Mandatory HMO Records Landlords Must Keep in Wales

Many renters in Wales live in shared houses and need to know which HMO records their landlord must keep. This guide explains the key documents tenants should check, how to request copies, and what to do if records are missing or out of date. It covers safety certificates, electrical and gas checks, licence and registration details, tenancy agreements, deposit protection information, and inspection logs. The advice uses plain language so you can spot missing or incorrect paperwork, request evidence from your landlord, and escalate concerns to local authorities or the tribunal if needed. Keep copies of any requests and replies to protect your rights and to support any future dispute.

What records landlords must keep

• Gas safety certificate and annual gas safety record (keep the current certificate and the record of checks)
• Electrical Installation Condition Report (EICR) and any repair receipts for electrical work
• Tenancy agreement and documented prescribed information about any deposit taken
• HMO licence or licence application and related correspondence with the licensing authority
• Records of occupants, room allocations and tenancy start/end dates
• Repair and maintenance logs showing when issues were reported and fixed
• Inspection records and evidence of smoke, heat and carbon monoxide alarm checks

Key official forms and certificates

Landlords of HMOs in Wales must hold and keep copies of specific safety checks and paperwork. Tenants should know the names of these records so they can ask for them. The most commonly required official documents are listed below with practical examples of when you might see them.

Gas safety record (sometimes called a CP12)

The gas safety record is issued after an annual check by a Gas Safe registered engineer; it confirms appliances and flues are safe. Example: if your flat has a gas boiler, ask the landlord for the latest gas safety record when you move in; landlords must keep the current certificate and previous records. See the official guidance here ^[1].

Electrical Installation Condition Report (EICR)

An EICR shows the condition of electrical installations and how often checks should be repeated. Example: request the EICR if you notice frequent tripping or flickering lights; it shows whether the installation is safe and any recommended remedial work. Official details are here ^[2].

Tenancy agreement and deposit prescribed information

The written tenancy agreement and the prescribed information for any tenancy deposit explain rights and obligations and confirm which deposit protection scheme is used. Example: ask for the prescribed information within the time limit after your deposit was paid so you can verify protection. Official guidance on deposits and prescribed information is here ^[3].

HMO licence and registration

Where an HMO licence is required, landlords must hold the licence and related documentation from the local authority. In Wales, landlords and agents may also be registered under Rent Smart Wales; tenants can check registration details to confirm a landlord is authorised to let properties.

Why these records matter

These records prove that the property is safe, licensed where required, and that deposits and tenancy terms are handled correctly. They also provide essential evidence if a tenant needs to raise a formal complaint or apply to the tribunal. Always request copies in writing and keep a dated copy of your request and any reply.

FAQ

What records must my landlord keep for an HMO in Wales?

Landlords should keep gas safety records, EICRs, tenancy agreements, deposit prescribed information, HMO licences, occupant lists, inspection and repair logs, and alarm check records.

Can I ask my landlord for copies of these records?

Yes. Request copies in writing, keep a dated copy of your request, and allow a reasonable time for the landlord to reply before escalating.

What can I do if my landlord won’t provide records?

You can contact your local authority housing enforcement team or Rent Smart Wales, and if necessary apply to the First-tier Tribunal (Property Chamber) for resolution.

How-To

1. Check your tenancy agreement and make a written request to your landlord or letting agent for the specific records you need, giving a clear deadline.
2. Keep copies of the landlord’s replies and any certificates or reports you receive for your records.
3. Contact your local authority housing enforcement team or Rent Smart Wales for advice if the landlord does not respond.
4. If the issue is unresolved, prepare evidence and consider applying to the First-tier Tribunal (Property Chamber) or asking the local authority to take enforcement action.

Key Takeaways

• Keep copies of all safety certificates and tenancy paperwork in a safe place.
• Request records in writing and date your requests to create a clear timeline.
• Use Rent Smart Wales or your local authority for help before escalating to the tribunal.

Help and Support / Resources

• Rent Smart Wales
• Welsh Government housing pages
• First-tier Tribunal (Property Chamber)

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1. [1] Gas Safety checks and records for landlords (GOV.UK)
2. [2] Electrical safety: private rented sector guidance (GOV.UK)
3. [3] Tenancy deposit protection (GOV.UK)
4. [4] Rent Smart Wales landlord and agent registration