California rental law requires owners to create and hand over many records, such as a copy of the signed lease within 15 days (Civ. § 1962(a)(4)) and deposit photos, receipts and an itemized statement at move-out (Civ. § 1950.5(g), (h)), but it sets few rules on how long to keep them. Two retention periods are fixed: the federal lead disclosure must be kept for at least 3 years from the start of the lease (40 CFR § 745.113(c)(1)), and the IRS says to keep tax records until the period of limitations for that return runs out. For most other files, the rules covered here set no period, so ask an attorney or tax professional.

The short version

  • Keep the signed lease, every addendum and the disclosures given at signing.
  • Keep every notice you serve or receive, with how, when and on whom it was served.
  • Keep move-in and move-out photos, invoices and the itemized deposit statement for each tenancy.
  • Treat screening reports as confidential and dispose of them securely; the FTC's Disposal Rule applies to anyone who keeps consumer report information for a business purpose.
  • Keep tax records until the IRS period of limitations runs out, and property records until it runs out for the year you sell.
  • Section 1950.5 sets no retention period for deposit records. Ask counsel how long to keep them.

The records list

RecordWhy it mattersRetention rule
Signed lease and addendaThe tenant gets a copy within 15 days of signing, and another once a year on request within 15 days (Civ. § 1962(a)(4))Ask counsel
Lead disclosure (pre-1978 housing)Signed attachment with the warning statement and acknowledgmentAt least 3 years from the start of the lease, for the lessor and any agent (40 CFR § 745.113(c)(1))
Other disclosuresProof you gave the rent-cap notice or exemption statement, bed bug notice, mold booklet and othersAsk counsel
Owner and manager contact detailsMust be kept current (Civ. § 1962(c))Keep the current version and the date of each change
Notices and proof of serviceShows the date, method and person servedAsk counsel
Rent ledger and receiptsShows what was paid and when; a payer may require a written receipt (Civ. § 1499)IRS guidance below covers income records
Dishonored-payment noticesCash-only rent after a bounced check needs written notice with a copy of the instrument (Civ. § 1947.3(a)(2))Ask counsel
Move-in and move-out photosRequired under § 1950.5(g); sent with the deposit statement unless repair and cleaning deductions are $125 or lessNone set by § 1950.5
Deposit statement, invoices and receiptsThe statement is required (§ 1950.5(h)(1)); invoices and receipts under § 1950.5(h)(2) when repair and cleaning deductions exceed $125None set by § 1950.5
Screening filesApplications, criteria, fee receipts (Civ. § 1950.6(d)), reports and any adverse action noticeThe Disposal Rule sets no period; dispose of securely
Accommodation requestsDisability information and any medical verification must be kept confidential (2 CCR § 12176(e)(1))Ask counsel; restrict access
Domestic violence documentationA landlord may not disclose information a tenant provides under Civ. § 1946.7 without consent or legal requirement (§ 1946.7(i))Ask counsel; restrict access
Rent reporting offersThe offer must be made at signing and at least annually where § 1954.07 appliesAsk counsel; keep proof of each offer
Tax and property recordsSupport Schedule E, depreciation and basisIRS periods below

The details on rent payments and rent reporting are on the rent payments and rent reporting page.

How long to keep tax records

The IRS frames retention as the period of limitations for the return. Its "How long should I keep records?" page lists:

  • 3 years in general;
  • the later of 3 years from filing or 2 years from paying the tax for a refund claim;
  • 6 years if unreported income exceeds 25% of the gross income shown;
  • 7 years for a claim for a loss from worthless securities or bad debt;
  • indefinitely if no return was filed or the return was fraudulent;
  • at least 4 years for employment tax records.

For the rental itself, IRS Publication 583 says to keep records relating to property until the period of limitations expires for the year you dispose of it, because you need them to figure depreciation and your gain or loss. Publication 527 advises separating the costs of repairs and improvements, since you will need the cost of improvements when you sell or depreciate. Rental income and expenses are reported on Schedule E (Form 1040), and residential rental property is depreciated over 27.5 years (land is not depreciable). Before discarding anything, Publication 583 says to check whether you must keep it longer for other purposes. The rental cash flow calculator can help you organize income and expense figures, and Coronado owners can also see Coronado rental taxes.

Notices and proof of service

A notice is only as good as your proof that it was served correctly. For each notice, record:

  1. The type of notice and a copy of the exact version served.
  2. The date and time of service and who served it.
  3. The method. Three-day notices are served under CCP § 1162 by personal delivery, substituted service with mailing, or posting and mailing. A § 1946.1 termination notice may also go by certified or registered mail.
  4. Any mailing receipts.

