How long should I keep the lease and receipts?

It is generally advisable to keep leases and receipts for at least 10 years for potential civil actions; also retain registration receipts and tax documents as long as needed for checks.

Can I photograph documents and throw away the originals?

A digital copy is useful but, if possible, keep originals of official documents (e.g., registration receipts). If you discard the original, keep certified copies and secure backups.

What if the landlord asks for my personal documents?

Request the request in writing, limit the information provided to the minimum necessary and keep a copy of the documents you hand over.

Document Retention for Tenants in Italy

Privacy and documents in rentals (GDPR) 3 min read · published September 11, 2025

Keeping rental documents organized and preserved is essential for tenants in Italy. This article explains clearly which documents to keep (lease, payment receipts, communications with the landlord), how long to keep them, how to protect personal data under the GDPR, and what to do if you need to use them in a dispute. You will find practical examples on contract registration and using the Modello RLI, tips on cedolare secca and guidance on how to digitize and securely store copies. The information here helps prevent problems and prepares you if you need to assert rights or respond to official requests.

What to keep and for how long

The main items to keep are the lease agreement, payment receipts, written communications and proof of any repairs or damages. A complete chronology is often useful to prove payments, requests and responses between parties.

Lease agreement, including the registered copy and registration receipts.
Receipts for rent payments, security deposit and any advance expenses.
Written communications between tenant and landlord (emails, messages, letters), and photos documenting conditions or damages.
Official forms and documents related to contract registration, such as the Modello RLI^[2].

In many situations written documents are decisive to prove rights or payments.

Privacy and data processing (GDPR)

Data processing must comply with the GDPR: keep only necessary information and limit access to copies. If an agency or landlord processes sensitive data, ask how it is protected and for how long. Keeping documents does not mean sharing them indiscriminately; reveal only the necessary parts when requested.

Keep copies securely and limit sharing of personal data to official requests or trusted professionals.

How to organize copies and evidence

Digitizing documents reduces the risk of loss and makes secure sharing easier when needed. Save files with clear names, a date and a short description. Keep backups in two locations (e.g., external drive and protected cloud) and keep originals when possible.

Clear scans of the lease, receipts and dated communications.
Dated photos of damages or repairs with a description and related written correspondence.
Encrypted or password-protected backups for important digital copies.

Digitizing reduces the risk of physical document loss.

Using documents in a dispute

If you need to prove a right or respond to a dispute, organize a clear chronology with contracts, receipts and communications. Rental law and civil rules may be relevant for terms and obligations; keep relevant evidence and consider legal advice or tenant union assistance.^[1]

Always respond within the deadlines indicated in official notices.

Frequently asked questions

How long should I keep the lease and receipts?: It is generally advisable to keep leases and receipts for at least 10 years for potential civil actions; also retain registration receipts and tax documents as long as needed for checks.
Can I photograph documents and throw away the originals?: A digital copy is useful but, if possible, keep originals of official documents (e.g., registration receipts). If you discard the original, keep certified copies and secure backups.
What if the landlord asks for my personal documents?: Request the request in writing, limit the information provided to the minimum necessary and keep a copy of the documents you hand over.

How to

Check the lease to ensure all pages are signed and dated.
Register the lease using the Modello RLI following the Agenzia delle Entrate instructions^[2] and keep the registration receipt.
Keep payment receipts, security deposit records and tax documents related to the lease.
Scan and save digital copies, use clear file names with dates and create protected backups.
In case of dispute, prepare a timeline and bring organized copies when seeking legal help or attending court.

Key takeaways

Keep lease, receipts and communications for at least 10 years as a practical rule.
Always register the lease with the Modello RLI and keep the official receipt.
Digitize and back up documents to protect evidence in disputes.