Pet Request Response Letter Templates for Landlords in England

Why the Letter Matters More Than the Decision

Under Section 16A of the Housing Act 1988, your response to a tenant's pet request must be in writing and delivered within the statutory deadline. Whether you are granting or refusing consent, the quality of that written response is your primary evidence if the decision is ever challenged. A verbal "yes" or "no" over the phone is legally insufficient.

There are four types of response you may need to issue, and each has different requirements.

The Consent Letter (Grant With Conditions)

When you approve a pet request, the consent letter identifies the specific animal and attaches reasonable conditions. At minimum, include:

• Your name and the property address
• The tenant's name and the tenancy start date
• A description of the approved animal (species, breed, name if known)
• The date consent takes effect
• Reasonable conditions: the animal must be house-trained, vaccinations must be current, flea treatment must be maintained, the tenant must notify you if the animal is replaced with a different one
• A statement that consent applies to this specific animal only — a new animal requires a new request

Do not include conditions that function as prohibited fees: mandatory insurance, additional deposits, or pet rent surcharges.

The Refusal Letter

A refusal should state objective, evidence-based grounds. The weaker the reasoning, the weaker your position if the tenant takes the matter to the County Court. Include:

• The date of the tenant's original request
• Confirmation that you have considered the request
• The specific grounds for refusal — "the property is a 28 sqm studio flat on the fourth floor with no outdoor access, which does not provide adequate space for a medium-sized dog" is specific; "the property is unsuitable" is not
• Any supporting evidence (head lease clause, allergy documentation, HMO licence restriction)
• The date of the letter

Avoid subjective language. "I don't want dogs in my property" is not a ground. "The property's physical dimensions and lack of outdoor space create a genuine animal welfare concern for a breed of this size" is.

The Information Request

If you reasonably need more details about the animal before making a decision, request them on or before day 28 to trigger a statutory extension. Put the request in writing so you can document when it was made. Your new deadline is the later of the original day 28 or seven days after the tenant provides the information.

The letter should specify exactly what information you need. Common requests: breed and approximate adult size (if the animal is a puppy or kitten), vaccination history, microchip number, house-training status, care arrangements during the tenant's absences. Keep it proportionate — you are entitled to information relevant to assessing the request, not the tenant's full medical or financial history.

The Pet Addendum

This is the document that sits alongside the existing tenancy agreement after consent is granted. It is not a variation of the tenancy agreement — the implied statutory term already overrides any inconsistent express clause. The addendum simply records the practical terms:

• The animal permitted (species, breed, identifying features)
• The conditions of consent
• A reminder that consent covers this specific animal only
• Signatures from both parties and the date

Keeping the Paper Trail

Every letter you send (and every response you receive) goes into a dated compliance file. If the tenancy ends in a deposit dispute or the tenant challenges a future refusal, the file demonstrates that you followed the statutory process from the start.

The Tenant Pet Requests guide includes four pre-drafted letter templates — consent with conditions, refusal on specific grounds, information request, and pet addendum — ready to adapt to your property and circumstances.

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