Every UK landlord must provide new tenants with the current How to rent guide when an assured shorthold tenancy (AST) commences. It is vital to keep a dated record—such as an email timestamp, a signed note, or a digital receipt—to prove you issued the document. Failing to provide the correct guide can legally prevent you from serving a valid Section 21 repossession notice.
Table of Contents
- What is the How to rent guide?
- Which version should I give tenants?
- Landlord checklist: Documents to provide
- Tenant checklist: What to verify before moving in
- Why issuing the guide matters
- Common pitfalls & how to avoid them
- Extra tips for modern letting
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What is the How to rent guide?
The How to rent guide is a mandatory government checklist for renting in England, designed for both tenants and landlords. It clearly explains essential legal duties, including deposit protection, gas safety, electrical checks, smoke and carbon monoxide (CO) alarms, and Right to Rent checks. It also offers practical advice for managing a tenancy from start to finish.
Fact: The version referenced in this update is the October 2023 edition. Always consult GOV.UK for the most recent updates to the How to rent document.
Which version should I give tenants?
You must provide the latest available version at the start of every new tenancy. A digital copy (such as a PDF via email) is perfectly acceptable if the tenant agrees. However, you must retain proof that it was provided—such as an email timestamp, a tenant’s digital signature, or a brief signed acknowledgement via text or email.
The October 2023 government edition introduced significant updates, including guidance on legal-aid access, the Housing Loss Prevention Advice Service, and identity-service rules for Right to Rent checks.
Landlord Checklist: What Documents Must You Give the Tenant?
To remain compliant and ensure a smooth move-in process, landlords must provide the following prescribed documents (and always keep copies for your records):
- How to rent guide (latest edition) — Issue at the start and retain proof of receipt.
- Gas Safety Certificate (if applicable) — Provide a copy before the tenancy begins and after every annual gas safety check. Read more on Gas Safety Checks.
- Electrical Installation Condition Report (EICR) — Supply a copy to the tenant. Inspections are legally required at least every five years. Guide to Electrical Safety Inspections.
- Energy Performance Certificate (EPC) — Give the tenant a valid EPC and ensure you meet the Minimum Energy Efficiency Standard (MEES). Understanding EPC Requirements.
- Deposit Protection Prescribed Information — The tenant’s deposit must be registered in a government-approved tenancy deposit scheme within 30 days of receipt. Deposit Protection Schemes Explained.
- Smoke & Carbon Monoxide Alarms — Evidence that alarms are present and actively working on the first day of the tenancy. Smoke and CO Alarm Regulations.
- Contact Information — The landlord’s or letting agent’s full name and a UK address for the service of legal notices.
Pro Tip: Digitise your approach. Bundle these critical documents into a single “move-in pack” PDF. Email it to your tenant, request a quick “received” reply, and securely archive the timestamped thread.
Tenant Checklist: What to Verify Before You Sign
Tenants should verify the following details to ensure their safety and financial security before moving in:
- Deposit Security: Confirm the deposit amount and verify it will be protected in an approved scheme.
- Utility Bills: Clarify exactly who is responsible for paying utilities and council tax, and agree on how initial meter readings will be recorded.
- Safety Alarms: Check that adequate smoke alarms and carbon monoxide detectors are installed and operational.
- Safety Certificates: Request to see the Gas Safety Certificate, the EICR, and confirm the property’s EPC rating.
- Licensing: If renting a House in Multiple Occupation (HMO) or property in a selective-licence area, confirm the landlord holds the correct local authority licence. HMO & Selective Licensing Information.
- Redress Schemes: Verify that the letting agent is a member of an independent redress scheme and holds client-money protection if they handle rent payments.
Right to Rent & ID Checks
Under UK law, landlords are legally required to verify that all occupants aged 18 and over have the ‘Right to Rent’ in England. Approved methods include:
- Manual document checks (e.g., viewing a physical passport).
- Home Office online checks (via a share code).
- Utilising a certified Identity Service Provider (IDSP).
Why Issuing the Guide Matters
- Validating Section 21 Notices: If you fail to supply the current How to rent guide alongside other prescribed documents, any Section 21 eviction notice you issue will likely be declared invalid by a court.
