Wales Standard Occupation Contract Template: How to Complete It Step by Step

Which Template to Use

The Welsh Government publishes two model written statements for private landlords under the Renting Homes (Model Written Statements of Contract) (Wales) Regulations 2022 (as amended):

• Periodic Standard Contract — for rolling month-to-month or week-to-week lettings with no fixed end date. This is the default for most private rentals.
• Fixed-Term Standard Contract (under 7 years) — for lettings with a set duration, such as 6 or 12 months.

Both models were updated on 29 May 2026 to include the anti-discrimination fundamental terms under Sections 54A and 54B of the Renting Homes (Wales) Act 2016. Landlords must use these updated versions — earlier editions are missing mandatory provisions.

The model statements are available in DOCX, PDF and DOC formats from the Welsh Government's renting homes forms page at gov.wales.

Filling In the Key Matters

Every written statement opens with Key Matters — the basic operational details of the letting. These are unique to your property and contract-holder:

• Legal names of the parties — the landlord (or each joint landlord) and every contract-holder. Use full legal names, not trading names or nicknames.
• Property address — the complete postal address of the dwelling.
• Occupation date — the date from which the contract-holder is entitled to occupy the dwelling as their home. This is the date the 14-day written statement deadline begins counting.
• Rent amount and payment frequency — the exact figure and whether it is paid weekly, fortnightly or monthly.
• Contract type — periodic standard or fixed-term standard, and, if fixed-term, the start and end dates.

Understanding the Term Hierarchy

The model written statement is not a blank form. It comes pre-populated with statutory terms arranged in a strict legal hierarchy:

Fundamental Terms are statutory provisions that protect core rights. Some are unalterable (marked F) — you cannot remove or weaken them under any circumstances. Others are alterable (marked F+) — you can modify them, but only if the modification improves the contract-holder's position. Sections 54A (children in the dwelling) and 54B (benefit claimants) are unalterable fundamental terms added in June 2026.

Supplementary Terms cover day-to-day operational matters — who pays utilities, notifying the landlord of disrepair, lock changes, long absences. These are automatically included in the model statement but can be varied or removed by mutual written agreement, provided the variation does not conflict with a fundamental term.

Additional Terms are bespoke clauses you negotiate with the contract-holder — pet permissions, garden maintenance, smoking restrictions. These must comply with the Consumer Rights Act 2015 fairness standards.

Common Completion Mistakes

Leaving fields blank. Every Key Matter field must be completed. A written statement with missing names, an incomplete address, or no occupation date is defective and leaves the landlord exposed to a Section 87 compensation claim.

Using a pre-2026 model. If your template does not include the Sections 54A and 54B anti-discrimination provisions, it is out of date. The contract-holder is entitled to these terms regardless of whether they appear in the document — but an incomplete written statement is still a breach of Section 31.

Weakening an unalterable fundamental term. Adding a clause that contradicts a fundamental term marked F is void and unenforceable. A "no children" restriction that conflicts with Section 54A, for example, has no legal effect and may expose the landlord to a discrimination claim.

Forgetting Form RHW2. The written statement is not the only document due within 14 days. Form RHW2 (Notice of Landlord's Address) must also be served — it provides the contract-holder with an address in England or Wales for sending formal notices.

After Completion: Delivery and Records

Once the written statement is complete, deliver it within 14 days of the occupation date using one of the three lawful methods: personal delivery, first-class or recorded post, or electronic service if the contract-holder has indicated willingness to receive it electronically and the text is received legibly and can be used for later reference. Keep a signed receipt, tracking proof, or email record for each contract-holder.

If the contract includes a fixed term, remember that when it expires and the contract-holder stays on, a new periodic standard contract is created automatically. You will need to issue a new written statement for the periodic contract within 14 days of the transition.

Get the Complete Step-by-Step Guide

The Occupation Contracts in Wales guide covers the entire process from Rent Smart Wales verification through contract completion, delivery, and record-keeping — with a compliance checklist, a delivery receipt log, and a contract type decision map.

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