Moving into a rented home in Wales can feel overwhelming, especially with the paperwork involved. Knowing exactly what documents and information your landlord must provide at move-in helps you protect your rights, your deposit, and your peace of mind. This guide breaks down each item you should receive when starting a new tenancy under current Welsh law, making your move smoother and worry-free.
What Paperwork Should Your Landlord Give You at Move-In?
Every renter in Wales is entitled to certain key documents and information from their landlord at the start of a tenancy. This ensures transparency, legal compliance, and the protection of your deposit and safety rights.
- Written Occupation Contract (contract type, signed by both parties)
- Deposit Protection Scheme Information
- Gas Safety Certificate
- Electrical Installation Condition Report (EICR)
- Energy Performance Certificate (EPC)
- How to Rent: Renting in Wales document
- Inventory and Schedule of Condition
- Smoke and Carbon Monoxide Alarm checks and documents
Written Occupation Contract (Required by Renting Homes (Wales) Act 2016)
Since the Renting Homes (Wales) Act 2016 came into force, all renters receive an “occupation contract” instead of the old-style tenancy agreement. This written agreement outlines your rights and responsibilities and should be given to you within 14 days of the occupation date.
If your landlord fails to provide a written contract, you can apply to the Residential Property Tribunal for Wales to enforce this right.[1]
Deposit Protection Prescribed Information (Form: No specific form, but required format)
If your landlord takes a deposit, they must protect it in a government-approved deposit protection scheme (such as The DPS, MyDeposits, or TDS). Within 30 days, you must get:
- The scheme name and contact info
- Your deposit amount
- How your deposit is protected
- How to get your deposit back
- What to do if there’s a dispute
This is often called ‘Prescribed Information’. There is no official ‘form number’, but it must meet requirements of the Housing Act 2004, section 213.[2]
Gas Safety Certificate (CP12)
If your home has gas appliances, your landlord must provide an up-to-date Gas Safety Certificate (sometimes called a CP12) before you move in and every 12 months afterwards.
- Form name: Gas Safety Record/Certificate
- Example: Your boiler and gas hob are checked by a Gas Safe registered engineer, and you receive the certificate prior to receiving the keys.
- Resource: HSE official guidance
Electrical Installation Condition Report (EICR)
All rented homes must have a valid Electrical Installation Condition Report. It must be renewed at least every 5 years and shared with you when you move in.
- Form name: EICR (no form number)
- Example: Your landlord provides a copy showing the date of inspection and any necessary remedial work.
- Resource: Welsh Government's guidance on electrical safety
Energy Performance Certificate (EPC)
You are entitled to see the home’s Energy Performance Certificate before moving in. In Wales, the EPC should be at least E rating for most rentals.
How to Rent: Renting in Wales – Information for Contract Holders
Your landlord should provide the latest version of the How to Rent: Renting in Wales guide. This gives plain-English advice about your rights and responsibilities and reference links.
Inventory and Schedule of Condition (Recommended)
Although not legally required, an inventory listing the home’s furniture, fittings, and their condition helps avoid disputes about deductions at the end of your contract.
If there’s no inventory, take your own dated photos and list any issues right away. Send a copy to your landlord and keep a copy for your records.
Smoke and Carbon Monoxide Alarm Evidence
Landlords must install smoke alarms on each floor and carbon monoxide alarms in any room with a solid fuel-burning appliance. You should be shown these work at move-in.
What If Paperwork Is Missing or Incorrect?
If your landlord doesn’t give you required paperwork, ask for it in writing first. This helps show you acted reasonably if you need to take further action, such as applying to the Residential Property Tribunal for Wales.
Official Tribunal in Wales
The Residential Property Tribunal for Wales (RPT) deals with disputes about occupation contracts, deposit issues, and more. You can apply online or download application forms from their official forms page (various forms, depending on issue).
Summary Table: Key Documents & Where to Find Them
- Written occupation contract: Provided by landlord (template at Welsh Government)
- Deposit protection: Scheme certificate and prescribed info
- Gas Safety: Certificate from Gas Safe engineer
- EICR: Electrical safety report
- EPC: Online checker (view official EPC)
- How to Rent (Wales): Download guide
Having these documents protects your rights and helps prevent future issues. If ever in doubt, contact Shelter Cymru or your local council for support.
FAQs: Renters’ Questions about Move-In Paperwork in Wales
- Do I need to sign the occupation contract before moving in?
It's strongly recommended that both you and your landlord sign your contract before you move in. This ensures you understand your rights and avoids disputes later. - What if my landlord hasn’t protected my deposit?
If your deposit is not protected, write to your landlord first. If unresolved, you can apply to the Residential Property Tribunal for Wales for compensation or contact your deposit scheme for advice. - Can I move in without a gas safety certificate?
You shouldn’t move in until your landlord provides an up-to-date gas safety certificate. It’s a legal requirement for your safety if gas appliances are present. - Is an inventory essential for getting my deposit back?
An inventory isn’t legally required, but having one (or your own photos) is the best way to prove the home’s condition and protect your deposit from unfair deductions. - What happens if I never receive my paperwork?
If asking your landlord doesn’t work, consider contacting Shelter Cymru or applying to the Residential Property Tribunal for Wales. Keeping written records helps if the issue escalates.
Conclusion: Key Takeaways for Renters in Wales
- Request and keep copies of all key move-in paperwork
- Knowing your rights means fewer future disputes and easier problem-solving
- The Residential Property Tribunal for Wales is your official resource for resolving contract-related disagreements
Having your paperwork in order gives you the strongest foundation as a renter in Wales.
Need Help? Resources for Renters
- Welsh Government: Renting Homes Law – Overview of rights and law changes
- Residential Property Tribunal for Wales – Filing disputes and accessing forms
- GOV.UK: Private Renting – Official tenant guidance
- Shelter Cymru – Free confidential advice for Welsh renters
- Citizens Advice Cymru: Private Renting
