Written Statement of Terms: What Landlords Must Provide to Tenants

The Renters' Rights Act 2025 introduces new documentation requirements for landlords, including the obligation to provide tenants with a Written Statement of Terms. This document serves as a cornerstone of tenancy transparency, setting out key information about the rental arrangement in clear, accessible language.

Understanding what constitutes a compliant Written Statement of Terms—and when you must provide it—is crucial for avoiding penalties and maintaining good tenant relationships.

What is a Written Statement of Terms?

A Written Statement of Terms is a document that summarises the essential details of a tenancy agreement in plain English. Unlike the full tenancy agreement, which may contain complex legal language, this statement focuses on the practical information tenants need to understand their rights and responsibilities.

The statement acts as a bridge between formal legal documentation and tenant comprehension, ensuring that renters can easily access and understand fundamental aspects of their tenancy.

Key differences from tenancy agreements

Whilst your tenancy agreement remains the legally binding contract, the Written Statement of Terms serves a different purpose:

• Accessibility: Written in plain English rather than legal terminology
• Conciseness: Focuses on essential information rather than comprehensive terms
• Clarity: Presents information in a structured, easy-to-digest format
• Compliance: Specifically designed to meet regulatory requirements

What must be included in the Written Statement of Terms?

The Renters' Rights Act 2025 specifies that landlords must include certain information in the Written Statement of Terms. Whilst the exact requirements are detailed in government guidance, key elements typically include:

Property and parties

• Full address of the rental property
• Names and contact details of the landlord or managing agent
• Tenant names and contact information
• Start date of the tenancy

Financial terms

• Monthly or weekly rent amount
• Payment due dates and accepted methods
• Details of any deposit paid
• Information about rent review procedures
• Service charges (if applicable)

Tenancy conditions

• Type of tenancy agreement
• Notice periods for ending the tenancy
• Permitted occupants
• Pet policies
• Maintenance and repair responsibilities
• Utility arrangements

Important policies

• House rules or property-specific restrictions
• Smoking policies
• Subletting restrictions
• Garden or communal area responsibilities

"The Written Statement of Terms ensures tenants have clear, accessible information about their tenancy from day one, reducing disputes and improving the rental experience for everyone involved."

When must you provide the Written Statement of Terms?

Timing is critical when it comes to providing the Written Statement of Terms. The Renters' Rights Act 2025 requires landlords to deliver this document within a specific timeframe, typically at or before the start of the tenancy.

New tenancies

For tenancies beginning after 31 May 2026, you must provide the Written Statement of Terms before the tenant moves in or on the day the tenancy begins, whichever is earlier.

Existing tenancies

Existing landlords have until 31 May 2026 to provide Written Statements of Terms to current tenants, regardless of when their tenancy started.

Changes to terms

If any of the information in the Written Statement of Terms changes during the tenancy, you must provide an updated statement within a reasonable timeframe, typically within 28 days of the change taking effect.

How the Written Statement relates to Information Sheet 2026

The Written Statement of Terms works alongside Information Sheet 2026, another requirement under the Renters' Rights Act 2025. Whilst the Written Statement covers tenancy-specific details, Information Sheet 2026 provides general information about tenant rights and responsibilities.

Complementary documents

Both documents serve the broader goal of tenant education and transparency:

• Information Sheet 2026: General rights and responsibilities information
• Written Statement of Terms: Specific details about the individual tenancy

Landlords must provide both documents to ensure full compliance with the Act.

Ensuring proper delivery and proof of compliance

Simply creating a Written Statement of Terms isn't enough—you must also prove that you've delivered it to your tenant. This requires maintaining proper documentation of the delivery process.

Acceptable delivery methods

The Act recognises several methods for delivering the Written Statement of Terms:

• Hand delivery with signed receipt
• Recorded or registered post
• Email delivery (with read receipts)
• Electronic document systems with audit trails

Maintaining audit trails

Regardless of your chosen delivery method, you must keep records showing:

• When the document was sent
• How it was delivered
• Confirmation of receipt (where possible)
• Any follow-up communications

Digital delivery solutions like Ploxit can streamline this process by automatically tracking email delivery, opens, and acknowledgements, creating a defensible audit log that demonstrates compliance.

Best practices for Written Statements of Terms

To ensure your Written Statement of Terms meets both legal requirements and practical needs:

Clear formatting

• Use headings and bullet points for easy scanning
• Avoid jargon and complex language
• Ensure adequate white space and readable fonts
• Consider using a standard template for consistency

Regular updates

• Review statements annually for accuracy
• Update promptly when circumstances change
• Maintain version control for documentation purposes

Tenant communication

• Explain the purpose of the document when providing it
• Encourage questions and provide clarification as needed
• Keep copies readily available for tenant reference

Consequences of non-compliance

Failing to provide a compliant Written Statement of Terms can result in penalties under the Renters' Rights Act 2025. These may include financial penalties and potential restrictions on your ability to serve certain notices.

More importantly, non-compliance can damage tenant relationships and create unnecessary disputes that could be easily avoided with proper documentation.

Streamlining compliance with technology

Managing Written Statements of Terms alongside other compliance requirements can be challenging, especially for landlords with multiple properties. Technology solutions can help automate delivery, track compliance, and maintain the detailed records required under the Act.

Ploxit offers landlords a comprehensive compliance solution that handles both Written Statements of Terms and Information Sheet 2026 delivery, maintaining the audit trails necessary to demonstrate compliance with the Renters' Rights Act 2025.

Next steps

With the 31 May 2026 deadline approaching, now is the time to ensure your Written Statements of Terms are prepared, accurate, and ready for delivery. Review your current tenancy documentation, identify any gaps, and establish systems for ongoing compliance.

Remember that proper documentation isn't just about avoiding penalties—it's about creating transparent, professional relationships with your tenants that benefit everyone involved.

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This article provides general information about Written Statements of Terms under the Renters' Rights Act 2025 and should not be considered legal advice. For specific guidance on your situation, consult with a qualified legal professional or property law specialist.