A retention plan states, for each record type, how long it is kept and why, so that nothing needed is shredded and nothing sensitive is kept for no reason. Four sources set the periods. Texas Property Code: accurate records of security deposits (§92.106), read with the four-year limitations period for suits on a debt in Civil Practice and Remedies Code §16.004, which is why lease files are kept four years past the tenancy. Federal lead rules: signed disclosures for three years after the lease begins (EPA). Consumer-report rules: secure disposal when no longer needed (FTC). And the IRS: records for three years from filing in the ordinary case, six years where unreported income exceeds 25% of gross income, indefinitely if no return was filed — and property records until the limitations period expires for the year in which you dispose of the property (IRS — How long should I keep records?).
The plan
| Record | Keep | Reason |
|---|---|---|
| Lease, addenda, move-in/move-out records, deposit accounting, forwarding address | Tenancy + 4 years | Four-year limitations period for debt (CPRC §16.004); deposit claims under §92.109 |
| Rent ledger, receipts, notices | Tenancy + 4 years, and with the tax year’s records | Claims; income substantiation |
| Repair requests and work orders | Tenancy + 4 years | §92.056 evidence; deposit deductions |
| Applications — declined | A written short period sufficient to answer a complaint, then destroy | Fair housing complaint window; consumer-report disposal |
| Consumer reports | Only while the decision is pending; then secure disposal | FCRA disposal rule |
| Lead disclosures | 3 years from lease start; lead reports permanently | EPA rule; future disclosures |
| Tax records (income, expenses, mileage, 1099s) | 3 years from filing; 6 years if unreported income exceeds 25% of gross income; indefinitely if no return was filed | IRS periods of limitation (IRS) |
| Basis records (purchase, closing, improvements, depreciation) | Ownership + the return period after sale | Gain and depreciation on sale |
| Insurance policies and claims | Policy period + claim period | Claims |
| Licences, permits, inspection certificates | While valid + 4 years | City programs |
Running it
- Date every file so the period can be computed; the vault’s naming rule does this.
- Once a year, list files past their period; destroy paper by shredding and delete electronic copies including backups.
- Log the destruction: what, when, by whom.
- Never destroy anything subject to a pending claim, complaint, audit or litigation hold — the plan pauses.
What to keep forever
Lead reports, basis and improvement records while you own the property, and the decision log — the three things that a future tenant, a future buyer or a future dispute will ask about long after the tenancy that generated them.
Frequently asked questions
How long should a Texas landlord keep lease records?
At least four years after the tenancy ends — the limitations period for suits on a debt — together with the deposit records the Property Code requires (CPRC §16.004, Property Code §92.106).
How long are tax records kept?
Three years from filing in the ordinary case, six years where unreported income exceeds 25% of gross income, and property records until the limitations period runs for the year of disposal (IRS).
What must be destroyed rather than kept?
Consumer reports once the decision is closed, by secure disposal; declined applications after a short written period (FTC).
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.
- Texas Property Code, Chapter 92 — Residential Tenancies ↗
- Texas Civil Practice and Remedies Code §16.004 — four-year limitations period (debt) ↗
- EPA — Real estate disclosures about potential lead hazards (lessor requirements) ↗
- FTC — Using consumer reports: what landlords need to know ↗
- IRS — How long should I keep records? ↗
- Texas State Law Library — Security deposits ↗
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.