Wales Landlord New Tenancy Setup Checklist: Every Step Before Move-In

Setting up a new occupation contract in Wales is not just about finding a contract-holder and handing over keys. The Renting Homes (Wales) Act 2016 requires you to complete a specific sequence of checks, certifications, and document deliveries — some before the occupation date, others within statutory deadlines after it. A failure can restrict a Section 173 notice, but the rule and any cure period depend on the obligation; for example, a late written statement creates a six-month restriction from the day it is provided.

Before You Advertise

Confirm your Rent Smart Wales status. Your registration must be current. If you carry out letting or management work yourself, you need a licence; otherwise, appoint a licensed agent. Check at the Rent Smart Wales public register. Rent Smart Wales may issue a £150 fixed penalty for a registration offence or a £250 fixed penalty for an unlicensed letting or management offence. More than 3,000 fixed penalty notices have been issued for registration and licensing failures.

Check your safety certificates. Before a new contract-holder moves in, you need:

• A current EICR (valid for up to 5 years, or shorter if specified on the report). If it is due to expire within the next few months, renew it now rather than mid-tenancy.
• A current CP12 gas safety record (annual). The Gas Safe engineer's check can be done up to two months early without losing the anniversary date.
• A valid EPC at Band E or above (or a registered PRS exemption).

All three must be in date on the occupation date. The CP12 and EPC must be served to the contract-holder before occupation. The EICR must be served within 14 days of occupation.

Inspect the property. Conduct a pre-letting inspection against the 29 statutory hazard categories. Fix anything that would make the property unfit under Section 91 before the contract-holder moves in — the fitness duty applies from the first day.

Check alarm compliance. Wales requires hardwired, interlinked smoke alarms on every storey and CO alarms in every room with a fuel-burning appliance. If the property still has battery-only smoke alarms, you need an electrician to install mains-powered, interlinked units before letting.

The Document Checklist

Prepare these documents before the occupation date. You cannot retrospectively cure a missed pre-occupation delivery requirement:

Before occupation (mandatory):

• [ ] Current gas safety record (CP12) — served to the contract-holder
• [ ] Valid EPC (Band E minimum) — served to the contract-holder

Within 14 days of occupation:

• [ ] Written statement of the occupation contract
• [ ] Copy of the current EICR
• [ ] Landlord address notice (RHW2 form — your name and contact address)

Within 30 days of receiving the deposit:

• [ ] Deposit prescribed information from the protection scheme

The English "How to Rent" guide is not a Welsh statutory service requirement. The documents above have different legal consequences if late or missing; for example, a late written statement triggers a six-month Section 173 restriction, while other duties have their own rules. Prepare proof-of-service records for every document: signed receipt for hand delivery, tracking number for recorded post, or read receipt for consented electronic service.

Occupation Day

On the day the contract-holder takes possession:

1. Walk the property together. Note the condition of every room, take dated photographs, and agree on any existing marks or wear. Both parties should sign the inventory or check-in report.

2. Test all alarms. Press the test button on every smoke alarm and CO alarm. Confirm all smoke alarms trigger each other (interlink test). Record the test date.

3. Hand over keys and serve pre-occupation documents. Give the contract-holder the CP12 and EPC (if not already served) and collect signed proof of receipt.

4. Explain emergency procedures. Show the contract-holder where the gas shut-off valve, electrical consumer unit, and water stopcock are located. Provide the contact details they should use for emergency repairs.

5. Provide your contact details. The RHW2 landlord address notice is a formal requirement, but practically, also make sure the contract-holder knows how to reach you for day-to-day maintenance requests.

The First 14 Days

Your statutory clock is running. Within 14 days of the occupation date, serve:

• The written statement of contract (the full occupation contract terms)
• A copy of the current EICR
• The landlord address notice (RHW2)

For each, record the date served and method of delivery. If you served the EICR before occupation (some landlords include it with the pre-contract information pack), note that date instead — the obligation is satisfied.

Within 30 days of receiving the deposit, serve the deposit prescribed information from whichever scheme you use. Missing this deadline exposes you to a penalty of 1–3 times the deposit amount and can restrict a Section 173 notice until the applicable statutory requirements are met.

After Setup: The Ongoing Calendar

Once the contract-holder is in, your recurring compliance obligations begin:

• Gas safety: annual check, serve updated CP12 within 28 days
• EICR: renew before the current report expires (5 years or shorter interval)
• EPC: renew before expiry (10 years)
• Alarms: ensure they remain functional throughout the contract
• Repairs: respond to maintenance requests, document everything
• Rent Smart Wales: renew registration and licence before they expire (5 years)

A compliance tracker that records each deadline and service date turns this from memory-dependent admin into a manageable system.

The Fitness for Human Habitation compliance guide includes a new-tenancy setup workflow and 14-day service audit ledger designed for Welsh landlords who want every deadline tracked from day one.

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