Tribunal-ready proof your tenants received their documents
UK landlords must prove tenants received key documents. If a tenant disputes it at tribunal, email attachments won't save you. HouseFile creates timestamped, exportable evidence automatically — every time a tenant views a document.
What proof of receipt looks like
HouseFile creates a timestamped record every time a tenant views a document. Here's an example of evidence you'd have for any dispute or tribunal:
Compliance Report
42 Maple Street, London — Tenant: Sarah Johnson
Gas Safety Certificate (CP12)
Agreed
14 Jan 2025, 09:32
IP: 82.132.xxx.xxx
Energy Performance Certificate
Agreed
14 Jan 2025, 09:34
IP: 82.132.xxx.xxx
How to Rent Guide
Agreed
14 Jan 2025, 09:35
IP: 82.132.xxx.xxx
This record is stored permanently and can be exported as a PDF for tribunal evidence.
If a tenant disputes receipt, can you prove it?
Failure to provide these documents can result in fines up to £30,000, and in any dispute the burden of proof is on you. If a tenant claims they never received the documents, can you prove otherwise?
UK landlords are legally required to provide tenants with key documents:
- A valid Energy Performance Certificate (EPC)
- A current Gas Safety Certificate (CP12)
- An Electrical Installation Condition Report (EICR)
- The government's How to Rent guide
- Deposit protection prescribed information
Email attachments don't prove the tenant opened them. A signature on a tenancy agreement doesn't prove they actually received the files. At a tribunal, this matters.
Why not just use Google Drive?
Google Drive / Dropbox
- Only shows if link was clicked
- No proof of which documents were viewed
- No tenant acknowledgement
- Won't hold up at tribunal
HouseFile
- Timestamped log of every document viewed
- Tenants explicitly acknowledge receipt
- PDF export for tribunal evidence
- Expiry reminders so you never miss a renewal
- Built for UK landlord compliance
Managing an HMO property?
HouseFile tracks document delivery for each tenant individually. Share one property link, get separate timestamped proof for every person in your HMO. Learn how HMO landlords use HouseFile
“HouseFile gives me peace of mind that I can prove compliance if I ever end up at tribunal.”
Kaye, Landlord, 6 properties
Also useful for reducing tenant queries
Beyond compliance, HouseFile is a single place for everything tenants need to know about the property. Less "how do I...?" calls for you. Print the QR code and place it in the property — tenants can scan it anytime to access manuals, contacts, and documents.
Appliance manuals
Boiler, washing machine, oven instructions
Emergency contacts
Plumber, electrician, your number
Utility information
Meter locations, supplier details
Bin collection days
Local council schedule
Welcome message
WiFi password, check-in instructions, your contact details
House rules
Parking, guests, quiet hours
Relevant UK Legislation — click to expand
Energy Performance of Buildings Regulations 2012
EPC must be provided free of charge to tenants. Fines up to £5,000 for non-compliance.
Gas Safety (Installation and Use) Regulations 1998
Gas safety record must be given to tenants within 28 days of the annual check.
Electrical Safety Standards Regulations 2020
EICR must be provided before tenancy starts and after each inspection.
Housing Act 2004
Deposit protection and prescribed information requirements.
Renters' Rights Act 2025: The new legislation maintains all document requirements and introduces additional protections for tenants. Landlords who cannot prove compliance may face increased penalties and weaker positions in disputes.
This is general information, not legal advice. Always consult current legislation or a solicitor for your specific situation.
Less than the cost of one missed compliance document.
Simple, transparent pricing
Choose the plan that fits your portfolio size.
Essential
1-3 properties
£4.99/month
- Up to 3 properties
- Store all your compliance documents
- One link for tenants to access all documents
- Links expire automatically at tenancy end
14-day free trial included