What Documents Do You Actually Need to Keep in the UK

If you have ever stood in front of a filing cabinet wondering whether you still need a gas bill from 2019, you are not alone. Most people keep either too much paperwork or too little. The trick is knowing what actually matters, how long you need to hold onto it, and what you can safely get rid of.

Identity Documents

Passports, birth certificates, marriage certificates, and driving licences should be kept indefinitely. These are your core identity documents and replacing them ranges from mildly annoying to genuinely difficult. Store the originals somewhere safe, like a fireproof box or a secure drawer, and keep digital copies as a backup.

Financial Records

Bank statements, payslips, and P60s should be kept for at least six years. This covers the period during which HMRC can open an enquiry into your tax affairs. If you are self-employed, keep all business receipts, invoices, and expense records for at least five years after the 31 January submission deadline for the relevant tax year. Pension statements and investment records should be kept for as long as you hold the pension or investment, and ideally for a few years after.

Property Documents

If you own your home, keep the title deeds (or a note of the title number registered with the Land Registry), mortgage agreement, buildings insurance policy, and any documentation related to major works such as planning permissions, building regulations certificates, and guarantees. These are all things a buyer's solicitor will want to see when you eventually sell. Tenancy agreements should be kept for the duration of the tenancy and for a reasonable period afterwards in case of any disputes.

Vehicle Documents

Keep your V5C log book for as long as you own the vehicle. MOT certificates, service records, and repair receipts are worth keeping too, as a full service history adds value when you come to sell. Your driving licence and any correspondence from the DVLA should also be filed somewhere accessible.

Insurance Policies

Keep current insurance policies where you can find them quickly. For expired policies, it is worth holding onto them for at least a few years. Some claims, particularly for things like asbestos exposure or historic property damage, can be made against old policies years after they ended. If in doubt, keep the certificate of insurance and a note of the policy number and insurer.

Medical Records

Your GP holds your main medical records, but you should keep copies of any significant medical correspondence, test results, vaccination records, and prescriptions. These are useful when registering with a new GP, applying for insurance, or dealing with any health-related claims.

What You Can Get Rid Of

Utility bills older than a year can generally go, unless you need them as proof of address. Junk mail, old brochures, instruction manuals for things you no longer own, and expired warranties can all be shredded or recycled. The key is to be intentional about what you keep rather than letting things pile up by default.

Orlo makes managing this much simpler. You can upload and categorise your important documents digitally, so everything is searchable and accessible when you need it. No more digging through drawers or wondering where you put your home insurance certificate. The important things are stored safely, and the rest can go.