Written Statement of Terms: What Landlords Must Provide Under the Renters' Rights Act

What Is the Written Statement of Terms?

From 1 May 2026, the Renters' Rights Act 2025 requires private landlords to give tenants a written statement containing prescribed information about the tenancy before it begins. This obligation comes from Section 12 of the Renters' Rights Act, which inserts a new Section 16D into the Housing Act 1988. (Source: Renters' Rights Act 2025, Section 12; Housing Act 1988, Section 16D.)

The written statement is not a replacement for the tenancy agreement. It is a structured set of mandatory information that can be included within a tenancy agreement or provided as a separate document. The government has deliberately chosen not to publish a standard template, so the format is left to landlords. However, the content requirements are fixed by The Assured Tenancies (Private Rented Sector) (Written Statement of Terms etc and Information Sheet) (England) Regulations 2026. (Source: SI 2026/324.)

It is important not to confuse the written statement with the Information Sheet. The Information Sheet is a separate government produced document that landlords with existing written tenancy agreements must serve on their tenants. The written statement applies in different circumstances, as explained below.

Who Needs to Provide One and When

The written statement obligation applies in two situations.

First, for all new assured periodic tenancies entered into on or after 1 May 2026, the landlord must provide the written statement before the tenancy agreement is signed or the tenancy is otherwise agreed. This means before the tenant commits to the tenancy, not after they have moved in. (Source: Housing Act 1988, Section 16D(4).)

Second, for existing tenancies that were based entirely on a verbal agreement before 1 May 2026, the landlord must provide the written statement by 31 May 2026. Because these tenancies have no written record of their terms, the government requires the full written statement rather than the Information Sheet. (Source: GOV.UK, "Written information that must be given to tenants: guidance for landlords".)

The written statement is not required where an existing tenancy entered into before 1 May 2026 already has a written tenancy agreement, whether wholly or partly in writing. In those cases, landlords are instead required to serve the government's Information Sheet by 31 May 2026. (Source: NRLA, "How Tenancies Are Changing".)

Where a tenancy arises by succession or through a change of landlord under a demoted tenancy, the landlord has 28 days from acknowledging the tenant's right to provide the statement. (Source: Housing Act 1988, Section 16D(5) to (7).)

What Must Be Included

The Regulations prescribe more than 20 categories of information that the written statement must cover. The GOV.UK guidance confirms that landlords do not need to use the exact wording from the legislation, but must ensure the specified information is covered. (Source: GOV.UK, "Written information that must be given to tenants: guidance for landlords".)

The prescribed categories include the following.

The landlord's full name (and the names of any joint landlords), together with a postal address in England or Wales where the tenant can serve legal notices. The names of all tenants, including joint tenants. The address of the property. The date the tenant is first entitled to take possession. The amount of rent payable and when it falls due.

A statement that any future rent increase must be proposed by serving a notice in accordance with Section 13 of the Housing Act 1988. If the rent includes bills or the landlord charges separately for certain utilities, an explanation of which bills are covered and how much is due. The amount of any tenancy deposit, if one is taken.

The minimum notice period the tenant must give to end the tenancy, which the Renters' Rights Act caps at a maximum of two months. An explanation of how the landlord can end the tenancy, including the requirement to obtain a court order for possession and to use the correct form specifying the ground relied upon.

Prior notice statements for any Section 8 possession grounds that require advance notification to the tenant. These include Grounds 2ZA to 2ZD, 4, 4A, 5 to 5H, and 18. For most of these grounds, failing to give prior notice does not prevent the landlord from using the ground, but it can result in a civil penalty of up to £7,000. For Ground 4A (student tenancies), failing to give prior notice means the ground cannot be used at all. (Source: GOV.UK, "Written information that must be given to tenants: guidance for landlords".)

A statement confirming the landlord's obligation to ensure the property is fit for human habitation under Section 9A of the Landlord and Tenant Act 1985. A statement of the landlord's repairing obligations under Section 11 of the Landlord and Tenant Act 1985. Statements covering the landlord's obligations under the Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020 and Regulation 36 of the Gas Safety (Installation and Use) Regulations 1998.

Information about the tenant's right under Section 190 of the Equality Act 2010 to request consent for disability related improvements, and a statement that the landlord may not unreasonably withhold that consent. A statement that the tenant may request to keep a pet under Section 16A of the Housing Act 1988, and that the landlord's consent may not be unreasonably refused.

Where relevant, a statement confirming whether the tenancy is a supported accommodation tenancy. (Source: SI 2026/324, Schedule, Parts 1 and 2.)

What Happens if a Landlord Does Not Comply

Failure to provide a compliant written statement is a breach of Section 16D of the Housing Act 1988. Local authorities have the power to investigate and impose a civil penalty of up to £7,000 for a first offence. The statutory guidance sets the starting point for this penalty at £4,000. The standard of proof required is beyond reasonable doubt. (Source: Renters' Rights Act 2025; GOV.UK statutory penalty guidance.)

If a landlord continues to fail to provide the statement after receiving a penalty, the local authority may impose a further penalty of up to £40,000 for a repeat offence. (Source: GOV.UK, "Written information that must be given to tenants: guidance for landlords".)

Landlords who use letting agents or property managers should note that Section 16D(8) extends the duty to any person the landlord has contracted to ensure compliance. This means a letting agent acting on the landlord's behalf can also be liable for failure to provide the statement.

Beyond the financial penalty, an incomplete or missing written statement creates an evidential gap. If a possession claim later comes before the court, the absence of a compliant written record of the tenancy terms could complicate proceedings, particularly where disputed terms are central to the case.

LLCR tracks your compliance obligations across every property in your portfolio, including document deadlines, safety certificate expiry dates, and the prescribed information requirements introduced by the Renters' Rights Act. Use the compliance checker to see where you stand.