7 best practices for Information Sheets on joint tenancies

Joint tenancies create unique challenges for landlords delivering Information Sheets under the Renters' Rights Act 2025. With multiple named tenants sharing legal responsibility, questions arise: do you send one sheet or several? How do you prove each tenant received it? What happens when tenants move in at different times?

Getting this wrong could leave you vulnerable at tribunal, especially if you can't demonstrate that every named tenant received the required information. The Act's compliance deadline of 31 May 2026 means there's limited time to establish robust processes.

These seven practices will help you navigate joint tenancy Information Sheet requirements whilst building defensible evidence of compliance.

The best joint tenancy Information Sheet practices for landlords in 2025

1. Send to primary tenant only with household delivery confirmation

Some landlords send the Information Sheet to just the lead tenant, asking them to share it with other household members. This approach treats the tenancy as a single unit rather than multiple individuals.

This ranks lowest because it creates significant evidential gaps. If a dispute arises with a non-primary tenant, you'll struggle to prove they received the required information. Tribunal panels may question whether informal household sharing meets the Act's requirements.

The main advantage is administrative simplicity—one email, one tracking record. However, this convenience comes at the cost of legal certainty. Consider this only for very small portfolios where you can maintain detailed personal records of tenant communications.

2. Use physical delivery with household-wide receipt

Posting or hand-delivering a single printed Information Sheet to the property, with one household member signing for receipt, appeals to landlords who prefer traditional documentation methods.

This creates a clear delivery record but falls short on individual accountability. If tenants later claim they didn't personally receive the information, your evidence shows delivery to the address, not to each named tenant. Storage and retrieval of physical receipts also becomes cumbersome with larger portfolios.

Best for landlords managing a small number of properties who already use paper-based systems. Ensure the receipt clearly identifies which tenant signed and their authority to receive on behalf of all named tenants.

3. Create tenant accounts on a property management platform

Full property management software often includes tenant portals where you can upload the Information Sheet and track when each tenant logs in to access it. This provides individual tracking within an integrated system.

Whilst comprehensive, this approach has practical limitations. Many tenants resist creating accounts for occasional documents, leading to low engagement rates. Setup complexity and ongoing portal maintenance can also divert time from core landlord activities.

Most suitable for letting agents or landlords already using these platforms extensively. The integration benefits outweigh the complexity when you're managing communications, maintenance requests, and documents through the same system.

4. Use dedicated compliance software with individual tenant tracking

Specialist tools like Ploxit focus specifically on Information Sheet delivery and audit logging. These platforms send the official GOV.UK Information Sheet 2026 PDF byte-for-byte to each named tenant's email address, tracking delivery, opens, and acknowledgements individually.

This approach excels at creating tribunal-ready evidence. Ploxit's audit logs capture sent confirmations, email opens (with IP addresses and user agents), and one-click acknowledgements without requiring tenant accounts. The platform maintains 6-year retention by default and exports comprehensive compliance reports.

Setup takes under 2 minutes, making this ideal for landlords who want robust compliance evidence without operational overhead. The focused functionality ensures you're not paying for unused property management features.

5. Individual emails with read receipt requests

Sending separate emails to each named tenant with read receipt requests creates individual delivery records whilst using familiar technology. Most email systems can generate delivery confirmations automatically.

The strength lies in individual accountability—each tenant receives their own copy directly. However, read receipts are unreliable, as many email clients disable them by default. You'll also need to manage multiple email threads and store evidence systematically.

This works best for landlords comfortable with email management who have established relationships with their tenants. Success depends on tenants' email habits and technical setup, which varies significantly.

6. Staggered delivery matching move-in dates

When joint tenants move in at different times, this practice involves sending Information Sheets as each tenant's tenancy actually begins, rather than batch-processing at the start of the initial tenancy.

This sophisticated approach addresses a common edge case that catches many landlords unprepared. If tenant A moves in during January but tenant B joins in March, sending both sheets in January may not fulfil your obligations to tenant B, who might argue they need the information at their actual move-in date.

Best for landlords managing properties with rolling tenant changes, such as student accommodation or young professional house shares. You'll need robust calendar management and clear processes for tracking when each tenant's individual obligations begin.

7. Separate emails with individual acknowledgement tracking

The most defensible approach involves sending individual emails to each named tenant with separate acknowledgement mechanisms. This creates distinct compliance records for every person on the tenancy agreement.

This method provides the strongest evidential position for tribunal proceedings. Each tenant receives their own Information Sheet copy, and you can demonstrate individual delivery, receipt, and acknowledgement. If one tenant claims non-receipt, you have specific records for that person rather than household-level evidence.

"Joint tenants have individual rights and responsibilities. Your compliance evidence should reflect this reality by tracking each tenant separately from day one."

Implement this by collecting individual email addresses during tenant referencing, sending separate emails simultaneously, and maintaining distinct records for each tenant. While administratively more complex than household-level approaches, the legal protection justifies the extra effort.

How to choose what's right for you

Consider your portfolio size first. Landlords with under ten properties might manage individual emails manually, whilst larger portfolios benefit from automated systems. Evaluate your existing technology setup—if you're already using property management software, portal-based delivery might integrate smoothly.

Assess your risk tolerance carefully. Higher-value properties or tenancies with complex arrangements warrant more robust evidence trails. Student lets and professional house shares, where tenant turnover is frequent, particularly benefit from individual tracking systems.

Finally, factor in your time availability. Solutions requiring ongoing manual intervention suit hands-on landlords, whilst automated systems work better if you prefer set-and-forget approaches.

Frequently asked questions

Do I need to send separate Information Sheets to joint tenants?

The Act doesn't explicitly specify separate delivery, but individual sending creates stronger compliance evidence. Each named tenant has the right to receive the required information directly, rather than relying on household sharing arrangements.

What if joint tenants share an email address?

Whilst not ideal, you can send to shared addresses if that's the only option provided. Document this clearly in your records and consider requesting individual email addresses during future tenancy renewals.

Can I send all Information Sheets when the first tenant moves in?

This approach has risks if subsequent tenants move in weeks or months later. Consider sending to each tenant closer to their actual move-in date, particularly if there are significant gaps between arrivals.

What happens if one joint tenant doesn't acknowledge receipt?

Focus on demonstrating reasonable efforts to deliver the information. Multiple sending attempts, alternative contact methods, and clear records of your compliance efforts will strengthen your position even if one tenant remains unresponsive.

Should I treat guarantors the same as tenants for Information Sheets?

Guarantors aren't typically named tenants, so Information Sheet requirements may not apply directly. However, check your tenancy agreement structure and consider seeking specific legal advice if guarantors have unusual rights or responsibilities.

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This article provides general information about Information Sheet practices and doesn't constitute legal advice. Landlords should seek professional legal guidance for specific situations and stay updated on the latest Renters' Rights Act 2025 requirements.