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If you're a UK taxpayer you should keep a record of the tax you pay each year and other records relating to your income and outgoings. You'll need these to help you complete your tax return or to answer any questions from HM Revenue & Customs (HMRC) about a return you've already completed.
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If you have to send HMRC a tax return, you should keep all the records and documents you need to enter the correct figures. If HMRC needs to check your return, they may ask to see the records you used to complete it.
If you don't keep adequate records or if you don't keep your records for long enough, you may have to pay a penalty.
This guide deals with typical records that employees, directors or non-working individuals, including pensioners, may need to keep. If you're self-employed, in business or a trustee, or if you're dealing with the tax affairs of someone who has died, please also see the later section 'Record keeping for tax - other circumstances'.
You should keep documents containing details about your pay and tax that your employer provides, including:
You should also keep evidence of any other income or benefits from your employment not covered in the list above, for example:
When you're employed you may have had to pay expenses out of your own pocket in order to do your job. You may be able to claim for some or all of these expenses to reduce the tax you'll have to pay. You'll need to keep records so you can include the expenses in your Self Assessment taxreturn.
More about Tax relief for business expenses
You should keep any documents relating to:
You should keep:
You should keep all:
You should also keep:
If you get income from letting out a property, you'll need to keep details of the rents you've received and the expenses you've paid.
Records a landlord needs to keep - learn more (Opens new window)
You'll need to keep any dividend vouchers, tax certificates and personal financial records including:
You should keep information on any share options awarded or share participation arrangements including:
The records you should keep depend on your circumstances - but it's a good idea to keep any records associated with an asset you've owned in case you make a gain or loss when you sell, give away, transfer or exchange it.
Always keep any information that you have used to:
Record keeping and Capital Gains Tax - find out more
You must keep your records for a minimum period, as described below, in case HMRC decides to make a check into your return. Note that HMRC has longer to make a check if your tax return is received after the filing deadline of 31 January.
If you send in your tax return on or before the normal filing deadline of 31 January, you must usually keep your records for a further year after this deadline. This applies to both online and paper tax returns.
For example, for a 2010-11 return filed on or before 31 January 2012, you must keep your records until 31 January 2013.
However, you may need to keep them longer if a check has already been started - in this case you'll need to keep your records until HMRC writes and tells you they've finished the check.
If you send in your tax return after the normal filing deadline of 31 January, either because it was issued late or because you sent it back late, you must usually keep your records for 15 months after the date you sent it in. This applies to both online and paper tax returns.
For example, for a 2010-11 return filed on 28 Feb 2012, you must keep your records until 31 May 2013.
However, you may need to keep them longer if a check has already been started - in this case you'll need to keep your records until HMRC writes and tells you they've finished the check.
If you receive other income, such as income from a property business or a shop, you need to keep the records for longer. Find out more using the links below.
See how long to keep your records if you're self-employed
Find out how long to keep your records if you're a partner or in a partnership
Tax return deadlines and penalties - find out more
Read more about checks into tax returns
If your records are lost or destroyed and you can't replace them you must tell HMRC what has happened and do your best to recreate them.
Once you've gathered replacement information you use this to complete your tax return. You must tell HMRC whether any provisional figures are:
If you make adjustments at a later date and you've underpaid tax there may be interest and penalties to pay.
Tax return deadlines and penalties - find out more
The types of records you must keep depend very much on your circumstances.
The sections above deal with typical records that employees, directors and pensioners may need to keep. You can find other articles that may better match your circumstances by using the links below
Record keeping for the self-employed
Partners and partnerships - find out about record-keeping
Tax records needed when someone dies
Trustees of registered pensions schemes and keeping records
A general guide to keeping records for your tax return (PDF 171K)
