PAT stands for Portable Appliance Testing.

A portable appliance is basically any appliance with a plug attached to it. For example personal computers, and their equipment (monitor, speakers etc), kettles, irons, leads, cables, toasters, printers, etc

There is a very good and informative web-site here from which you can see that PAT testing is mainly an obligation of employers as part of providing safe working conditions.

However your lodger will expect to be able to switch on his bedside lamp without having it blow up in his face, so you might want to think about it if you rent rooms to lodgers. As a supplier you should comply with the Electrical Equipment (Safety) Regulations 1994.

If someone supplies electrical appliances as part of a service (in your case the renting of a room) they need to make sure that they are safe. New items should be all right for a while, but if you are renting out a room to a new lodger and you are using appliances which have been used before, perhaps by your previous lodger, it is worth making sure that they are safe. Portable appliance testing will do this.

In particular:

• if there is any damage to the cable covering
• if the plug is damaged
• if any of the joints are taped or look damaged
• if the coloured insulation of the internal cable cores show where they enter plug?
• if the appliance seems to have been used in conditions for which it is not suitable (e.g. if it is wet)
• If there is any damage to the external casing of the equipment or are there loose screws or parts
• if there is any evidence of overheating (e.g.. burn marks or discoloration)
• if the off/on switch is damaged

Or indeed if you are just a bit worried, you should get your portable appliances tested. Best to be safe than sorry.

Getting Portable Appliance / PAT testing done

In order to make it cost effective, you should get all your appliances done at the same time, perhaps after one lodger has left and before the next one moves in. It is not hugely expensive, you can expect to pay about £25-35 which will cover testing about 10-20 appliances. You can find companies which do this online or in Yellow Pages, plus there is a helpful directory here. Some companies specifically advertise a service for landlords.

Finally, make sure that you keep a record of the appliances tested, so if there is any problem later you can prove that you have had it done.

Have had your appliances tested in this way? Have you ever had any problems where you wish you had? Did you have any problems finding a suitable firm to do the testing?

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Documents and record keeping
Although not yet as bad as tenancies, there can still be quite a lot of paperwork involved in renting out a room. It is possible to do things just on a handshake, but this is not really recommended.

This is probably a good place to list all the paperwork which could be involved, up to the time when your lodger moves in. It is a good idea to keep all of these (or as many as you have) together, perhaps in a folder or drawer in your desk.

• Insurance policy (discussed on day 3)
• Gas safety inspection certificate, if you have any gas appliances (discussed on day 5)
• Receipts and other documentation (e.g. instruction booklets, warranty documents etc) relating to the furniture and items in your lodgers room
• Any PAT certificates for electrical appliances (see day 6)
• HMO license documentation if you need to get an HMO license (see day 7) (this will not apply to the majority of lodger landlords)
• Advertising paperwork, copies of adverts etc
• Any notes taken from your initial conversation with your lodger (see day 10)
• Interview notes and the form completed at the interview (day 11)
• All references and reference reports obtained
• Any other notes, memoranda of discussions prior to accepting the lodger (may be important if you ever have a disagreement about what was discussed at this stage)
• The lodger agreement,(day 15) together with any ‘house rules’ (day 14), both signed and dated (by the lodger – he should have copies signed by you)
• Any inventory used (day 16), signed and dated, together with signed copies of any photos used
• A signed standing order form (note that if rent is paid in cash, you should give a rent book)
• A letter of authority to the Housing Benefit office for lodger on benefit/local housing allowance (see day 13)

That is quite a wadge of paperwork!

Note that you will find helpful reference letters, a lodger application form, checklists and (if you get the plus pack) a lodger agreement form in our >> New Lodger pack.

Future paperwork could include:

• Insurance renewal paperwork
• Next years (and subsequent years) gas safety certificates
• Any letters and notes from and to your lodger relating to his lodgings
• A note of any agreements, for example if you reach agreement for an increased rent

Rent Records: You should also keep a record of all the rent paid, with a record of the date it was paid. Otherwise, if you lodger misses a few weeks, it might be difficult to work out exactly how much he owes you.

It is also a good idea to get into the practice of keeping a note of any ‘significant events’. For example if your lodger behaves badly, even if you decide to put up with it for that once, keep a note of what happens and the dates, just in case you want to refer to them later.

How long should you keep paperwork?

The lawyers answer, is for a minimum period of six years after your lodger moves out. The reason for this is that the ‘limitation period’ for most legal claims is six years from the time the contact ended. You will also need to keep paperwork for tax purposes, and this should also be for six years.

My advice would be to keep everything for as long as possible. Then you will not be inconvenienced by not having it if you need it.

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What is your experience of the things in this section? Are there any other documents I have missed out from this list? How long do you keep your paperwork? Do you have any advice for other lodger landlords on record keeping?