Written information for tenants — What landlords must provide

This guide covers every document and piece of written information England landlords are legally required to provide to tenants at the start of a tenancy, including new requirements that take effect on 1 May 2026 under the Renters’ Rights Act. Reviewed March 2026.

What the rule is

Several pieces of legislation place specific obligations on landlords to provide written information to tenants. Failure to provide the right documents at the right time can have serious consequences: it can prevent landlords from serving a valid section 21 notice (until its abolition on 1 May 2026), attract civil penalties, and undermine the landlord’s position in any dispute.

The key documents required fall into two categories: safety documents required by regulation, and tenancy-related documents required under housing and deposit protection law.

When it applies

All required documents must be provided at or before the start of the tenancy. The prescribed information for deposit protection must be given within 30 days of receipt of the deposit. The How to Rent guide must reflect the current version — if it is updated during a tenancy and a new fixed term starts, the updated version must be re-served.

What landlords must provide

1. How to Rent guide The government’s How to Rent: The Checklist for Renting in England must be provided to every new tenant. It must be the current version at the time the tenancy starts. It can be provided as a printed copy or by email (with tenant’s agreement). Keep a record of delivery.

2. Energy Performance Certificate (EPC) A valid EPC (valid for 10 years) must be provided free of charge before the tenancy begins. The property must have a minimum rating of E (with limited exemptions). The current minimum is E; a proposed uplift to C is expected in the late 2020s.

3. Gas Safety Record (CP12) Where there is a gas installation, landlords must provide a copy of the current gas safety record to tenants before or on the day they move in. The record must be less than 12 months old. Annual renewal is required.

4. Electrical Installation Condition Report (EICR) Landlords must provide a copy of the most recent EICR to new tenants before they occupy the property. The EICR must be no more than 5 years old (or since the last inspection). Any Category 1 or 2 defects must be remedied before a new tenancy starts.

5. Deposit prescribed information Where a tenancy deposit is taken, landlords must protect it in a government-approved scheme within 30 days and provide the tenant with the scheme’s prescribed information within the same 30-day period. This includes: the address of the property, the amount of the deposit, the name and contact details of the scheme, details of any lead adjudicator, and confirmation of the landlord’s address for correspondence.

6. Tenancy agreement While not legally mandatory, providing a signed copy of the tenancy agreement is a practical necessity and part of any compliant letting.

7. Smoke and carbon monoxide alarm notice Landlords must install smoke alarms on every floor and carbon monoxide alarms in every room with a solid fuel appliance (and since October 2022, in every room with a gas boiler or other combustion appliance). While there is no statutory document to serve, best practice is to record in writing that alarms have been tested and are in working order at the start of the tenancy.

What changed on 1 May 2026

The Renters’ Rights Act introduces a new requirement for landlords to provide tenants with a written statement of the terms of the tenancy at the start of every new tenancy. This is separate from the tenancy agreement itself and must include prescribed information set out in regulations.

The written statement must be provided before or at the start of the tenancy. Failure to provide it is a civil offence and can be enforced by local authorities. The requirement applies to all new tenancies from 1 May 2026 onward; existing periodic tenancies that continue are subject to the new regime from that date.

The required contents of the written statement include: the names of the parties, the address of the property, the commencement date, the rent amount and payment frequency, the landlord’s address for service of notices, and information about permitted grounds for possession under the reformed section 8 procedure.

What evidence to keep

• Signed acknowledgement from tenant confirming receipt of the How to Rent guide
• Email delivery confirmation (with a copy of the guide attached) if served electronically
• Copy of valid EPC issued before tenancy start
• Copy of gas safety record served to tenant on or before move-in day
• Copy of EICR served to tenant before occupation
• Deposit protection certificate and prescribed information served within 30 days
• Confirmation from the deposit scheme that protection is in place
• Signed copy of tenancy agreement
• Written record of smoke and CO alarm test at tenancy start
• Copy of written statement of tenancy terms (post-May 2026)

Common mistakes

Providing an outdated How to Rent guide. The guide is updated periodically. Always download the current version from gov.uk immediately before serving it. Using an old version is treated as non-service.

Serving the EPC but not the gas safety record. Both are required. Missing either one creates a compliance gap that can prevent repossession proceedings and attract penalties.

Providing deposit prescribed information late. The 30-day window is strict. Missing it means the tenant can apply to court for a penalty of 1-3 times the deposit amount.

Not keeping evidence of service. Having documents is not enough — you need to be able to prove the tenant received them. An email with a read receipt, or a signed receipt form at check-in, provides that proof.

Forgetting to re-serve the How to Rent guide at renewal. If a new fixed-term tenancy starts and the guide has been updated since the original service, the new version must be provided again.

FAQ

Can I send required documents by email? Yes, for most documents. Email service is generally acceptable provided the tenant has agreed to receive communications electronically. Keep a copy of the sent email and, where possible, a read receipt.

What happens if I do not provide the How to Rent guide? Before 1 May 2026, failure to serve the guide prevents you from serving a valid section 21 notice. After 1 May 2026, section 21 is abolished, but failure to provide the guide remains a compliance breach enforceable by local authorities.

Does the EICR need to be brand new for each tenancy? No — an EICR is valid for 5 years. You must provide tenants with a copy of the most recent report. If the last inspection was 4 years ago, you can still use it, but you must commission a new one within the next year.

When exactly must deposit prescribed information be served? Within 30 calendar days of receiving the deposit. This applies even if the tenancy has not formally started.

Do I need to provide a written statement of terms even if I have a full tenancy agreement? From 1 May 2026, yes. The written statement is a separate statutory requirement under the Renters’ Rights Act and must be provided in addition to the tenancy agreement.

What is the penalty for not protecting a deposit? A court can order the landlord to pay the tenant 1 to 3 times the deposit amount as a penalty, in addition to ordering the return of the deposit itself.