What documents must a tenant receive?

The gas safety record, EICR, EPC and tenancy information, along with deposit scheme confirmation. Keep evidence of when each was sent.

Does the compliance pack help when selling?

Yes. A documented maintenance and compliance history reassures buyers and their surveyor, particularly for a tenanted sale.

Landlord property care

The landlord compliance pack

Everything in one place, with the next date against each item

The short answer

A compliance pack holds the gas safety record, EICR and any remedial certificate, appliance test record, EPC, legionella assessment, alarm and installation records, landlord registration and any HMO licence, the tenancy paperwork, deposit scheme confirmation and the inventory. Each item needs a date and a next-due date, because most landlord problems are missed renewals rather than missing documents.

What the work involves

Building the folder per property, digitally and physically, and running a renewal diary that flags each item a month before expiry.

Rules and responsibilities in Scotland

Several documents must be issued to the tenant — gas record, EICR, EPC and the tenancy information pack — and retained for set periods.

What commonly goes wrong

Documents scattered across email, agent portals and a filing cabinet, so nothing can be produced quickly when the council or Tribunal asks.

What it usually costs

Indicative ranges only, to help you judge a quote. They are not an estimate for your property — only the business doing the work can give you that.

Building the pack costs nothing but time and prevents penalties that are not trivial.
Booking renewals together across a small portfolio can reduce call-out costs.
Digital storage with a shared folder per property makes agent handover straightforward.

What to do, in order

1Create one folder per property, digital and paper.
2File every certificate with its issue date and next-due date.
3Set calendar reminders a month before each expiry.
4Issue the required documents to tenants and record when you did.
5Review the whole pack at every change of tenancy.

Local detail for the Lothians

Landlords with property across Edinburgh and the surrounding councils need a separate registration record for each area.
HMO licence conditions in Edinburgh add testing logs that belong in the same pack.
Shared repair correspondence with a factor is worth keeping in the pack for tenement flats.

When you need a professional

A letting agent will maintain the pack as part of a management service; a solicitor can advise where a tribunal or council enquiry has started.

Common questions

What documents must a tenant receive?: The gas safety record, EICR, EPC and tenancy information, along with deposit scheme confirmation. Keep evidence of when each was sent.
Does the compliance pack help when selling?: Yes. A documented maintenance and compliance history reassures buyers and their surveyor, particularly for a tenanted sale.

Lothian Property is a property information and professional-introduction service operated by Maybury Scotland Limited. Lothian Property is not an estate agency. Where requested, we may connect homeowners with independent estate agents and other property professionals. How we work.

Landlord registration
Registering with the local authority, keeping the entry current, and what it means for maintenance.
Landlord gas safety checks
The annual gas safety check, what it covers, and the records a landlord has to hold.
EICR and electrical safety
The five-yearly electrical installation condition report and portable appliance checks in a let.

Last reviewed 4 September 2026.