simple. On move-in day, take timestamped photos of every room, including the inside of cupboards and the condition of appliances. Email them to your landlord or letting agent within 24 hours with a summary of any issues. Keep a copy for yourself.
Not checking the gas safety certificate
Landlords must provide a valid Gas Safety Certificate (CP12) before you move in. It must be renewed every 12 months. If you do not see one, ask for it in writing. If the landlord cannot produce one, you have the right to refuse to move in until it is sorted. I would not accept a verbal promise that it is “being done.” Get the certificate in your hands first.
Ignoring the EPC rating
Properties with an EPC rating of F or G cannot be legally rented out in England and Wales. If you move into a property with a low rating, you could be living in a cold, expensive home, and the landlord may be breaking the law. Check the EPC register online before you sign anything. It is free and takes two minutes.
Paying the deposit without written protection details
This is the most common mistake I see. Tenants transfer the deposit, get a receipt, and assume everything is fine. But the law requires the landlord to give you ‘Prescribed Information’ — the name of the protection scheme, the scheme’s contact details, and the terms of how your deposit is held. Without that, you have no easy way to get your money back if there is a dispute. Do not pay the deposit until you have those details in writing.
→ Scroll right to see all columns
| Document | Required by law? | What to do if missing |
|---|---|---|
| Gas Safety Certificate (CP12) | Yes | Request in writing; refuse move-in until provided |
| Electrical Installation Condition Report (EICR) | Yes | Ask for a copy; escalate to local council if delayed |
| Energy Performance Certificate (EPC) | Yes (rating E or above) | Check the EPC register online; do not sign if rating is F or G |
| Deposit Protection Certificate | Yes (within 30 days) | Do not pay deposit until scheme details are confirmed in writing |
| How to Rent Guide | Yes | Download the latest version from GOV.UK if not provided |
How To Prepare For A Smooth Move-In
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Once the paperwork is sorted, the practical side of moving in needs just as much attention. These steps will save you hassle later.
Take meter readings and photos on day one
On the day you get the keys, photograph every utility meter — gas, electricity, and water. Note the readings and send them to the relevant suppliers immediately. This prevents you from being billed for the previous tenant’s usage. It also gives you a clear starting point if there is a dispute later. A water leak detector can also give you early warning of problems that might otherwise go unnoticed until they cause damage.
Set up council tax and utilities straight away
Contact your local council to register for council tax. You can find your local council using the GOV.UK council finder. If you are a student, you may be exempt, but you still need to inform the council. For utilities, shop around for the best deal rather than sticking with the previous supplier. Some landlords include bills in the rent, but most do not, so factor these costs into your budget from the start.
Create a digital folder for all your documents
Keep digital copies of your tenancy agreement, deposit protection certificate, safety certificates, EPC, and the How to Rent guide. Store them in a cloud service or on your phone. If a dispute arises months later, you will have everything in one place. I keep a folder labelled with the property address and the tenancy start date. It takes five minutes to set up and saves hours of searching later.
Know what to do if something is missing
If your landlord has not provided a required document, write to them and keep a record of the date. If they still do not respond, contact your local council’s private renting team. For serious issues, you can apply to the First-tier Tribunal (Property Chamber), which handles most residential tenancy disputes in England. You do not need a solicitor for this, but if the situation becomes complicated, speaking to a tenant landlord lawyer can clarify your options.
Frequently Asked Questions
Can I refuse to move in if repairs haven’t been done? ▾
What happens if my landlord doesn’t protect my deposit? ▾
Do I need a TV Licence if I’m renting? ▾
What is a Section 21 notice? ▾
Can my landlord increase the rent during my fixed term? ▾
One Last Thing Before You Pick Up The Keys
The single most important step is to ask for every document before you pay anything. A legitimate landlord will have them ready. If they hesitate or make excuses, that is a red flag. Your deposit, your safety, and your peace of mind depend on those pieces of paper. Start with the gas safety certificate and the deposit protection details, and work through the rest from there. If this was useful, you might also want to read our guide to winning deposit disputes.
Sources and Further Reading
Understanding council tax bands when renting in the UK — A practical breakdown of how council tax works for tenants, including discounts and exemptions you might be entitled to.
Essential steps before moving into a rental in England. Tenant Rights UK, 2025.
How to Rent Guide 2026: Everything UK tenants should know. Cribs Estates, 2026.
