New Tenant Checklist for DIY landlords
New tenant checklist
21 steps to take DIY landlords from pre-tenancy to handing over keys
There are many steps to renting out a home. This article is a comprehensive guide through the process in 21 easy-to-follow steps, updated for 2025 regulations.
Before viewings
1. Update your property photographs and description
If you are lucky, it has been some time since you last advertised this property. Take time to read through your advert and make sure it is still accurate and written in a way to attract your target tenant.
Quality property photos are crucial - they're often the first impression potential tenants get of your property. Poor or inaccurate pictures will lead to lower interest and disappointment for those who come to view the home.
Pro Photography Tips:
Take photos during daylight hours with all interior lights turned on
Open curtains and blinds to maximize natural light
Shoot from corners to make rooms appear spacious
Ensure the property is clean, decluttered, and staged appropriately
Include shots of all rooms plus exterior, garden, and special features
Use a wide-angle lens if possible (even smartphone wide-angle modes work well)
Take photos in landscape orientation for better online display
Edit photos to brighten and straighten them, but avoid misleading enhancements
Read our Dos and Don’ts of property photography if you are new to it.
Consider allowing deposit replacement products to increase the interest in your rental home.
Pro tip: If you want to take it to the next level, include a floor plan, 3D model, or a virtual viewing video to increase the number of quality applicants. These tools help pre-qualify viewers by giving them a better understanding of the property before they visit.
2. Advertise on your chosen platform
There are numerous sites to advertise your property on. Some of the well-known ones are:
Rightmove (via online letting agents)
Zoopla (via online letting agents)
Gumtree (free)
Spareroom (free)
Facebook Marketplace (free)
Pro-tip: Adverts with floor plans & virtual tours will produce better qualified tenants (i.e., more genuinely interested in your specific property).
3. Book add-on & compliance services
All UK landlords must comply with government regulations. You need to make sure your rental home is safe for people to live in. If your safety certificates have expired or are close to expiring, now is the time to organize them, especially if your property is vacant.
Essential Compliance Documents for 2025:
Energy Performance Certificate (EPC) - minimum 'C' rating for new tenancies from 2025 (and 'C' for all existing tenancies by 2028)
Gas Safety Certificate (CP12) - annual check required
Electrical Installation Condition Report (EICR) - required every 5 years
Smoke and carbon monoxide alarms - required on each floor and in rooms with solid fuel appliances in HMOs
Legionella risk assessment
4. Screen your enquiries
If you've done a great job with your photography and advert, you should start getting enquiries pretty soon. This is a double-edged sword. You don't want to arrange viewings for 50-60 people. We recommend screening the enquiries first to make sure they are serious. To make this easier, have the tenants fill out a screening questionnaire.
Effective Screening Questions:
When are you looking to move in?
How long are you planning to stay?
What is your combined household income?
What is your income status?
Do you have pets?
Are you comfortable with a reference check?
Why are you moving from your current property?
Husmus Tip: If you've purchased Husmus assessments in advance, you can skip steps 4 and 5! Simply review the shortlist of tenants we've already screened for you, saving you time and ensuring you only meet with pre-qualified applicants.
5. Review screening responses
Only the serious applicants will bother to fill out your questionnaire. Eliminate anyone who does not fit your criteria or has not indicated that they will be prepared to go through a referencing process. Pay close attention to the income sources. It is not worth proceeding with anyone who might struggle to afford the rent.
Pro tip: Monthly rent should be around 40% of monthly income (UK average). The South East and London can be up to 60%. Scary right!
6. Arrange viewings
Hopefully, you now have a shortlist of tenants to show your property to. Having a virtual tour will also help whittle down the uninterested parties. So, at this point, the likelihood of a tenancy progressing is very high.
Pro Tip: Text tenants about 3 hours before the viewing to make sure they are still intending to turn up. This simple courtesy can save you wasted trips and allow you to reschedule efficiently.
Husmus Tip: Consider arranging an open house viewing day where multiple pre-screened tenants can visit over a specified time period. This is more efficient than individual appointments and creates a sense of competition. Share the Husmus assessment link with interested tenants for immediate screening after the viewing.
After viewings
7. Select a tenant, Take a holding deposit & send ‘how to rent’ guide
If an applicant puts in a firm rent request, ask them for a holding deposit (1 week of rent). Give them a receipt for the holding deposit and a copy of the How to Rent Guide. If you are planning to conduct your own tenant referencing, then send them a full application form and right to rent form at the same time.
Some landlords choose to hedge their bets by progressing more than one tenant to step 9 and skipping steps 7 and 8 altogether. This means continuing to hold viewings and referencing multiple tenants simultaneously as and when they show interest. Although doing things this way may seem like more effort and money in the short term, it can save you time if your chosen tenant fails referencing for whatever reason. Moreover, it might be best to do this if your rental home is popular. If you choose to go this route, you cannot take holding deposits from tenants as that is binding.
Pro Tip: Only request a holding deposit from applicants you are prepared to take on. You will need to return it if you change your mind.
