PropInspect

What records should a landlord keep?

Build one clear file for each rental property. Use this practical checklist to organize tenancy, deposit, condition, financial, insurance, permit, and communication records.

This is an organization checklist, not a universal list of legally required documents or a retention schedule. Requirements can depend on the property’s location, lease, and programs that apply.

Last reviewed:

Tenancy records

Keep the documents that show the terms of the tenancy and the condition of the home at handoffs.

Where PropInspect fits

Store the lease and written notices in the property’s Records & Documents vault. Use a move-in or move-out inspection to make a room-by-room condition report with photos, video, and notes.

Security-deposit records

Keep a clear trail from receipt of a deposit through its return or other disposition.

Find the guide for your rental’s state

Where PropInspect fits

Store deposit receipts, statements, and supporting documents in the property’s vault. Use inspection reports for dated condition evidence. Deposit rules differ by state, so check the guide for the property’s location before relying on a deadline or required form.

Condition and maintenance records

Keep the condition record and the paperwork for work performed on the property together by address and date.

Where PropInspect fits

Use inspections to record property condition with photos, video, and notes. Store repair invoices, warranties, and other files in the property’s Records & Documents vault.

Related sources: IRS Publication 527 — Residential Rental Property

Financial and tax-support records

Keep the source documents that support rental income, expenses, and property costs.

Where PropInspect fits

Keep rent and expense ledgers in your bookkeeping system. PropInspect is not accounting or tax-preparation software, but you can file supporting receipts and invoices in the property vault.

Related sources: IRS — Recordkeeping for businesses; IRS Publication 527 — Residential Rental Property; IRS Publication 583 — Starting a Business and Keeping Records

Insurance records

Keep the policy paperwork and the documents you create or receive during a claim.

Where PropInspect fits

File policy and claim documents in the property vault. If you enter a policy expiry date, PropInspect can show an in-app flag 30 days before that date; it does not send an email or push alert.

Licenses and permits

Keep copies of approvals and inspection records that apply to the property.

Where PropInspect fits

Store the issued documents in the property vault. Enter an expiry date when one applies to see an in-app flag 30 days before it.

Tenant communications

Preserve the messages that explain a request, notice, approval, or agreement.

Where PropInspect fits

Keep the original conversation in the email or messaging service where it happened. When a file copy is useful, save it in the property vault; PropInspect is not a tenant-messaging service.

Frequently asked questions

What records should a landlord keep?

A practical property file can include tenancy documents, deposit records, condition and maintenance records, financial support, insurance paperwork, licenses and permits, and important tenant communications. This checklist is not a universal legal requirement.

How long should a landlord keep rental property records?

There is no single retention period for every document. IRS guidance says the period depends on the action, expense, or event a record supports; property-related tax records may be needed through the limitation period for the year the property is disposed of. State deposit and other rules may set separate requirements, so check the applicable sources before discarding records.

Does PropInspect track rent and rental expenses?

No. Use your bookkeeping system for rent and expense ledgers and tax preparation. PropInspect can store supporting receipts and invoices in a property’s Records & Documents vault and create inspection condition reports.

Can PropInspect remind me before a document expires?

You can enter an expiry date for a stored record. PropInspect shows an in-app flag 30 days before that date; it does not send an email or push notification.

Sources and official guidance

IRS sources below support the federal tax-recordkeeping notes. Use the state guides above for state-specific deposit rules; each guide links to its official legal sources.

General information only—not legal, tax, or insurance advice. This checklist does not set a retention period or replace state, local, lease, program, or professional requirements. Verify the rules that apply to each rental before acting or discarding records.