All your property and tenancy documents in one place. Proof your tenants received them.
UK landlords must prove tenants received key documents. Email attachments won't hold up at tribunal. HouseFile creates timestamped, exportable evidence 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
Tenancy Agreement
Agreed
14 Jan 2025, 09:36
IP: 82.132.xxx.xxx
Deposit Certificate
Agreed
14 Jan 2025, 09:37
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?
UK landlords must 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
- Right to Rent checks (fines up to £20,000 per illegal occupier)
- A copy of the tenancy agreement
Failure to provide these documents can result in fines up to £30,000. In any dispute, the burden of proof is on you.
Email attachments don't prove the tenant opened them. A signature on the tenancy agreement doesn't prove they received the files. At 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
Work with a letting agent or property manager?
Give your agent or property manager access to upload documents and manage tenants on your behalf. Grant viewer, editor, or full manager access to specific properties or your entire portfolio.
“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 gives tenants one place for everything about the property — fewer calls asking how to work the boiler. Print the QR code and stick it on the fridge. Tenants scan it to access manuals, contacts, and documents anytime.
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.
Immigration Act 2014 (Right to Rent)
Landlords must verify tenants have the right to rent in the UK before tenancy starts. Fines up to £20,000 per occupier.
Consumer Rights Act 2015
Tenants must receive a copy of the tenancy agreement. Terms must be fair and transparent.
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