Wales Written Statement Delivery Proof and Audit Log

Why Delivery Proof Matters

Under Section 87 of the Renting Homes (Wales) Act 2016, a contract-holder may claim compensation if the written statement remains unprovided beyond the 14-day deadline. Compensation is calculated from the occupation date at one day's rent for each day the statement remains unprovided, up to two months' rent, plus statutory interest. The landlord should retain evidence of timely service.

A completed written statement sitting in a filing cabinet does not satisfy Section 31. The landlord must be able to evidence that it was served by a permitted method within the statutory window.

The Three Lawful Delivery Methods

Sections 236 and 237 of the 2016 Act prescribe the acceptable delivery mechanisms:

Personal delivery. Hand the hard-copy document directly to the contract-holder at the dwelling. This is the most straightforward method, but it needs a written record — a signed and dated receipt from the contract-holder confirming they received the document.

Postal service. Send via first-class post or prepaid recorded delivery to the dwelling address. Recorded delivery provides a tracking number and a delivery confirmation from Royal Mail. First-class post is cheaper but harder to evidence if the contract-holder disputes receipt.

Electronic service. A document may be served electronically if the contract-holder has indicated willingness to receive it electronically, the text is received in legible form, and it can be used for subsequent reference. An email address on file alone does not establish willingness.

What Evidence to Keep

For each delivery, maintain:

• Personal delivery — a receipt signed by the contract-holder, dated with the delivery date, identifying the document delivered (e.g. "Written Statement of Periodic Standard Occupation Contract, [property address]").
• Recorded post — the Royal Mail tracking number, the posted date, and the delivery confirmation screenshot or printout.
• Electronic service — a copy of the message and attachment, with evidence that the contract-holder indicated willingness to receive the document electronically and that the text was received in legible form. A read receipt is useful supporting evidence.

For joint contract-holders, each person must receive their own copy of the written statement. That means separate delivery evidence for each individual — one signed receipt does not cover both.

Building an Audit Log

A delivery audit log records every written statement delivery across all your lettings. At minimum, each entry should capture:

1. Property address
2. Contract-holder name(s)
3. Contract type (periodic or fixed-term standard)
4. Occupation date
5. Delivery method used
6. Delivery date
7. Evidence reference (receipt number, tracking ID, email timestamp)
8. 14-day deadline date (calculated from occupation date)
9. Whether delivery was within the deadline

This log helps the landlord demonstrate timely service if a Section 87 compensation claim is made. Without it, it is harder to show that the statement was served on time.

Common Mistakes

Relying on a WhatsApp message or text. The Act requires service under Sections 236–237. Use electronic service only where the contract-holder indicated willingness to receive the document electronically, the text is received in legible form, and it can be used for subsequent reference.

Using email without evidence of willingness. An email address on an application form alone does not establish that the contract-holder indicated willingness to receive documents electronically. The text must also be received in legible form and be capable of subsequent reference.

Losing the evidence. A signed receipt left in a property folder that gets lost during an agent changeover or a filing clearout leaves the landlord without proof. Store evidence in at least two places — physical and digital.

Get the Delivery Receipt Template

The Occupation Contracts in Wales guide includes a printable delivery receipt log and a pre-formatted audit spreadsheet for tracking every written statement delivery across your portfolio.

See more Wales guides →