Prove your tenants received their documents
Email attachments won't hold up at tribunal. HouseFile creates timestamped, exportable evidence every time a tenant views a document.
14-day free trial · No credit card required
14 Maple Street, London
Tenant: Sarah Johnson
Gas Safety Certificate (CP12)
Acknowledged
2 May 2026, 09:32
Energy Performance Certificate
Acknowledged
2 May 2026, 09:34
Information Sheet
Acknowledged
2 May 2026, 09:35
Tenancy Agreement
Acknowledged
2 May 2026, 09:36
Deposit Protection Certificate
Acknowledged
2 May 2026, 09:37
Timestamped record stored permanently · Exportable as PDF for tribunal evidence
If a tenant disputes receipt, can you prove it?
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. At tribunal, this matters.
Smart filing
Photograph it. HouseFile files it.
Take a photo of any certificate — even a crumpled paper one from the gas engineer. HouseFile reads it, gives it the right name, slots it into your compliance checklist, and books the renewal reminder.
Photos, scans, and PDFs all work. No typing, no renaming files, no expiry dates to look up.
IMG_4231.jpg
A photo of the paper certificate
Gas Safety Certificate (CP12)
Filed under Legal Requirements
Renewal reminder: 2 Jul 2027Why not just use Google Drive?
Generic file sharing wasn't built for landlord compliance. Here's the difference.
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
- Photograph a paper certificate — it reads and files itself
- Built for UK landlord compliance
Works for every setup
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. A 6-bed HMO costs the same as a studio flat — we charge per property, not per room.
Learn how HMO landlords use HouseFileWork 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.
See how agents use HouseFileWhy I built HouseFile
The property landscape has changed these last few years. Tighter rules and regulations mean landlords have to run things more professionally — and the burden of proof sits squarely with us.
Every landlord I spoke to could show me their documents. Almost none of them could prove their tenant had actually received them — and when a deposit dispute or a Section 8 claim goes wrong, that's the exact question it turns on.
Email attachments, WhatsApp messages, a paper pack handed over at check-in: none of it holds up. That's why I built HouseFile — one place where you can be sure you hold every required document, and prove your tenants received them, with a timestamped acknowledgment you can hand to a tribunal.
It's a small product, deliberately. It does the proof part properly instead of doing everything badly.
Antoine
Founder, HouseFile
Questions? Email support@housefile.app — replies come to me, and I read every one.
The moment it pays off: acknowledged, timestamped, provable.
Beyond compliance
Also useful for reducing tenant queries
Print the QR code and stick it on the fridge. Tenants scan it for everything they'd otherwise call you about:
- Appliance manuals — boiler, washing machine, oven
- Emergency contacts — plumber, electrician, you
- Utility information — meter locations, suppliers
- Bin collection days — local council schedule
- Welcome message — WiFi password, check-in notes
- 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.
See HouseFile in action
Everything a UK landlord needs to stay compliant — and to prove it — in one place.
All properties compliant
Every required document is in place, valid, and shared. Nothing needs your attention.
Needs attention
View calendarDashboard
Every property’s compliance, at a glance
One score tells you if anything needs attention across your whole portfolio — expiring certificates, missing documents, tenants who haven’t confirmed receipt. No spreadsheet to keep up to date.
Documents
One organised folder per property
Every legal document in its place, with expiry dates tracked and renewal reminders built in. Drop a fresh certificate on an expired one and HouseFile reads the new expiry for you.
Compliance Report
Document Delivery & Acknowledgment Record
Proof, not paperwork.
Sunnyside House
42 Meadow Lane, Bristol
| Document | Status |
|---|---|
| Deposit Protection Certificate | Valid |
| Gas Safety Certificate (CP12) | Valid |
| Electrical Report (EICR) | Valid |
| Energy Performance Certificate | Valid |
| Carbon Monoxide Alarm Statement | Valid |
| Smoke Alarm Statement | Valid |
Proof of delivery
Export court-ready evidence in one click
A timestamped record of every document served and acknowledged — the contemporaneous evidence a tribunal looks for. Since Section 21 was abolished, this is what possession claims run on.
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
HMO friendly pricing: We charge per property, not per room. A 6-bed HMO costs the same as a studio flat — unlike most property software.
More than 25 properties? We offer custom pricing for larger landlord portfolios. Get in touch for a quote.