How Long to Keep Tax Records as Self-Employed in the UK
Find out how long to keep self-employed tax records. HMRC requires at least 5 years after the filing deadline — see the rules, exceptions, and what to store.
Key Actions
- Calculate when you can dispose of each tax year's records using the 5-year rule
- Store digital copies of all records in at least two locations
- Label records clearly by tax year for easy retrieval
- Set a calendar reminder each February to review and dispose of records past the retention period
- Keep improvement and capital records indefinitely if you own property or business assets
How long to keep tax records is one of the most common questions self-employed people ask — and the answer matters. HMRC requires you to keep your business records for at least 5 years after the 31 January filing deadline for each tax year. Disposing of records too early could leave you unable to support your figures if HMRC opens an enquiry.
This guide explains the retention rules for self-employed sole traders, landlords, and CIS subcontractors — including the exceptions where you need to keep records for longer, and how Making Tax Digital affects digital record storage.
The 5-Year Rule for Self-Employed Tax Records
The standard retention period for self-employed tax records is 5 years after the 31 January submission deadline for the relevant tax year.
How to calculate your disposal date:
- Identify the tax year (e.g., 2025/26 runs from 6 April 2025 to 5 April 2026)
- Find the filing deadline (31 January 2027 for the 2025/26 tax year)
- Add 5 years (31 January 2032)
- Keep records until at least that date
Quick reference table:
| Tax year | Filing deadline | Keep records until at least |
|---|---|---|
| 2022/23 | 31 January 2024 | 31 January 2029 |
| 2023/24 | 31 January 2025 | 31 January 2030 |
| 2024/25 | 31 January 2026 | 31 January 2031 |
| 2025/26 | 31 January 2027 | 31 January 2032 |
| 2026/27 | 31 January 2028 | 31 January 2033 |
Example: Sarah filed her 2024/25 Self Assessment return in November 2025 — well before the 31 January 2026 deadline. She needs to keep her 2024/25 records until at least 31 January 2031 (5 years from the deadline, not from when she filed).
When You Need to Keep Records Longer
The 5-year rule is the minimum. In several situations, you need to keep records for longer:
Late Filing
If you file your tax return more than 4 years after the deadline, you need to keep records for 15 months after you submitted the return — even if this extends beyond the standard 5-year period.
HMRC Enquiries
If HMRC opens a compliance check into your tax return, keep all related records until the enquiry is fully resolved — even if the 5-year period has passed. HMRC's time limits for raising assessments are:
- Within 12 months of the filing deadline (routine enquiry into an on-time return)
- Within 12 months of the date you filed (routine enquiry into a late return)
- Up to 4 years after the end of the tax year (standard assessment time limit)
- Up to 6 years after the end of the tax year (where there has been careless behaviour)
- Up to 20 years after the end of the tax year (where there has been deliberate behaviour)
Because HMRC can go back 6 years for careless errors, keeping records for at least 6 years (rather than 5) provides a useful margin of safety.
Capital Assets and Property
Records related to capital assets (vehicles, equipment, property) should be kept for as long as you own the asset — plus 5 years after the tax year in which you dispose of it. This is because the purchase price, improvements, and related costs affect your Capital Gains Tax calculation when you sell.
For landlords: Keep records of property purchase costs, improvement expenditure, and legal fees for as long as you own the property — and for at least 5 years after you sell it.
VAT Records
If you're VAT-registered, VAT records need to be kept for 6 years (not 5). This applies to VAT invoices, returns, and any documents relating to imports and exports.
What Records to Keep for How Long
Different types of records have different practical lifespans:
| Record type | Keep for | Why |
|---|---|---|
| Income records (invoices, bank statements) | 5 years after filing deadline | Standard retention |
| Expense receipts | 5 years after filing deadline | Support your expense claims |
| CIS payment statements | 5 years after filing deadline | Prove deductions for Self Assessment |
| Mileage logs | 5 years after filing deadline | Support vehicle expense claims |
| P60, P45 from employment | 5 years after filing deadline | Employment income evidence |
| Property purchase records | While you own it + 5 years after sale | CGT base cost calculation |
| Property improvement records | While you own it + 5 years after sale | Reduces CGT when selling |
| Mortgage statements | 5 years after filing deadline (or while you own property) | Section 24 mortgage interest relief claims |
| VAT records (if VAT-registered) | 6 years | VAT regulations |
| Pension contribution records | 5 years after filing deadline | Tax relief claims |
Digital vs Paper Tax Records: What HMRC Accepts
HMRC accepts both digital and paper records. However, with Making Tax Digital now live from April 2026, digital record keeping is becoming the standard.
