The UK homeowner's guide to home records (what to keep and for how long)
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Most homeowners accumulate a mix of essential documents, useful records, and things that probably matter but are buried in a kitchen drawer. The problem surfaces at two moments: when something breaks and you can't find the warranty, and when you come to sell the house and the solicitor asks for documents you've never heard of.
Here's the complete picture of what to keep, how long to keep it, and how to make it findable.
Documents to keep permanently
These don't expire and can be needed years or decades later:
| Document | Why it matters |
|---|---|
| Title deeds / Land Registry documents | Legal proof of ownership |
| Planning permissions | Required if you sell or do further work |
| Building Regulations completion certificates | Proof that notifiable work was inspected and passed |
| Party Wall Act agreements | Needed if you or neighbours do future works |
| Listed building consents | Required for any future changes to a listed property |
| New-build structural warranty (NHBC Buildmark etc.) | Often 10 years, passes to new owners |
| Specialist guarantees (damp, roofing, timber treatment) | Can be 20–30 years; some transfer to buyers |
These should be kept permanently and passed to the buyer when you sell. Losing a building regulations completion certificate for an extension, for example, can delay or complicate a house sale significantly.
Documents to keep for the property's lifetime
| Document | Practical retention |
|---|---|
| Appliance manuals | Until the appliance is replaced |
| Appliance warranty documents | Until warranty expires + 1 year |
| Appliance purchase receipts | Same as above |
| Boiler service records | Permanently — each year's record adds value |
| FENSA certificates (replacement windows/doors since 2002) | Permanently |
| Electrical work completion certificates | Permanently |
| EPC (Energy Performance Certificate) | 10 years (valid period) |
Documents to keep for a defined period
| Document | Minimum retention |
|---|---|
| Home insurance policy documents | Duration of policy + 3 years for potential claims |
| Conveyancing papers from purchase | 15 years (or permanently for leasehold) |
| Lease (for leasehold properties) | Permanently |
| Service charge and ground rent receipts (leasehold) | Duration of ownership |
| Renovation contractor invoices | 6 years (for VAT purposes; useful for capital gains tax calculation) |
The appliance records that most people lose
For each significant appliance in the home, the useful document set is:
- Manual — for fault-finding and settings.
- Receipt / proof of purchase — for warranty claims and proof of age.
- Warranty document — terms, length, what's covered.
- Model and serial number — for parts, service calls, and warranty claims.
- Service history — especially for boilers; shows ongoing maintenance.
Most people have one or two of these per appliance, scattered across different places. Gathering them into one place per appliance — whether a physical folder or a digital record — changes the experience of dealing with a breakdown from frustrating to straightforward.
See how to find any appliance's model and serial number if you're missing those details.
What to pass on when you sell
Your solicitor will collect much of this via the TA6 (property information form), but being prepared saves time. At the point of sale, pull together:
- Planning permissions and building regulations certificates for all notifiable work
- FENSA certificates for replacement glazing
- Specialist guarantees (damp, roofing, insulation) and confirm if they're transferable
- Appliance manuals and warranty documents for all included appliances
- Boiler service history
- EPC
A clean, organised set of documents makes a buyer more confident and can support your price.
The storage system that works
The system doesn't need to be complex. The requirements are:
- Findable in two minutes — if it takes longer, people stop using it.
- Survives a house fire — digital copies stored in the cloud (Google Drive, iCloud, Dropbox) or offsite.
- Passes on with the property — physical or digital, the documents need to be transferable.
Physical approach: an expanding folder with labelled sections (Legal, Appliances, Building Work, Energy, Insurance). One folder for the whole property.
Digital approach: a cloud folder with the same structure. Scan or photograph paper documents as they arrive — don't wait until you need them.
Hybrid (recommended): digital primary (backed up, searchable, shareable) with physical copies of documents that have original value (planning permissions, completion certificates).
How JustTaggit helps
For appliance records specifically, JustTaggit stores every document against the appliance's QR code. Scan the boiler to see the manual, service history, and warranty expiry. Scan the washing machine to find the model number. It's the appliance layer of a broader home records system — and it travels with the appliance when you sell, rather than sitting in your email archive.
For the insurance and inventory angle, see how to create a home inventory. For what appliance documents are most useful in practice, see the UK homeowner's guide to appliance warranties.
Get your home records in order — before you need them. Tag your first appliance free →
Frequently asked questions
How long should I keep appliance warranties?
Keep them until the warranty expires at a minimum. In practice, keep them permanently alongside the appliance's manual and receipts — they're useful even after the manufacturer warranty has lapsed, because they show the age of the appliance and may support a Consumer Rights Act claim.
What happens to my documents when I sell the house?
Pass them to the buyer. Planning permissions, building regulations certificates, specialist guarantees (damp, roofing, windows), and appliance documents all have ongoing relevance for the new owner. Your solicitor will typically request these during the conveyancing process.
Do I need to keep gas safety records as a homeowner?
Not legally — the gas safety certificate (CP12) legal retention requirement applies to landlords. As a homeowner, keeping boiler service records is good practice because they demonstrate maintenance, support warranty claims, and add value when selling.
What's the best way to organise home documents?
A simple folder structure — physical or digital — with one section per property or per category (appliances, building work, legal, financial) works for most homes. The key is that documents are findable within two minutes, backed up offsite, and passed on when you sell.