Written Statement Requirements Under the Renters' Rights Act

What is the Written Statement Requirement?

Under the Renters' Rights Act 2025, every tenancy in England must be documented with a Written Statement. This is a significant change that brings private renting in line with employment law, where employers must provide written terms to employees.

The Written Statement is not necessarily a replacement for your tenancy agreement - rather, it's a prescribed document that must contain specific information set out in legislation. You can combine it with your tenancy agreement or provide it as a separate document.

The requirement reflects the government's aim to ensure all tenants understand their rights and that all tenancies have clear, documented terms. It also creates an evidence trail that can be used in dispute resolution.

Who Needs to Provide a Written Statement?

All landlords letting residential property in England under an assured or assured shorthold tenancy must provide a Written Statement. This includes:

• Private individual landlords
• Professional landlords with portfolios
• Buy-to-let property owners
• Companies owning rental property
• Landlords using letting agents (who may prepare the statement on their behalf)

The requirement applies whether you manage the property yourself or use a managing agent. Even if an agent handles day-to-day management, the landlord remains ultimately responsible for ensuring compliance.

What Must Be Included?

The Written Statement must contain prescribed information across several categories:

Landlord and Property Details

• Full name and address of the landlord (or agent acting on their behalf)
• Full address of the rental property
• If a company, the registered company name and number
• Contact details for day-to-day management

Tenancy Terms

• Start date of the tenancy
• The rent amount and payment frequency
• How and when rent should be paid
• Procedure for rent reviews (limited to once per year under RRA)
• Deposit amount and which scheme protects it

Rights and Responsibilities

• Statement of tenant rights under the RRA
• Responsibilities for repairs and maintenance
• Rules about alterations and improvements
• Pet policy and any associated requirements
• Notice periods and termination procedures

Regulatory Information

• PRS Database registration number (once operational)
• Local authority licensing number (if applicable)
• Gas safety certificate status
• Electrical safety certificate status
• EPC rating

Deadlines and Timing

Penalties for Non-Compliance

Failing to provide a Written Statement can have significant consequences:

• Financial penalties: Local authorities can issue fines up to £5,000 for initial breaches, rising to £30,000 for repeat offenders
• Court implications: Courts may consider non-compliance when determining possession cases
• Rent recovery: Tenants may be able to withhold rent increases made without proper documentation
• Deposit return: Non-compliance may affect your ability to make deposit deductions

Additionally, failure to provide a Written Statement may be considered when assessing whether a landlord meets the "fit and proper person" requirements for the PRS Database.

How to Provide the Written Statement

The Written Statement must be provided in writing (as the name suggests). Acceptable methods include:

• Physical document: A printed and signed copy given to the tenant
• Electronic document: An email with the statement attached, provided the tenant has agreed to electronic communication
• Secure online portal: Making the document available through a property management system

Whichever method you use, you should keep proof that the statement was provided. This could be a signed acknowledgment, email delivery confirmation, or system logs showing the tenant accessed the document.

Template Guidance

While we cannot provide legal advice, a compliant Written Statement typically includes:

1. Header identifying it as a Written Statement under the Renters' Rights Act 2025
2. Date of issue
3. All prescribed information in clear, plain English
4. Signatures (or electronic equivalent) of landlord and tenant
5. Statement that the tenant has received and understood the document

Government guidance templates are expected to be published before the May 2026 implementation date. Professional landlord associations such as the NRLA and RLA also provide member templates.

Frequently Asked Questions

Your Next Steps

1. Audit your current tenancies - List all properties and current documentation status
2. Gather required information - Compile all prescribed details for each tenancy
3. Choose your approach - Decide whether to create standalone statements or update your ASTs
4. Prepare templates - Create or obtain compliant templates
5. Plan distribution - Schedule when and how you'll provide statements to existing tenants
6. Set up record keeping - Establish a system to track provision and updates