For landlords, it’s essential to ensure that you comply with all legal requirements. Compliance documents play a crucial role in this, as they serve as evidence that you have met these requirements. However, one question that landlords often ask is whether they should keep copies of these documents.

Should you keep copies of compliance documents as a landlord? The answer is yes, and this article will explain why. We’ll also provide guidance on how to manage your copies to ensure they’re organised and readily accessible when needed.

The Importance of Keeping copies of Compliance Documents

1. Ensures Compliance with Legal Requirements

As a landlord, you must comply with numerous legal requirements. Compliance documents, such as gas safety certificates, electrical safety certificates, and Energy Performance Certificates (EPCs), serve as evidence that you have met these requirements. Keeping copies of these documents ensures that you have a backup copy in case the original is lost or damaged.

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2. Provides Evidence in Case of Legal Disputes

In the unfortunate event of a legal dispute, compliance documents can serve as evidence that you have met legal requirements. However, if you can’t produce the original document, you may face legal penalties. Keeping copies of these documents can provide an additional layer of protection in case the original is lost or damaged.

3. Facilitates Property Inspections

Property inspections are a regular occurrence for landlords. Compliance documents are often required for these inspections, so keeping copies ensures that you have them readily available when needed.

How to Manage copies of Compliance Documents

1. Organise Your Documents

Keeping track of compliance documents can be challenging, especially if you manage multiple properties. To ensure that your copies are readily accessible when needed, it’s essential to organise them properly. One way to do this is to create a filing system, either electronically or on paper.

2. Electronic Filing System

An electronic filing system allows you to store copies of compliance documents on your computer or in the cloud. You can create folders for each property and subfolders for each compliance document. This method allows you to access your documents from anywhere with an internet connection.

3. Paper Filing System

A paper filing system involves creating physical folders for each property and compliance document. This method may be more time-consuming, but it can be useful for landlords who prefer a physical backup copy.

Set Reminders for Document Renewals

Compliance documents have expiration dates, so it’s essential to keep track of these dates and ensure that you renew them on time. Setting reminders for document renewals can help you stay on top of these dates and avoid legal penalties.

1. Calendar Reminders

A calendar reminder is a simple way to keep track of document renewal dates. You can use your phone or computer calendar to set reminders for each compliance document.

2. Property Management Software

Some property management software includes a feature that allows you to set reminders for compliance document renewals. This method can be useful for landlords who manage multiple properties.

FAQs

Are copies of compliance documents legally required?

While there’s no legal requirement to keep copies of compliance documents, it’s recommended to do so as a backup in case the original is lost or damaged.

Can I keep electronic copies of compliance documents?

Yes, you can keep electronic copies of compliance documents. In fact, an electronic filing system can be an efficient way to manage your copies, as it allows you to access them from anywhere with an internet connection.

How long should I keep copies of compliance documents?

It’s recommended to keep copies of compliance documents for at least six years. This is the typical timeframe during which legal disputes can arise.

How do I dispose of copies of compliance documents?

When disposing of copies of compliance documents, it’s essential to do so securely. You can shred paper documents and delete electronic documents from your computer or cloud storage.

Conclusion

As a landlord, compliance documents are crucial to ensure you meet legal requirements. Keeping copies of these documents can provide an additional layer of protection in case the original is lost or damaged. It’s essential to organise your copies properly and set reminders for document renewals to ensure you stay on top of legal requirements. By following these guidelines, you can ensure that your compliance documents are readily accessible and organised, making your life as a landlord easier and more compliant. So, Should you keep copies of compliance documents as a landlord? The answer is a resounding yes.

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