A Record of Tenancy (often referred to as a Tenant Record or Rental Record) is a comprehensive collection of documents and data that tracks the history and details of a specific rental arrangement.1 It serves as the official "paper trail" for both landlords and tenants.
Depending on where you are in the world, the term can refer to two slightly different things: the internal files kept by a landlord/tenant, or an official registration with a government or police body.
The Tenancy Agreement: The original signed contract (fixed-term or periodic).2
Financial Records: Rent receipts, records of water/utility bills, and bond (security deposit) lodgement receipts.3
Condition Reports: Moving-in and moving-out inspection photos and checklists.4
Maintenance Logs: A history of repairs requested and completed, including invoices from tradespeople.5
Communication: Copies of emails, letters, or even logged summaries of phone calls between the landlord and tenant.6
In Pakistan (Punjab/Sindh): Under the Information of Temporary Residents Act, landlords must register tenant details with the local police station.8 This creates an official government record for security and verification purposes.
In New Zealand/UK: Landlords are legally required to keep specific records (like heating calculations or gas safety certificates) and provide them to the tenant or a tribunal if requested.9
Save everything: Don't delete emails and always take photos during inspections.
Request Receipts: If you pay in cash, always get a written receipt immediately.10
Use an App: Many property management apps now allow both parties to see a shared "ledger" of rent payments and maintenance tasks in real-time.
Note: Landlords are usually required to keep these records for a specific period after the tenant moves out (often 1 to 7 years, depending on local tax and housing laws).11
Depending on where you are in the world, the term can refer to two slightly different things: the internal files kept by a landlord/tenant, or an official registration with a government or police body.
1. What is included in a Record of Tenancy?
A complete record is more than just the lease. It typically acts as a "life cycle" of the stay, including:The Tenancy Agreement: The original signed contract (fixed-term or periodic).2
Financial Records: Rent receipts, records of water/utility bills, and bond (security deposit) lodgement receipts.3
Condition Reports: Moving-in and moving-out inspection photos and checklists.4
Maintenance Logs: A history of repairs requested and completed, including invoices from tradespeople.5
Communication: Copies of emails, letters, or even logged summaries of phone calls between the landlord and tenant.6
2. Why is it important?
Having a robust record of tenancy is crucial for several reasons:| Feature | Importance for Landlord | Importance for Tenant |
| Dispute Resolution | Provides evidence if rent is unpaid or property is damaged. | Proves that rent was paid and damages were pre-existing. |
| Legal Compliance | Required by law in many regions to be kept for several years after the tenancy ends. | Provides proof of address for banks, schools, or government services. |
| Future Renting | Helps in generating a "Rental History Report" to screen future tenants. | Acts as a "rental resume" to prove reliability to future landlords. |
3. Regional Specifics: Official "Registrations"
In some countries, a "Record of Tenancy" is an obligatory legal step rather than just personal record-keeping:7In Pakistan (Punjab/Sindh): Under the Information of Temporary Residents Act, landlords must register tenant details with the local police station.8 This creates an official government record for security and verification purposes.
In New Zealand/UK: Landlords are legally required to keep specific records (like heating calculations or gas safety certificates) and provide them to the tenant or a tribunal if requested.9
4. How to maintain a good record
If you are a tenant or a landlord, you should organize your records digitally or in a dedicated folder:Save everything: Don't delete emails and always take photos during inspections.
Request Receipts: If you pay in cash, always get a written receipt immediately.10
Use an App: Many property management apps now allow both parties to see a shared "ledger" of rent payments and maintenance tasks in real-time.
Note: Landlords are usually required to keep these records for a specific period after the tenant moves out (often 1 to 7 years, depending on local tax and housing laws).11