Essential Move-In Paperwork for Renters in Scotland

Moving into a new rental property in Scotland is exciting, but knowing exactly what paperwork to collect can help protect your rights and avoid issues down the line. Before you unpack, it’s important to gather all the correct documentation from your landlord or letting agent. This guide explains what you should receive at move-in, why each item matters, and how these documents relate to Scottish tenancy law.

Why Is Move-In Paperwork Important?

Proper paperwork sets out your rights, the landlord’s responsibilities, and can be vital if any disputes arise during or after your tenancy. Key documents are required by law under the Private Housing (Tenancies) (Scotland) Act 2016.^[1] Make sure you receive originals or copies for your records.

Key Documents to Collect When You Move In

As a tenant in Scotland, you should expect the following documents at the start of your tenancy:

• Written tenancy agreement: Sets out the terms of your tenancy (mandatory for all Private Residential Tenancies) so you understand your rights, rent amount, and notice periods.
• Deposit protection information: Written proof of where your deposit has been placed—one of the approved tenancy deposit schemes—and prescribed information about the scheme.
• Inventory and condition report: A detailed list (with photos, if possible) of the property's contents and their condition. You should check and sign this to avoid later disputes over damage or missing items.
• Energy Performance Certificate (EPC): Outlines the property’s energy efficiency rating. Your landlord must give you a valid EPC—usually Form EPC-Scotland (details here).
• Gas Safety Certificate: If there’s gas at the property, your landlord must provide a copy of the annual gas safety record issued by a registered engineer (HSE gas safety advice).
• Electrical Installation Condition Report (EICR) and Portable Appliance Testing (PAT) record: Proof that all electrics and provided appliances are safe. These are essential under Scottish law.
• Repairing Standard information: Information on your landlord’s legal duties to maintain the property and how to apply to the First-tier Tribunal for Scotland (Housing and Property Chamber) if standards are not met.

Relevant Official Forms and What They Mean for You

These forms and documents support your rights and clarify who is responsible for what from day one.

• Private Residential Tenancy (PRT) Agreement: The standard written contract for most new tenancies in Scotland. This spells out all the rights and duties of both tenants and landlords. Use the official Scottish Government Model Tenancy Agreement if you haven’t received one.
  Practical example: Anna signs a new lease and ensures she receives and keeps a copy of the PRT for any future queries or disputes.
• Deposit Scheme Prescribed Information: When you pay a deposit, your landlord must give you written information (within 30 working days) about the scheme used, contact details, and dispute procedures (Scottish deposit scheme requirements).
• Repairing Standard Information Note: A short document outlining your right to a safe, wind-and-water-tight property and who to contact if repairs aren’t done (see government's guide).

What to Do If You Don't Receive All Required Paperwork

If any essential document is missing at move-in:

• Write to your landlord or letting agent as soon as possible requesting specific documents.
• If you do not get a reply, seek free advice from Citizens Advice Scotland or Shelter Scotland.
• For tenancy agreement disputes or unsafe property issues, you may be able to apply to the First-tier Tribunal for Scotland (Housing and Property Chamber) for help.

Acting early increases your chances of resolving issues quickly and protects your tenancy rights.

Action Steps for Renters

• Check and file all move-in paperwork as soon as possible.
• Photograph the property and compare it with the official inventory.
• Keep digital and printed copies of all documents for your records throughout the tenancy.
• If you see anything missing or incorrect, raise it with your landlord/agent in writing straight away.

Having your paperwork in order helps you respond confidently to any rent increases, deposit disputes, or repair concerns later on.

Frequently Asked Questions

1. What if my landlord doesn’t give me a written tenancy agreement?
   Your landlord must provide a written tenancy agreement by law. If they refuse, you can request one in writing and, if necessary, apply to the First-tier Tribunal for Scotland for assistance.
2. Do I need to sign the inventory at move-in?
   Yes, you should always check and sign the inventory (and note any discrepancies). This protects you from being unfairly charged for existing damage when you move out.
3. Is my landlord required to give me a gas safety certificate?
   Absolutely—if there’s gas in the property. Ask to see the current certificate before moving in, and keep a copy for your records.
4. How do I check where my deposit is protected?
   Your landlord must share prescribed information about the deposit scheme in writing. You can verify directly via the scheme’s website (see MyGov.Scot on deposit protection).
5. Who do I contact if my documents are wrong or incomplete?
   If your landlord or agent doesn’t fix this, contact a free advice charity such as Citizens Advice Scotland or apply to the Housing and Property Chamber for official help.

Conclusion: Key Reminders for Renters

• Collect and safely store all legally required move-in documents in Scotland to support your rights.
• Official forms and certificates (tenancy agreement, deposit, safety reports) are your proof if disputes arise later.
• Act quickly if any document is missing or incomplete by contacting your landlord, and seek help from Scottish housing advice services if needed.

By following these steps, you’ll be fully equipped for a safe, confident start to your new tenancy.

Need Help? Resources for Renters

• Scottish Government – Private Residential Tenancies: A Guide for Tenants
• First-tier Tribunal for Scotland (Housing and Property Chamber): Applications regarding tenancy documents, deposit disputes, repair standards, and more
• Citizens Advice Scotland: Free advice on housing issues
• Shelter Scotland Housing Advice: Helpline, local support, and legal information
• MyGov.Scot Tenancy Deposit Information: Deposit protection requirements and schemes

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^[1] See the Private Housing (Tenancies) (Scotland) Act 2016 for the legal framework covering tenancy documentation and tenant rights in Scotland.

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