Records, risk and reality: What landlords need to keep (and for how long)

We all know that good record-keeping is part of being a responsible landlord, but under the Residential Tenancies Act, it’s not just good practice, it’s the law.

Landlords must keep and produce records if requested by MBIE or the Tenancy Tribunal. This includes:

• Tenancy agreements
• Rent and bond payment records
• Healthy Homes Standards compliance evidence
• Maintenance and repair records (plumbing, electrical, smoke alarms etc.)
• 14-day notices and breach correspondence
• Any advertisement for the tenancy
• All communication and documentation around inspections, rent reviews and terminations.

Failure to produce these records can result in financial penalties under Section 123A of the Act.

MBIE can audit tenancies up to 12 months after they’ve ended, but here’s the catch: under the Limitation Act 2010, claims can be brought within six years of the issue arising. That means landlords are well advised to retain tenancy records for at least six years, after the tenancy ends.

At Harcourts, we don’t just tick compliance boxes - we actively manage it.

From organising Healthy Homes assessments and smoke alarm servicing, to coordinating maintenance and keeping detailed records, we handle the hard part. You stay protected, and your property stays compliant.

So next time we ask for a report, a receipt, or confirmation - it’s not red tape. It’s real risk mitigation.

Because when MBIE knocks, it’s better to have the file than the fine.