Two rules make this record more important. An electronic record may not be substituted for a notice that must be sent under CCP § 1162 (Civ. § 1633.3(c)). And under AB 747 (Stats. 2025, ch. 563), mostly operative January 1, 2027, unlawful detainer complaints must state the date, time and location the termination notice was served.

Screening files: confidentiality and disposal

Screening creates records with their own rules:

  • Fee receipts and report copies. A screening fee needs an itemized receipt (Civ. § 1950.6(d)), and if a fee was paid, the applicant gets a copy of the credit report within seven days of the landlord receiving it (§ 1950.6(f)). Keep proof of both. The fee rules are on the screening fees page.
  • Adverse action notices. Keep a copy of any notice sent after denying or conditionally approving an applicant based on a report. See adverse action notices.
  • Disposal. The FTC's Disposal Rule says any person who keeps consumer information for a business purpose "must properly dispose of such information by taking reasonable measures to protect against unauthorized access to or use of the information" (16 CFR § 682.3(a)). Its examples of reasonable measures include burning, pulverizing or shredding papers, destroying or erasing electronic media, and contracting with a records-destruction company. Selling or donating a computer that holds the information counts as disposal. The rule itself sets no retention period (§ 682.4(a)). FTC guidance for landlords says they "must securely dispose of the report and any information you gathered from it."
  • Accommodation and safety records. Disability information and any medical verification must be kept confidential (2 CCR § 12176(e)(1)); a separate file with limited access is one practical way to do that.

Deposit records

Section 1950.5 requires the photos (subdivision (g)), the invoices and receipts (subdivision (h)(2)) and the itemized statement, but sets no retention period for them. Deposit claims may be brought in small claims court if within its limits (§ 1950.5(o)). The existence and amount of a deposit can be shown by "any credible evidence", such as a canceled check, a receipt or a lease stating the deposit (§ 1950.5(p)). If you sell, the deposit transfer requires a written statement to the buyer of the remaining security and the lawful deductions (§ 1950.5(j)), so the file needs to be complete. The full rule is on the security deposits page.

For owners

  • Keep one folder per tenancy (lease, disclosures, notices, photos, deposit file) and one per property (purchase, improvements, depreciation, insurance).
  • Store screening reports apart from the tenant file and shred or erase them securely when you no longer need them.
  • Note on the file who served each notice and how.
  • See the move-out process for the deposit documents to collect at each move-out.

For renters

  • Keep your signed lease, receipts for every payment, your move-in and move-out photos, and copies of all notices you send or receive.
  • If you do not have a copy of your lease, you can ask the owner or agent for one once each calendar year, due within 15 days (Civ. § 1962(a)(4)).
  • If a deposit dispute arises, a canceled check, receipt or the lease itself can show what you paid (§ 1950.5(p)).

Local rules

Some California cities add rules on top of state law, such as local just-cause, relocation or rental registration requirements, so check your city's code. Coronado has no local rent-control or just-cause ordinance as of October 2026 (based on a review of its code's contents).

Frequently asked questions

How long should a California landlord keep tenant records?

California's deposit statute and the FTC Disposal Rule set no retention period, so neither gives a single number. The fixed periods covered here are the lead disclosure (at least 3 years from the start of the lease) and IRS tax records (until the period of limitations runs out). For everything else, ask an attorney.

How long should I keep rental property tax records?

The IRS says to keep records supporting income, deductions or credits until the period of limitations for that return runs out, generally 3 years and longer in some cases. Keep records relating to the property itself until the period expires for the year you dispose of it, because they determine depreciation and your gain or loss.

Do I have to shred tenant screening reports?

The FTC's Disposal Rule requires anyone who keeps consumer report information for a business purpose to take reasonable measures against unauthorized access when disposing of it. Shredding, burning or pulverizing papers and destroying or erasing electronic media are its examples.

Can I keep notices and leases only in electronic form?

Electronic records and signatures generally have legal effect when both parties agreed to do business electronically (Civ. §§ 1633.5, 1633.7), but an electronic record cannot replace a notice that must be served under CCP § 1162. Keep paper copies and proof of service for those notices.

What records should a tenant keep?

The signed lease and addenda, receipts or bank records for every payment, move-in and move-out photos, and copies of all notices and repair requests. Those records can show what you paid and the unit's condition if a dispute arises.

This is general information, not legal advice. Laws change; confirm the current text and your situation with a California attorney.

McKee Properties manages rentals from its Coronado office; contact us with questions about your property.

Sources

Verified October 19, 2026.

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