From 1 May 2026, landlords in England who fail to provide tenants with specific written information about their tenancy could face a fine of up to £7,000. That is a significant penalty for missing paperwork, and it is one of the biggest changes brought in by the Renters’ Rights Act. I have been following these reforms closely for years, and the one question I hear more than any other from both landlords and tenants is simple: what documents do I actually need? The answer has changed, and getting it wrong now costs real money.
Whether you are a landlord preparing for a new tenancy or a tenant wanting to know what you are entitled to, the rules have shifted. The old fixed-term tenancy is gone for most new agreements, replaced by the Assured Periodic Tenancy. That changes what you need to have in writing before anyone signs. Here is what you actually need to know.
What the written statement must include
The most important document you need is the written statement of key tenancy terms. This is not optional. From 1 May 2026, you must give this to the tenant before you sign a tenancy agreement or otherwise agree the tenancy. If you do not, the tenant can complain to the local council, and you could receive a fine of up to £7,000. The government published the full list of required information on 20 March 2026, and it covers things like the rent amount, how it can be increased, the length of the tenancy, and the rights and responsibilities of both parties. You can include this information in the tenancy agreement itself, or give it as a separate document. My advice is to keep it simple and include it in the agreement so nothing gets lost.
For existing tenancies signed before 1 May 2026, the rules are different. You do not need to reissue the tenancy agreement or provide a new written statement if you already have a written record of the agreement. Instead, you must give your tenants a government-produced document called the Renters’ Rights Act Information Sheet 2026. You have until 31 May 2026 to do this. You can print a hard copy and post it or hand it over, or send the PDF electronically by email or text message. If the tenancy was entirely verbal and made before 1 May 2026, you cannot use the Information Sheet — you must provide the full written statement of key terms instead, also by 31 May 2026. That is a tight window, so do not leave it until the last minute.
Where landlords and tenants get tripped up
The new rules are detailed, and I see the same mistakes coming up again and again. Here are the most common ones, and how to avoid them.
Assuming the old fixed-term tenancy still works
From 1 May 2026, new tenancies in England cannot have a fixed term. They must be Assured Periodic Tenancies. That means no more 12-month contracts that automatically renew. If you try to use an old template with a fixed end date, the tenancy will still be valid, but the fixed term clause will be unenforceable. The tenancy will be treated as periodic from the start. Landlords who rely on fixed-term break clauses will find they no longer apply. The only way to end a tenancy now is through the grounds listed in Section 8 of the Housing Act 1988. If you try to terminate a tenancy orally or outside those grounds, you can face a civil penalty of up to £7,000.
Forgetting the rent cap on advertised prices
Under the new rules, the rent you advertise must be the rent you charge. You cannot accept offers above the proposed rent stated in the listing or other advertisement. This applies from 1 May 2026. If you list a property at £1,200 per month, you cannot accept £1,300 from a bidding war. The rule is designed to stop rent inflation through competition. What I would do is set the advertised rent at the figure you are genuinely happy to receive, because that is the maximum you can legally take. Also, you cannot accept any rent — including the first payment — before the tenancy agreement is entered into. The only exception is a holding deposit, which is separate.
Overlooking the pet request process
From 1 May 2026, tenants have the right to request a pet, and the landlord must respond within 28 days. You can only refuse if you have a good reason. A blanket “no pets” policy is no longer allowed. If you do not respond within 28 days, the tenant may be entitled to keep the pet. This is a significant shift. I would recommend having a clear written policy on pets and a standard form for recording requests and responses. If you refuse, document the specific reason — for example, the property is unsuitable due to size or the lease prohibits pets in a way that is still lawful.
| Document | When required | Consequence if missing |
|---|---|---|
| Written statement of key terms | Before tenancy agreed (new tenancies from 1 May 2026) | Fine up to £7,000 |
| Gas Safety Certificate | Before occupation (if gas appliances) | Invalid tenancy, potential prosecution |
| Energy Performance Certificate | Before occupation | Fine up to £5,000 |
| Electrical Installation Condition Report | Before occupation | Fine up to £30,000 |
| Deposit scheme prescribed information | Within 30 days of receiving deposit | Deposit unprotected, potential 1–3x compensation |
| Renters’ Rights Act Information Sheet 2026 | By 31 May 2026 (existing tenancies) | Fine up to £7,000 |
Ignoring the smoke and carbon monoxide alarm rules
This is not new, but it is still one of the most common compliance failures. You must have smoke alarms on every floor used as living space, and they must be in working order at the start of the tenancy. Carbon monoxide alarms must be fitted in every room with a fuel-burning source (except gas cookers). If you do not have these in place, the tenancy can be invalidated, and you could face prosecution. A smoke alarm with a 10-year battery removes the risk of tenants removing batteries and forgetting to replace them. It is a small investment that avoids a big problem.
