8 Best Methods to Serve the Information Sheet to Tenants in 2025

The Renters' Rights Act 2025 requires landlords to provide tenants with the official Information Sheet 2026 by 31 May 2026. But choosing how to serve this document isn't just about meeting the deadline—it's about creating a defensible audit trail that could protect you in tribunal proceedings.

Whilst the Act doesn't specify exactly how you must deliver the Information Sheet, different methods offer varying levels of proof and practicality. From traditional post to modern digital solutions, each approach has distinct advantages for different landlord situations.

Here are the eight most effective methods to serve the Information Sheet to your tenants, ranked from basic to bulletproof.

The best delivery methods for landlords in 2025

1. Standard email

Sending the Information Sheet as a PDF attachment via regular email is the most straightforward digital approach. You simply attach the official document and send it from your usual email account.

This method ranks lowest because standard email provides minimal proof of delivery. Whilst you can see if an email bounced back, you won't know if the tenant actually opened the attachment or read the document. Email clients vary widely in how they handle read receipts, and many tenants disable this feature entirely.

Best for landlords with good tenant relationships who need a quick, cost-free solution. Keep a screenshot of your sent folder showing the successful send, though this evidence would be quite weak in any dispute.

2. WhatsApp or text message

Sending the Information Sheet via messaging apps like WhatsApp (as a PDF attachment) or text message (with a download link) leverages platforms most tenants check regularly.

WhatsApp shows delivery and read receipts by default, giving you slightly better proof than standard email. However, these platforms aren't designed for formal document service, and the evidence trail may not meet tribunal standards. Screenshots of read receipts could be questioned as easily manipulated.

Best for younger tenants who prefer mobile communication. Use this as a supplementary method rather than your only approach, and always keep screenshots of the delivery confirmations.

3. Hand delivery

Delivering a printed copy of the Information Sheet directly to your tenant in person provides immediate confirmation they've received the document.

The main advantage is absolute certainty of delivery—you can see the tenant take the document. However, proving this delivery later becomes challenging unless you have a witness or get the tenant to sign a receipt. Hand delivery also requires coordination and travel time.

Best for local landlords with single properties who maintain regular face-to-face contact with tenants. Always bring a delivery receipt for the tenant to sign and date, confirming they received the Information Sheet.

4. Recorded delivery post

Posting the Information Sheet via Royal Mail Signed For or Special Delivery creates an official postal service record that the document was delivered to the property address.

Recorded delivery provides strong proof that something was delivered to the correct address on a specific date. The postal service signature requirement adds weight to your evidence. However, it doesn't prove the tenant actually read the document, and costs accumulate quickly across multiple properties.

Best for landlords managing properties at distance or dealing with unresponsive tenants. Include a cover letter explaining what's enclosed and why it's important, and keep all postal receipts and delivery confirmations.

5. Property portal upload

If you use a property management platform or tenant portal system, uploading the Information Sheet as a downloadable document creates a digital record within your existing workflow.

Portals often provide basic analytics showing when documents were accessed, creating a reasonable audit trail. The main limitation is that tenant engagement with portals varies significantly—many tenants rarely log in unless they need to report maintenance issues.

Best for landlords already using comprehensive property management software with active tenant users. Send an email notification when you upload the document to increase the chances tenants will actually access it.

6. Tracked email with read receipts

Using email tracking services or built-in CRM features to monitor when your Information Sheet email is opened provides more detailed delivery evidence than standard email.

Tracked emails can show delivery confirmation, open rates, and sometimes link clicks if you include the Information Sheet as a download rather than attachment. However, image blocking and privacy settings can limit tracking accuracy, and sophisticated tenants might question the reliability of this data.

Best for tech-savvy landlords using CRM systems or email marketing tools. Include both an attachment and a backup download link to maximise the chances of successful delivery and tracking.

7. Dedicated compliance platforms

Purpose-built SaaS solutions like Ploxit are designed specifically for serving official documents with tribunal-ready audit trails. These platforms deliver the exact GOV.UK Information Sheet 2026 PDF with comprehensive tracking.

Ploxit, for example, provides a complete audit log showing when the document was sent, opened (including IP address and device information), and acknowledged via a one-click confirmation link. The system exports tribunal-ready evidence and retains records for six years by default. Setup takes under two minutes, and the platform maintains UK GDPR compliance whilst keeping landlords as the data controller.

Best for landlords prioritising compliance evidence and those managing multiple properties. Whilst there's a subscription cost, the peace of mind and professional audit trail often justify the expense, particularly for portfolio landlords.

8. Legal service by solicitor

Having a solicitor serve the Information Sheet creates the strongest possible evidence trail, as it involves a legal professional following formal service procedures.

Solicitor service provides unquestionable proof of proper delivery and creates documentation that would be very difficult to challenge in tribunal. The legal professional can also advise on service methods if tenant circumstances are complex (e.g., multiple occupiers, commercial elements).

Best for high-value properties, problematic tenant relationships, or complex situations where other methods might be questioned. The cost per service makes this impractical for routine compliance across multiple properties, but it's worth considering for difficult cases.

How to choose what's right for you

For most private landlords, tracked email solutions or dedicated compliance platforms offer the best balance of convenience and evidence quality. If you're managing just one or two properties with responsive tenants, recorded delivery post provides strong proof at reasonable cost.

Portfolio landlords should seriously consider purpose-built platforms that can handle bulk sending whilst maintaining individual audit trails. The time saved and evidence quality typically outweigh the subscription costs.

Combination approaches work well too—perhaps tracked email as your primary method with recorded delivery backup for non-responsive tenants.

Frequently asked questions

Can I just hand the Information Sheet over at the next rent collection?

Yes, hand delivery is legally valid, but make sure you get written acknowledgment from the tenant. Without a signed receipt, proving the delivery later becomes your word against theirs.

What happens if my tenant claims they never received the Information Sheet?

This depends entirely on what evidence you can provide. Strong delivery tracking (timestamps, IP addresses, postal signatures) makes such claims much harder to sustain. Weak evidence like standard email could leave you vulnerable.

Do I need to serve the Information Sheet to each tenant individually in shared properties?

The Act's requirements around multiple occupiers can be complex. Generally, each tenant should receive their own copy, but check the specific wording of your tenancy agreements and consider legal advice for complicated arrangements.

Is it acceptable to serve the Information Sheet electronically if my tenancy agreement mentions postal communication?

Tenancy agreements often specify communication methods for notices and formal correspondence. Review your agreement's terms—you may need to stick with post or get tenant consent for electronic delivery.

What evidence should I keep regardless of delivery method?

Always retain: the exact document sent (with timestamp/version), proof of delivery (confirmations, receipts, screenshots), and any tenant acknowledgments. Store these securely for at least six years as they may be needed for future tribunal proceedings.

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This article provides general information about document delivery methods and is not legal advice. Consult a qualified legal professional for guidance on your specific circumstances and compliance requirements under the Renters' Rights Act 2025.