What the office holds, and for how long

Kept while the tenancy runs

The tenancy file opens on the day the agreement is signed, then it stays open while the tenant lives there. It holds the letting agreement, the referencing replies, the right to rent copy taken at the counter and the signed inventory with its photographs. Beside them sit the inspection reports, the repair job sheets and the rent ledger.

The office reads those papers to collect the rent, to book the safety visits and to answer what a landlord or a tenant asks about the property. A contractor instructed on a job is given the address, the fault as the tenant reported it and a telephone number for access.

Kept until the deposit is returned

The deposit paperwork runs on its own clock. The scheme certificate, the prescribed information sent to the tenant and the scheme reference stay live while the money sits with the scheme.

At check-out the office adds the check-out report, the photographs matched to the inventory and any invoice put forward for a deduction. Where a figure goes to the scheme's adjudicator, that bundle is sent across, and the scheme then holds its own copy under its own rules. Once the deposit is paid out in full and the account is settled, the bundle joins the archive described under the next clock.

Kept for six years after the tenancy ends

Six years is how long a claim on a tenancy agreement can run, so the file follows that clock. The signed agreement, the rent ledger, the statements sent to the landlord, the inspection reports and the repair invoices sit in the archive for those six years. They sit in a locked cabinet at the registered office and on the office accounts machine.

A gas safety record stays for two years from the day it was issued. The current energy performance certificate and the current electrical installation condition report stay until a fresh one supersedes them. Right to rent copies stay for one year past the end of the tenancy, then the office shreds them.

The office accountant reads from this archive, and a solicitor acting for the landlord reads from it where a matter goes that far.

Kept only until the enquiry is answered

An enquiry sent to tenancies@fullspectrumlettings.space arrives at the letting desk at the registered office, and the desk replies from that same address. The office keeps the message thread while the question is open, then deletes it once the answer has gone back. A thread is kept beyond that point only where the enquiry turns into a tenancy and joins a file.

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The clocks on one list

Who reads what sits on a file

The letting desk reads the whole file, because the desk runs the tenancy. The landlord reads everything on their own property, and the tenant reads everything they signed or received.

A contractor reads the address, the fault and the access number. The deposit scheme reads the deposit bundle where a deduction is disputed. The office accountant reads the ledger and the invoices. A local authority officer reads a certificate where it asks for one under the electrical safety rules.

Asking for a copy of your own papers

Anyone whose papers sit on a tenancy file can ask for a copy of them. Write to the address at the top of this page, name the property and say which papers you want.

The office prints the file, then leaves it at the front desk in Low Moor to be collected in person. Identity is checked at the counter from an original document, in the same way the right to rent check is done. A correction to something recorded wrongly is made on the file, then confirmed back to you in writing.