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Your step-by-step checklist for a compliant tenancy
Here is the practical sequence I would follow for every new tenancy starting on or after 1 May 2026. Work through these steps in order, and you will cover everything the law now requires.
Prepare the written statement of key terms
This is your first and most important document. It must include the rent, how it can be increased, the length of the tenancy (which will be periodic), the rights and responsibilities of both parties, and any other information specified in the government’s published guidance. You can download the full list from GOV.UK. Include this in the tenancy agreement itself to keep everything in one place. Do not agree to the tenancy until this document is ready and given to the tenant. If you are unsure about any clause, it is worth speaking to a tenant landlord lawyer who can review the wording before you issue it.
Complete all safety checks and certificates
Before the tenant moves in, you need a valid Gas Safety Certificate (if you have gas appliances), a current Energy Performance Certificate, and a current Electrical Installation Condition Report. These are not optional. The EICR must be done before occupation. If you have a carbon monoxide alarm, test it and document the test. The same goes for smoke alarms on every floor. Keep copies of all certificates and test records. If you ever need to prove compliance, having the paperwork ready saves a lot of stress.
Handle the deposit correctly
You can take a deposit of up to 5 weeks’ rent. You must place it in a government-approved tenancy deposit scheme within 30 days and give the tenant the prescribed information, including the scheme leaflet. If you miss the 30-day window, the tenant can apply to the court for an order requiring you to return the deposit or pay compensation of up to three times the deposit amount. Set a calendar reminder for day 28 after receiving the deposit. That gives you a two-day buffer to get the paperwork done.
Serve the Renters’ Rights Act Information Sheet for existing tenancies
If you have tenants who signed before 1 May 2026, you must give them the Information Sheet by 31 May 2026. You can print it and post it, hand it over in person, or send the PDF by email or text. If the tenancy was verbal, you must provide the full written statement of key terms instead. Do not assume a verbal agreement is fine — it is not. The law now requires written information for every tenancy, and the deadline is fixed.
- 1Prepare written statement of key termsInclude all required information from the government’s published guidance. Give to tenant before agreeing the tenancy.
- 2Complete safety checks and certificatesGas Safety Certificate, EPC, EICR, smoke and carbon monoxide alarms all in place before occupation.
- 3Protect the deposit within 30 daysUse a government-approved scheme and serve prescribed information. Set a calendar reminder for day 28.
- 4Serve Information Sheet for existing tenanciesBy 31 May 2026. For verbal tenancies, provide the full written statement instead.
What about the Decent Homes Standard and the Ombudsman?
These are coming, but not yet. The Decent Homes Standard for private rented properties is expected to apply from 2035. The PRS Landlord Ombudsman is likely to be mandatory from 2028. The PRS Database (a national register of landlords and properties) is in prototype form and will probably become mandatory in 2027. For now, you do not need to register, but keep an eye on these dates. When they arrive, they will add more compliance steps. I would bookmark the GOV.UK page for the Renters’ Rights Act and check it every few months for updates.
Frequently asked questions
What happens if I do not give the written statement before the tenancy starts? ▾
Can I still use a fixed-term tenancy if the tenant agrees? ▾
Do I need to give the Information Sheet to tenants who have a written tenancy agreement from before May 2026? ▾
What counts as a “good reason” to refuse a pet request? ▾
Can I increase the rent during a periodic tenancy? ▾
What if I have a verbal tenancy from before May 2026? ▾
One last thing to do today
The biggest risk right now is the 31 May 2026 deadline for existing tenants. If you have tenants who signed before 1 May 2026, download the Renters’ Rights Act Information Sheet 2026 from GOV.UK and send it to them today. For verbal tenancies, prepare the full written statement of key terms. That single action removes the most immediate fine risk. The rest of the checklist — safety certificates, deposit protection, the written statement for new tenancies — you can work through methodically. But the 31 May deadline does not move. If this was useful, you might also want to read Rental Contract Red Flags: Spotting Scams Before You Sign.
Sources and Further Reading
Understanding the Lease Deposit Refund Process for Renters — A practical guide to getting your full deposit back and what to do if the landlord withholds it unfairly.
Apartment Lease Documentation Checklist for Renting in the UK — A broader checklist covering all the paperwork you need before moving into a rented property.
Tenancy agreements: written information for your tenant. GOV.UK, 2026.
Renters’ Rights Checklists: At a glance. The Independent Landlord, 2026.
Compliance checklist for new tenancies. National Residential Landlords Association, 2026.