Husmus Tip: Husmus landlords can make their final selection with confidence at this point because their shortlist is already made up of tenants who have passed our comprehensive assessment and are fully verified. You simply need to choose the tenant you prefer and proceed directly to the holding deposit stage.
8. Pause your advert
Do not cancel it entirely as the tenancy is not certain at this point. Some landlords choose to hedge their bets and skip steps 7 and 8 altogether. This method takes more effort and money because it means continuing to hold viewings and referencing multiple tenants at once. If you choose to go this route, you cannot take holding deposits from tenants as that is binding.
9. Reference your chosen applicant
This is perhaps the most important step. You definitely want to make sure that your tenant can pay and will pay. There are several options here based on your risk appetite. Read more about your options on our Tenant Referencing Guide.
Key Areas to Verify:
Credit history and financial stability
Employment verification and income
Previous landlord references
Right to Rent status
Identity verification
Pro Tip: Husmus Tenant Reference will give you a full financial analysis of income and rent payments. Add on our rent guarantee insurance, and you cannot go wrong.
Husmus Tip: If your tenant has already been through the Husmus assessment process, you can bypass traditional referencing services as we've already conducted a comprehensive financial and background check that analyzes over 500 data points, giving you a thorough risk assessment.
After you have chosen a tenant
10. Share necessary documents
If you are satisfied with the information from the reference checks, let your tenant know and send them the tenancy agreement (AST) for the property. You should also present them with a tenancy pack. It should contain your:
Energy Performance Certificate (EPC)
Electrical Installation Condition Report (EICR)
Gas Safety Certificate (CP12)
Inventory (if you already have one)
Insurance policies (not a requirement but is a boss move)
Pro-Tip: Have your tenant sign and date the check-in inventory to acknowledge receipt of all the legally required documents. If you are sending them electronically, have them reply to the email to acknowledge they have been received.
11. Tenant signs tenancy agreement
Have the tenant sign the tenancy agreement and return to you. Do not sign it yourself at this point.
12. Receive deposit and first rent
Have the tenant send you the deposit and first month's rent. If you have chosen to use a deposit replacement product, then ask for evidence of their coverage. Husmus Tenant Guarantee is available direct to landlords.
Pro Tip: Cash deposits need to be protected in a government-approved scheme within 30 days of their receipt. So, if you are securing a tenant way in advance, it is worth waiting until closer to the move-in date before accepting the full deposit.
13. Sign the tenancy agreement
Only after you have received both the first months’ rent and deposit should you sign the contract.
14. Protect deposit & update your insurance
It is imperative you register your deposit with one of the three deposit protection services. Failure to do so will lead to fines. At this point, update any insurance documents you have with the new tenancy details if necessary.
Deposit Protection Schemes in the UK:
Deposit Protection Service (DPS)
MyDeposits
Tenancy Deposit Scheme (TDS)
Pro Tip: The tenant must receive the 'Prescribed Information' within 30 days of paying the deposit.
Husmus Tip: Consider Husmus Tenant Guarantee to provide additional protection for your property. Our guarantee covers up to 2 months of missed rent and £5,000 in damages for as long as your tenant is in the home, giving you enhanced peace of mind throughout the tenancy.
15. Provide essential documents
It is mandatory at this stage to have provided the following:
Energy Performance Certificate (EPC),
Electrical Installation Condition Report (EICR),
Gas safety certificate (CP12),
Inventory (if you are not performing a walk through on move in day),
Tenancy agreement (AST) for the property,
Deposit protection certificate and prescribed information
How to rent guide & checklist (England only)
16. Spruce up the property
Put right all the items identified in the checkout inventory from your outgoing tenant. If you need to refurbish the property, now is the time to do it. It is worth remembering that tenants only have to return the property to the state they found it at the start of their tenancy, so update anything you are not happy with.
Pro Tip: Ask your incoming tenant if they want input on the décor changes. Tenants who are able to make a property feel like home stay longer! Read more here.
17. Perform check-in walk through/inventory
On move in day, go through check in inventory with the tenant. Demonstrate things like smoke and CO2 alarms and how to change their batteries. Point out where the electric panel, gas and water stoppers are. Give the tenant manuals and user instructions for any provided white goods and home appliances such as the boiler, heating controls and washing machine.
Pro tip: Pre-fill your inventory so you can simply point things to the tenant during a walk through. Read more here.
18. Sign acknowledgement receipt
If you have not already, have your tenant sign and date the check-in inventory to acknowledge receipt of all the legally required documents. Leave them a copy and save one for yourself.
Pro-tip: If you have not done a live walk through of the inventory, put a deadline of 5 days on any challenges.
19. Hand over keys
Now you can hand over the keys and wish your tenants well in their new home. There are however a few more things for you to do.
20. Set up direct debit
Remind your tenant to set up a direct debit for their future rent payments.
21. Cancel property advert
Now your tenant is in situ, you can cancel your property advert.
Additional Resources for Landlords
To stay compliant with the latest regulations and make your landlord journey smoother, check out these helpful resources:
Want to be part of the Husmus Collective, then come and join us!?