Digital records:
- Photographs of paper receipts are acceptable — you don't need to keep the original paper
- Store in at least two locations (cloud storage plus a local backup)
- Ensure records are readable and retrievable throughout the retention period
- MTD-compatible software stores records digitally by default
Paper records:
- Keep in a dry, accessible location
- Organise by tax year
- Consider scanning important documents as a backup — ink on thermal paper (till receipts) fades over time
Under MTD: From the 2026/27 tax year, if your qualifying income exceeds £50,000, your primary records need to be in digital format in MTD-compatible software. The 5-year retention period still applies to these digital records.
Penalties for Not Keeping Tax Records
HMRC can charge penalties of up to 100% of the tax due if you fail to keep adequate records. Penalties apply when your records are:
- Missing — you can't support the figures on your return
- Incomplete — key information is absent
- Inaccurate — records don't match what you claimed
- Illegible — paper records are damaged or unreadable
If HMRC opens an enquiry and you can't produce records, they may:
- Estimate your income (often higher than reality)
- Disallow expense claims you can't evidence
- Charge penalties for inaccurate returns (up to 30% for careless errors, up to 70% for deliberate errors, and up to 100% for deliberate and concealed errors)
Practical tip: If you lose a receipt, a bank or credit card statement showing the transaction — plus a brief note of what the expense was — can serve as supporting evidence. HMRC doesn't require perfect records, but they do expect reasonable evidence.
When You Can Safely Dispose of Tax Records
At the start of each year, review your records and dispose of anything past the retention period. A simple annual check saves storage space and keeps your filing manageable.
Disposal checklist:
- Check that the 5-year period has passed for the relevant tax year
- Confirm no HMRC enquiry is open or expected for that year
- Confirm no capital assets from that period are still owned
- If VAT-registered, apply the 6-year rule instead
- Securely destroy physical records (shred documents containing personal or financial information)
- Delete digital records securely if no longer needed
Example: In February 2029, James reviews his records. His 2022/23 records have a retention deadline of 31 January 2029. No enquiry is open for that year. He can securely dispose of his 2022/23 records. His 2023/24 records need to stay until at least 31 January 2030.
Record Keeping for CIS Subcontractors
CIS subcontractors follow the same 5-year retention rule. Key records to keep include:
- CIS payment statements from all contractors
- Invoices and income records
- Expense receipts (tools, travel, protective clothing)
- Bank statements
Your CIS payment statements are particularly important — they're your evidence of tax already paid to HMRC. Without them, you can't prove your CIS deductions when filing your Self Assessment return.
Frequently Asked Questions
Is it 5 years or 6 years for self-employed records?
The standard HMRC requirement for self-employed records is 5 years after the 31 January filing deadline for the relevant tax year. However, if you're VAT-registered, VAT records need to be kept for 6 years. Many accountants suggest keeping all records for 6 years as a margin of safety, since HMRC can raise assessments for careless errors up to 6 years after the end of the tax year.
Do I need to keep paper receipts if I have digital copies?
No. HMRC accepts photographs or scans of receipts as valid records. Under Making Tax Digital, digital records are the primary format. It's good practice to scan paper receipts promptly — thermal paper (common for till receipts) fades over time and may become unreadable within a few years.
How long do landlords need to keep records?
Landlords follow the same 5-year rule for income and expense records. However, records relating to the property purchase, improvements, and legal fees should be kept for as long as you own the property — plus at least 5 years after you sell it. These records are needed to calculate Capital Gains Tax on disposal.
What if HMRC opens an enquiry after I've destroyed my records?
If HMRC opens an enquiry and you can't produce records, they may estimate your income and disallow expenses you can't evidence. This is why keeping records for the full retention period — and slightly beyond if you're cautious — is important. If records are genuinely lost through no fault of your own (fire, flood), inform HMRC and provide whatever alternative evidence you can.
This guide is for informational purposes only and does not constitute tax, legal, or financial advice. Tax rules change frequently. Always verify current requirements on GOV.UK or consult a qualified accountant for your specific situation.