- Preventing Disputes: Thoroughly issuing the guide and an organised move-in pack establishes clear expectations, minimises disputes, and facilitates a smooth check-out process.
Practical Email Template for Landlords
Use this copy-and-paste template to easily issue the guide and secure documented proof:
Hi [Tenant Name],
Please find attached the latest How to rent guide alongside your tenancy move-in pack, which includes our Gas Safety Record, the EPC, your EICR, and your deposit protection prescribed information.
Could you please reply to this email with the word “received” so I have a confirmed record that you have these documents?
Many thanks,
[Your Name / Letting Agent Name]
Common Pitfalls & How to Avoid Them
- Verbal Agreements: Never rely on verbal confirmation. Always issue the guide in writing (email or physical copy) and obtain proof of receipt.
- Deposit Replacement Products: If you accept a deposit replacement scheme, you must clearly explain the terms to the tenant and ensure compliance with Financial Conduct Authority (FCA) regulations.
- Banned Fees: Charging banned fees violates the Tenant Fees Act. Local authorities can issue fines of up to £5,000 per offence. Learn about the Tenant Fees Act rules.
When to Re-check the Guide and Documents
- Before every new tenancy: Always download and issue the latest How to rent guide.
- When the government updates the guide: If the guide is updated during an existing tenancy, you do not need to resend it immediately. However, if you issue a renewal or create a new tenancy agreement, you must serve the updated version. Keep monitoring GOV.UK for changes.
What to Do If Things Go Wrong
If a tenant faces eviction, resides in unsafe conditions, or a landlord breaches their legal duties, tenants should immediately seek independent advice from Shelter, Citizens Advice, or their local council. The government also provides a Housing Loss Prevention Advice Service offering free legal help in possession cases.
Quick Version History
A chronological timeline of updates to the How to rent: the checklist for renting in England since June 2014:
- 2 October 2023 – Updated general checklist for renting in England.
- 24 March 2023 – Revisions to the core How to rent checklist.
- 21 July 2021 – Added an ‘easy read’ version of the guide.
- 10 December 2020 – Updates regarding COVID-19, Electrical Safety Standards Regulations 2020, and the Tenant Fees Act.
- 31 May 2019 – Major update following the introduction of the Tenant Fees Act 2019.
- 9 July 2018 – The title of the guide was amended to ‘How to rent: the checklist for renting in England’.
- 26 June 2018 – Added updated guide to website.
- 17 January 2018 – Removed reference to the ‘London Rental Standard’ in the renting ‘Direct from the landlord’ section.
- 1 February 2016 – Updated the How to Rent guide.
- 1 October 2015 – Updated with the latest edition of this guide.
- 25 September 2014 – Added updated guide.
- 11 June 2014 – Added information about Acrobat Reader download.
- 10 June 2014 – How to Rent guide first published.
Extra Tips for Modern Letting
- Digitise your move-in pack: Supplying PDFs and requesting a single email acknowledgement drastically reduces administrative burden while easily proving service.
- Maintain comprehensive records: Archive emailed documents and tenant acknowledgements securely for the duration of the tenancy, plus an additional margin of years for safety.
- Record a move-in video: An optional, short video documenting meter readings, smoke alarm tests, and property condition provides powerful, low-cost proof.
- Be proactive with property maintenance: Responding rapidly to repair requests maintains goodwill, reduces disputes, and completely mitigates the risk of enforcement actions.
Useful Official Resources
- GOV.UK: How to rent: the checklist for renting in England.
- Support & Safety: Shelter, Citizens Advice, Deposit Protection Schemes, Gas Safe Register, and Electrical Safety First.
If you have any questions or feedback regarding the How to rent guide or compliance procedures, please leave a comment below.
Frequently Asked Questions (FAQs)
1. What is the How to rent guide?
The How to rent guide is a mandatory government checklist for renting in England. It explains legal responsibilities such as deposit protection, gas safety, electrical checks, and Right to Rent checks.
2. Which version of the How to rent guide should I give tenants?
You must give tenants the latest version published on GOV.UK at the start of any new tenancy. As of the latest update, this is the October 2023 edition.
3. What happens if a landlord does not provide the How to rent guide?
If a landlord fails to provide the current How to rent guide, they legally cannot serve a valid Section 21 eviction notice to repossess the property.
