How to Rent Guide — Proof of service for landlords

Summary

England landlords must give tenants the government’s How to Rent guide at the start of every new Assured Shorthold Tenancy. It can be provided as a printed booklet or emailed as a PDF link — but you must be able to prove you served it. The guide is updated periodically and the most current version must be provided. Without proof of service you cannot serve a valid Section 21 notice.

Checklist

Download the latest version of the How to Rent guide from gov.uk before each new tenancy
Provide a copy (print or email) to all new tenants at or before the tenancy start date
Log the date you served it and the method of delivery
When the guide is updated, serve the new version to existing tenants at their next renewal
Check regularly for new versions (gov.uk publishes updates without fixed intervals)

What to store in the vault

A copy of the version of the guide you served (version date or edition)
Date and method of service
Evidence (email delivery receipt, WhatsApp confirmation, or signed receipt)

What to log as proof

Date of service for each tenant
Version of the guide served (check the document date on gov.uk)
Method: email (keep the sent email), hand-delivered (get a signature or confirmation), post (use recorded delivery)
For renewals: date of service of any updated version

What to include in a compliance pack

Confirmation of How to Rent Guide service (date, version, method)
A copy of the version served, if possible

FAQ

Can I email the How to Rent Guide instead of printing it? Yes. You can email a link to the gov.uk page or a PDF. Keep a copy of the sent email as your evidence.

Which version must I provide? Always the most current version available on gov.uk at the time of the new tenancy. Older versions are not acceptable for new tenancies.

Do I need to provide it for renewals? If the guide has been updated since the tenancy started, you should provide the new version at renewal. For statutory periodic tenancies (rolling on after the fixed term), you should provide the latest version if it has been updated.

What happens if I can’t prove I served it? Without proof of service, your Section 21 notice may be invalid. Courts have struck down Section 21 notices on this basis.

What if a tenant refuses to acknowledge receipt? Use a method with a built-in record — email with a read receipt, recorded post, or a check-in sheet signed at move-in. If a tenant refuses to sign, note the date and witness if possible.

Is the How to Rent Guide relevant under the Renters’ Rights Act? Yes. The Renters’ Rights Act is expected to retain this requirement. Stay up to date with any legislative changes.