WHAT THE GUIDANCE SAYS

Keep it, store it,
or shred it.

Most paperwork has a sell-by date.

Some papers you need for a tax return, some you need to keep safe for years, and some are only a risk once you are done with them. Here is what HMRC and ICO guidance says, in plain English.

FILE IT then let it go

Sort a paper

Hands sorting papers into plain cardboard box files on a tidy wooden desk by a window — AI-generated image, not a photograph of a real person or place.

Keep tax records long enough
Lock away ID documents
Shred what shows your details
A lighter, safer file box

THE SHORT ANSWER

Three piles,
not one drawer.

Paperwork falls into a few groups.
Each one gets a different kind of care.

KEEP

Tax records, long enough

If you file a Self Assessment return on time, HMRC says to keep records for at least 22 months after the end of that tax year, and longer if you are self-employed.

Sort a paper

SHRED

Old papers with your details

The ICO advises you to shred or destroy old documents so that nothing showing your name, address or other personal details can be taken.

Four habits

STORE

ID somewhere safe

Keep your passport, driving licence, bank statements and bills in a safe and secure place, says the ICO. Lost ID should be reported quickly.

If something goes missing

A QUICK PAPER SORT

What is this
piece of paper?

Pick a type of document to see what the guidance suggests. The bar shows how much care it needs.

Paper sort

Choose a documentA leaflet with no personal detailsAn old letter with your name and addressA P60 or P45Self-employed receiptsPassport or driving licence

A leaflet with no personal detailsRecycle

Nothing on it identifies you, so it carries no identity risk once you are done with it.

An old letter with your name and addressShred it

The ICO advises shredding or destroying old documents so that nothing showing your name, address or other details can be taken.

A P60 or P45Keep it

HMRC lists these among the pay and tax documents to keep. If you file a Self Assessment return on time, keep records at least 22 months after the end of the tax year.

Self-employed receiptsKeep 5+ years

Self-employed records must be kept for at least 5 years after the 31 January submission deadline of the relevant tax year.

Passport or driving licenceLock it away

Store ID in a safe and secure place. A lost or stolen passport should be cancelled as soon as possible.

Sources: GOV.UK, Keeping your pay and tax records and Business records if you're self-employed (HMRC); ICO, Identity theft; GOV.UK, Cancel a lost or stolen passport.

Based on HMRC record-keeping guidance on GOV.UK and the ICO's identity theft advice. General information only, not tax or legal advice.

TWO NUMBERS WORTH KNOWING

How long
is long enough?

Two record-keeping periods from HMRC,
for returns sent on time.

22 months

Keep records after the tax year ends

For a return sent on or before the deadline, HMRC says keep records at least 22 months after the end of the tax year. A 2024 to 2025 return sent by 31 January 2026 means keeping them until at least the end of January 2027.

SELF ASSESSMENT · HMRC

5 years

Keep business records after the deadline

Self-employed people must keep records at least 5 years after the 31 January submission deadline. A 2022 to 2023 return sent by 31 January 2024 means keeping records until at least the end of January 2029.

SELF-EMPLOYED · HMRC

For returns sent after the deadline, GOV.UK gives different periods, such as at least 15 months after you sent the return. HMRC says there are no rules on how you keep records: paper, digital or software all count.

FOUR HABITS TO TRY

A file box
that works for you.

None of this needs special equipment. A box, a few folders and a regular clear-out go a long way.

Give each tax year a folder
Keeping a year together makes it easy to see when its keep-until date has passed.
Write the keep-until date on it
Use HMRC's periods: at least 22 months after the tax year for most on-time returns, 5 years after the deadline if self-employed.
Shred, don't bin
Anything showing your name, address or other details should be shredded or destroyed when you no longer need it.
Keep ID apart
Store your passport and driving licence somewhere safe and secure, and know where they are.

A sturdy lidded document box on a shelf inside a closed-door cupboard, with plain folders standing beside it — AI-generated image, not a photograph of a real person or place.

A small home paper shredder on the floor beside a desk, its clear bin filled with thin paper strips — AI-generated image, not a photograph of a real person or place.

IF SOMETHING GOES MISSING

Act early,
limit the damage.

The ICO lists signs of identity theft, including lost or stolen documents such as a passport or driving licence, bank or utility mail that stops arriving, and statement entries you do not recognise.

It advises reporting lost or stolen documents to the organisation that issued them, and GOV.UK says to cancel a lost or stolen passport as soon as possible. If tax records are lost, GOV.UK says to get copies where you can, such as statements from your bank.

Questions

Questions people ask

How long should I keep my tax records?

If you send a Self Assessment return on or before the deadline, GOV.UK says keep records for at least 22 months after the end of the tax year. If you are self-employed, keep business records at least 5 years after the 31 January deadline.

Which pay documents should I keep?

GOV.UK lists your P60, your P45 if you leave a job, form P11D for expenses and benefits, and information about any redundancy or termination payment, among others.

Do I have to keep paper copies?

No. HMRC says there are no rules on how you keep records: paper, digital or software are all fine, as long as records are accurate, complete and readable.

Should I shred old bank statements?

The ICO advises shredding or destroying old documents so that nothing showing your name, address or other personal details can be taken.

What if I lose my passport?

GOV.UK says to cancel a lost or stolen passport as soon as possible to reduce the risk of anyone else using it or your identity.

Keep it, store it,
or shred it.