What Documents Do I Need to Keep for the UK Self-Assessment?
Are you drowning in receipts and wondering which ones actually matter for your tax return? Or maybe you’re the opposite – sitting there with practically no paperwork, hoping HMRC won’t notice?
Both approaches spell trouble. The secret isn’t keeping everything or keeping nothing – it’s knowing exactly what HMRC wants to see. Good news: their requirements are more straightforward than you think.
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Key Takeaways
Must-keep documents:
- Employment: P60, P45s, final payslips, benefit records
- Self-employment: All invoices, receipts, bank statements, mileage logs
- Property: Tenancy agreements, rent records, repair receipts
- Investments: Dividend vouchers, interest statements
Storage rules:
- Keep for 5 years minimum
- Digital copies are completely acceptable
- Back up everything
- Separate business from personal finances
Common claimable expenses:
- Home office: £6 per week or actual costs
- Business mileage: 45p per mile
- Professional development and equipment
- Business travel and accommodation
What Employment Documents Do I Actually Need?
Your P60 is non-negotiable. Think of it as your employment report card – it shows HMRC exactly what you earned and what tax you paid.
Keep these employment documents:
- P60 (annual summary from your employer)
- P45s (if you changed jobs during the tax year)
- Your last payslip of the year
- Documentation of any company benefits (car, health insurance, etc.)
What if my P60 is missing?
Chase your employer immediately. They must provide it by May 31st, and HMRC won’t accept “I never got it” as an excuse.
What About Self-Employment Records?
Every invoice matters. Keep all invoices you’ve sent, plus proof you actually got paid (bank statements work fine).
Your essential self-employment documents:
- All invoices and receipts
- Bank statements (separate business account makes life easier)
- Mileage logs for business travel
- Records of any business expenses
Can I just photograph receipts?
Absolutely! Your smartphone photos are legally acceptable to HMRC. Just make sure they’re clear and show the date, amount, and what you bought.
How Do I Handle Mileage Claims?
The rule is 45p per mile for the first 10,000 business miles, then 25p after that.
What counts as business mileage:
- Client meetings
- Supplier visits
- Training courses
- Travel to temporary workplaces
What doesn’t count: Your regular commute to your permanent workplace.
Keep a simple log showing: Date, destination, purpose, and miles. Many smartphone apps can track this automatically. Read details here.
What Property Documents Do I Need?
If you rent out property, keep everything:
- Tenancy agreements
- Rent receipts or bank transfer records
- All repair and maintenance receipts (yes, even that £20 fix)
- Safety certificates
- Insurance documents
- Letting agent fees
Remember: These expenses reduce your taxable rental income, so every receipt matters.
What About Investment Income?
Keep all investment paperwork:
- Dividend vouchers
- Bank interest statements
- ISA documentation (even though ISAs are tax-free)
- Capital gains records
Even small amounts matter. That £15 interest from your savings account still needs to be declared.
Can I Claim Home Office Expenses?
You have two options:
Option 1 – Simple method: Claim £6 per week for each week you work from home. Working 3 days a week? That’s about £936 per year. No receipts needed.
Option 2 – Actual costs: Calculate your real expenses (heating, electricity, etc.) and claim the proportion used for work. You’ll need utility bills and receipts for this.
What Other Expenses Can I Claim?
Professional development and equipment:
- Training courses
- Professional memberships
- Work equipment (laptops, software, tools)
- Business insurance
Travel expenses:
- Accommodation for business trips
- Meals during business travel
- Transport costs
The key test: Is it “wholly and exclusively” for business? If your laptop is 80% work, 20% personal, you can claim 80% of the cost.
Need help with sorting income details? Our expert accountants in birmingham make it easy.
How Long Must I Keep Everything?
Five years minimum. HMRC can investigate your returns going back five years, so keep all documents until at least January 31st five years after the tax year ends.
What if I lose something?
Don’t panic. Be honest with HMRC and provide whatever you can reconstruct. Bank statements often work as backup evidence.
Should I Go Digital or Keep Paper?
Digital is fine – and often better:
- HMRC accepts phone photos of receipts
- Cloud storage is cheaper than filing cabinets
- Digital files don’t fade or get damaged
- Much easier to search and organize
Backup everything. Use cloud storage, but keep copies in multiple places.
What Common Mistakes Should I Avoid?
Don’t overcomplicate things. A simple system you actually use beats a perfect system you abandon.
Don’t miss the obvious expenses:
- Bank charges on business accounts
- Accountancy fees
- Professional insurance premiums
- The cost of preparing your tax return
Keep business and personal separate. Even a basic business bank account makes record-keeping much clearer.
What Should I Do Right Now?
This week: Set up a simple filing system – even a dedicated folder on your phone works.
This month: Gather missing documents for the current tax year and photograph any loose receipts.
Going forward: Spend 10 minutes weekly organizing new documents. This prevents January panic and makes your life much easier.
The bottom line? You don’t need to keep every receipt, but you absolutely need to keep the right ones. Start simple, stay consistent, and your future self will thank you.
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