Moving into a new rental home in Wales is both exciting and daunting. Whether this is your first tenancy or you’re an experienced renter, having a clear move-in process helps prevent misunderstandings and protects your rights. This guide explains the essential steps, legal requirements, and practical tips for tenants in Wales to make your move-in as smooth as possible.
Understanding Your Tenancy and Legislation in Wales
Most renters in Wales now enter into an 'occupation contract' since the introduction of the Renting Homes (Wales) Act 2016. This replaced previous forms of tenancies and licences as of December 2022, strengthening protections and clarifying responsibilities.
- Occupation contracts — the new standard contract for renting a home from a private or social landlord in Wales.
- Your landlord must provide a written statement of your contract details within 14 days of your move-in date.
- This contract sets out your rights and your landlord’s duties, including maintenance, notice periods, and deposit handling.
Your Tenant Move-In Checklist
A thorough checklist will ensure nothing is missed and you are fully protected when moving in. Here are the key steps every renter in Wales should follow:
1. Receive and Review Your Written Contract
- Your landlord or letting agent must give you a written statement of the occupation contract within 14 days of your contract start. This document explains your rights and obligations in plain language.
- If you don’t receive it within this timeframe, request it in writing. This is a legal requirement under Welsh law.
2. Check Your Deposit Is Properly Protected
- If you pay a deposit, it must be protected with a government-approved tenancy deposit scheme (TDS) — such as Deposit Protection Service, mydeposits Wales, or Tenancy Deposit Scheme.
- Your landlord has 30 days to protect your deposit and give you written confirmation of the scheme used.
3. Inventory and Schedule of Condition
- You should be provided with an inventory or schedule of condition — a document listing the property’s furniture, fittings, and their condition at move-in.
- Check this document carefully, take date-stamped photos of each room, and note any damage or missing items. Send a copy to the landlord to confirm agreement.
4. Health, Safety, and Compliance Documents
- Ask for copies of the latest Gas Safety Certificate (CP12), which must be renewed yearly for properties with gas appliances.
- Request the Energy Performance Certificate (EPC) — your property must be rated E or better, unless exempt.
- If there’s a solid fuel appliance, ensure you receive a Carbon Monoxide alarm check record.
- For HMOs (Houses in Multiple Occupation), confirm the property licence details via the local council’s website.
5. Utilities, Council Tax, and Registering with Local Authorities
- Contact utility providers (gas, electricity, water, broadband) to transfer or set up accounts in your name from the move-in date.
- Contact your local council to register for Council Tax. Check if you’re eligible for any exemptions or discounts based on your circumstances.
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6. Fire, Smoke, and Carbon Monoxide Alarms
- Legally, every rented home in Wales must have working smoke alarms on each storey and carbon monoxide alarms in every room with a solid fuel appliance.
- Test them on arrival and inform your landlord immediately if they are missing or faulty.
7. Provide Contact Details and Emergency Information
- Make sure you have your landlord’s full name, address, and contact number for routine and emergency issues.
- If you rent through a letting agent, they must provide the landlord’s name and address within 21 days if you request it in writing.
Key Official Forms for Renters When Moving In
- Notice to request landlord details — While not a specific form, under Section 39 of the Renting Homes (Wales) Act, you may make a written request for your landlord’s name and address through your agent if it’s not provided. Example: "I am requesting, pursuant to Section 39, the landlord’s name and address for my occupation contract at [address]."
- Inventory/Schedule of Condition Form — Request this from your landlord or letting agent. If not supplied, consider using official sample templates from your local council’s website.
- Deposit protection scheme confirmation forms — Each tenancy deposit scheme (like DPS) issues a certificate confirming your deposit is protected. Keep this safe for any future deposit disputes or claims.
What To Do If Problems Arise
If you have issues at move-in — such as missing documents, property not in expected condition, or safety concerns — first raise them with your landlord or letting agent in writing. Keep records of all communications.
If you cannot resolve the issue, you can seek assistance from Rent Smart Wales, which regulates landlords and agents, or escalate disputes to the Residential Property Tribunal Wales, the official tribunal for housing matters in Wales.
Take date-stamped photos or videos of your new home on the day you move in, ideally before unpacking. This is crucial if there’s a dispute about damage or cleanliness when you leave!
FAQ: Wales Tenant Move-In Questions
- Do I need a written contract when renting in Wales?
Yes. Under the Renting Homes (Wales) Act 2016, all new tenancies must have a written "occupation contract." Your landlord should provide this within 14 days of your move-in date. - How do I check if my deposit is protected?
You should get written confirmation from your landlord, including the name of the deposit scheme. You can also check directly with the scheme, using your reference number or tenancy details. - What should I do if documents like the EPC or gas safety certificate are missing?
Ask your landlord or agent in writing for these documents. These are legal requirements. If details are not provided, contact Rent Smart Wales for advice or your local council enforcement team. - Who handles housing disputes or complaints in Wales?
The Residential Property Tribunal Wales manages disputes about housing conditions, rent, and deposit issues in Wales. - Do I have to agree with the inventory provided?
No. If you disagree with the inventory, record your comments or take photos of differences, and send your version to your landlord or agent to create a clear record of your position.
Summary: What To Remember When Moving In
- Get a written occupation contract and legally required safety certificates as soon as you move in.
- Make sure your landlord protects your deposit and provides confirmation within 30 days.
- Document the home’s condition at move-in to avoid disputes at the end.
By following these steps and knowing your rights, you’ll start your new tenancy on a strong foundation and avoid common disputes.
Need Help? Resources for Renters in Wales
- Welsh Government: Renting Homes Information
- Rent Smart Wales — The national service regulating landlords/agents and providing advice
- Residential Property Tribunal Wales — Submit disputes or complaints
- UK Government: Tenancy Deposit Protection
- For local housing help or emergencies, contact your local council housing department
