A lead file is three things kept together per pre-1978 property: the signed disclosure for each lease (kept three years from the start of that lease, per EPA), every inspection, risk-assessment or abatement report ever received (kept permanently, because each new tenant must be given them), and the certifications of any contractor who disturbed painted surfaces. The retention period is federal; the usefulness is practical — the next disclosure form is filled in from the file, and a wrong “no knowledge” answer is a false statement if a report exists in a drawer. Lead-related work invoices also belong in the tax file for the IRS retention periods (IRS).
The file
| Record | Keep for | Why |
|---|---|---|
| Signed disclosure form (per lease) | Three years from lease start | Federal retention rule |
| Pamphlet version given (note the edition and date) | With the disclosure | Proves the pamphlet element |
| Inspection, risk assessment, abatement or clearance reports | Permanently, with the property | Must be disclosed and provided to every future tenant |
| Renovation contractor certification and lead-safe work records | At least three years after the work | EPA renovation rule; insurance |
| Year-of-construction evidence (appraisal record) | Permanently | Establishes whether the rule applies |
Organising it
- One folder per property, named with the address and “LEAD”; one sub-folder per lease year for the signed forms.
- A one-page index listing every report with its date and author; update it when a report arrives.
- At each new lease: copy the index to the disclosure, attach the reports, obtain the signatures, file the form.
- At sale: the same file supports the seller’s disclosure duty.
When the property changes hands
A buyer inherits the knowledge: any report the seller had becomes information the buyer “knows” for the next tenant’s disclosure. Ask for the lead file at closing and keep it with the basis file — the basis file guide has the rest of that packet.
Frequently asked questions
How long must lead disclosure records be kept?
The signed disclosure for three years after the lease begins; reports about lead in the property should be kept for as long as you own it, because each new tenant must receive them (EPA).
Does a new owner have to disclose reports the seller had?
Yes — any known information and available reports must be disclosed; obtain the seller’s lead file at closing (EPA).
What about renovation records?
Keep the contractor’s certification and lead-safe work records for at least three years after the work, alongside the disclosure file.
Sources
Rules change and the right answer can depend on the home, the city, the lease and the timing. These are the official pages this guide relies on; check them before signing, charging a fee, sending a notice or making a legal decision.
- EPA — Real estate disclosures about potential lead hazards (lessor requirements) ↗
- HUD — Lead-based paint (Office of Lead Hazard Control and Healthy Homes) ↗
- IRS — How long should I keep records? ↗
General information for U.S. landlords, with a Texas focus. This guide is not legal, tax or accounting advice. Consult a qualified professional for your situation. Written by the rentalfreelease.com Editorial Team; last reviewed September 19, 2026.