Moving into a rented home brings a short list of essential paperwork you should receive and check. As a tenant in Scotland you will commonly get a written Private Residential Tenancy agreement, details of rent and payment dates, any deposit protection information, an inventory or condition report with photos, and safety certificates such as gas safety and an energy performance certificate. Keep copies and receipts, note the tenancy start date and how to pay rent, and ask for missing documents straight away. Knowing which forms and records are official will help if a dispute arises and will make it easier to use the First-tier Tribunal (Housing and Property Chamber) or government guidance for Scotland if you need to raise concerns.
Essential move-in documents
- Signed tenancy agreement form (written Private Residential Tenancy confirming names, rent, start date and notice periods)
- Deposit protection certificate and prescribed information showing which approved scheme holds the deposit
- Rent schedule and payment details including amounts, rent due dates and how to pay
- Inventory and condition report with photos or videos documenting the property on move-in
- Gas safety record and energy performance certificate (EPC) where applicable
- Landlord or letting agent contact details and emergency repair instructions
- Tenancy start date, notice periods and how to submit notices or applications during the tenancy
If any document is missing, ask the landlord or agent for a written copy immediately and make a dated note of the request. The Private Housing (Tenancies) (Scotland) Act 2016 sets out tenant and landlord rights for private residential tenancies [1]. For disputes about missing documents, deposit protection or rent you can use the First-tier Tribunal (Housing and Property Chamber) application routes [2]. Official Scottish Government guidance on Private Residential Tenancies explains required information and obligations for landlords and tenants [3].
Official forms and how tenants use them
Below are the principal official documents and where to find them, with a practical example for a tenant.
Private Residential Tenancy agreement (written PRT)
The tenancy agreement is normally a written form provided at the start of the tenancy. Example: sign and keep a copy that shows the rent, who the parties are and the start date, so you can prove tenancy terms if there is a dispute. See official Scottish Government guidance for the PRT and standard information available to tenants and landlords (gov.scot)[3].
Deposit protection and prescribed information
By law, landlords must place a deposit in an approved tenancy deposit scheme and provide prescribed information showing where it is held. Example: when you pay a deposit, check you receive a certificate or written confirmation naming the scheme and how to apply for return at the end of the tenancy. The legal framework for deposit protection and required information is set out in Scottish regulations and guidance linked to the Private Housing (Tenancies) (Scotland) Act 2016 [1].
Tribunal and application forms
If you cannot resolve a problem with your landlord, the First-tier Tribunal (Housing and Property Chamber) handles many private tenancy disputes. Example: if a landlord refuses to return a protected deposit, you can apply to the tribunal for an order; find application forms and instructions on the tribunal website (Housing & Property Chamber)[2].
FAQ
- What documents must I get at move-in?
- You should receive a written tenancy agreement form, deposit protection details, an inventory or condition report, rent and payment details, and any required safety certificates such as a gas safety record or EPC.
- What if my deposit is not protected?
- Contact the landlord in writing asking for proof of protection, keep evidence of the request, and if unresolved you can apply to the First-tier Tribunal (Housing and Property Chamber) for a remedy.
- How long do I have to raise a dispute with the tribunal?
- Time limits depend on the type of case; check tribunal guidance early and act promptly to avoid missing deadlines for application or evidence.
How-To
- Check the tenancy agreement form to confirm names, start date, rent amount and notice periods.
- Photograph the inventory and any existing damage and keep dated copies.
- Request written proof of deposit protection and keep the certificate or scheme reference.
- If documents are missing, write to the landlord or agent, keep a copy, and prepare to apply to the tribunal if there is no response.
- Keep a move-in folder with all signed documents, receipts, photos and correspondence for the duration of the tenancy.
Key Takeaways
- Get and keep a signed tenancy agreement form and proof of deposit protection.
- Verify rent, payment dates and how the deposit will be returned before you pay.
- Save landlord and agent contact details and emergency repair instructions in writing.
Help and Support / Resources
- First-tier Tribunal for Scotland (Housing & Property Chamber)
- Scottish Government: Private Residential Tenancies guidance
- Private Housing (Tenancies) (Scotland) Act 2016
