Occupation Contract Documents at Move-In Wales

Moving into a new rented home in Wales means more than signing a contract — it means checking a set of occupation documents that protect both tenants and landlords. This guide explains which paper and digital records tenants should receive when they move in, why each matters, and simple examples of how to use them if problems arise. It covers tenancy agreements, inventories and photos, deposit protection information, safety certificates for gas and electricity, and the official sources to contact if papers are missing. Practical tips help renters keep organised files and deadlines so they can challenge unfair charges or missing protections quickly and confidently in Wales.

What documents to expect at move-in

When you collect your keys, check for the following documents. Keep originals and make dated copies or photos. These documents help prove the condition of the property and protect your deposit and legal rights under the Housing Act 1988^[1] and Rent Act 1977^[2].

• Tenancy agreement (signed copy) — shows rent amount, term and basic tenant/landlord responsibilities.
• Inventory and check-in report (photos and list of existing damage).
• Deposit protection information — name of the scheme, how to get the deposit back, and any prescribed details.
• Gas safety certificate (if the property has gas appliances) and details of the most recent inspection.
• Electrical safety report or confirmation of an EICR where required.
• Energy Performance Certificate (EPC) and any relevant building compliance paperwork.

Official forms, certificates and when they apply

There is no single universal move-in form, but certain official records and guidance are central to protecting tenants in Wales. For dispute resolution, you may need to contact the First-tier Tribunal (Property Chamber)^[3] for possession or deposit disputes. Below are common official items and when a tenant would use them.

• Tenancy deposit protection details — used when checking whether a deposit is legally protected and to start a claim for an unfair withholding; for example, if a landlord refuses to explain deductions.
• Gas safety record — used to confirm appliances were checked before move-in; request a copy if you did not receive one at the start of the tenancy.
• Inventory / photographic record — used as evidence at the end of tenancy if the landlord claims damage beyond fair wear and tear.
• Written tenancy agreement — used to confirm terms such as notice periods and who is responsible for repairs.

How to keep move-in records and act if documents are missing

Good organisation makes disputes much easier. Keep a single digital folder with scanned copies and labelled photos. Email yourself a dated copy of any documents you receive and send a short dated note to the landlord summarising what was handed over at move-in.

• Make time-stamped photos or videos of each room, sockets and appliances within 48 hours of move-in.
• Request missing documents in writing and set a reasonable deadline (for example, seven days) to receive them.
• If the landlord does not respond, consider contacting the First-tier Tribunal or local authority for advice.

What to do about a disputed deposit or missing protections

Check the deposit protection details first and use the scheme's dispute process. If the landlord did not protect your deposit or provide the required information, you can pursue remedies that may include compensation and a claim to recover the deposit.

• Verify deposit protection using the scheme details given at move-in and keep the scheme's responses.
• Start the scheme's dispute resolution and gather your inventory, receipts and correspondence as evidence.
• Seek free advice from official sources before applying to the tribunal.

FAQ

What documents must a tenant be given at move-in?

A tenant should receive a signed tenancy agreement, an inventory or check-in report, deposit protection information if a deposit is taken, and any safety certificates like a gas safety record or EPC where relevant.

What if my deposit wasn’t protected or I didn’t get information?

If your deposit wasn’t protected or you didn’t receive prescribed information, you can use the deposit scheme dispute process and may be able to claim compensation or recover the deposit through the First-tier Tribunal after following official guidance.

How long should I keep move-in documents?

Keep move-in records, inventories and receipts for at least the length of the tenancy plus a year, or longer if you are in dispute about deductions.

How-To

1. Gather all move-in documents, scan or photograph them, and save them in a dated folder.
2. Check whether your deposit is protected and note the scheme name and reference number.
3. Create a dated photographic inventory and email a copy to your landlord immediately.
4. If documents are missing or disputed, follow the scheme dispute process and consider contacting the First-tier Tribunal for further action.

Help and Support / Resources

• Renting a home in Wales - GOV.WALES
• Tenancy deposit protection - GOV.UK
• First-tier Tribunal (Property Chamber) - GOV.UK

1. [1] Housing Act 1988
2. [2] Rent Act 1977
3. [3] First-tier Tribunal (Property Chamber) - GOV.UK
4. [4] Tenancy deposit protection - GOV.UK