Written statement of terms for new tenancies

A written statement of terms is the set of prescribed tenancy information that every new private tenancy in England has needed since 1 May 2026, given to the tenant before the tenancy is agreed. It can be part of your tenancy agreement or a separate document, but it must cover every prescribed item, from the rent and deposit to the tenant's right to ask for a pet. Missing it can cost up to £7,000.

Who needs a written statement, and when?

The duty is in section 16D of the Housing Act 1988 and the Written Statement of Terms etc and Information Sheet Regulations 2026 (SI 2026/324), in force since 1 May 2026.

Tenancy	When the statement is due
New private assured tenancy from 1 May 2026	Before the tenancy is entered into: before you and the tenant sign, or otherwise agree it, including verbally
Wholly verbal tenancy from before 1 May 2026	By 31 May 2026
Some other cases, such as succession or a tenancy that becomes assured later	Within 28 days
Written tenancy from before 1 May 2026	Not needed: these got the Information Sheet instead

The landlord gives it, or an agent or contractor contracted to do so. It goes to the tenant, and GOV.UK says all tenants, including joint tenants, must be named. You don't need to give it to people who only view the property.

The statement replaces the How to Rent guide for new lettings. These rules apply in England; Wales has its own law under the Renting Homes (Wales) Act 2016.

What must a written statement of terms for a tenancy include?

The minimum content comes from Schedule Part 1 of SI 2026/324 and GOV.UK's landlord guidance:

#	Item	What to include
1	Parties	Names of all landlords and all tenants
2	Address for notices	A postal address in England or Wales where the tenant can serve notices on you. Phone and email are optional
3	Property	The address, and the date the tenant is first entitled to possession
4	Rent	The amount and when it is due
5	Rent increases	A statement that any proposed increase will be made by a Section 13 notice
6	Bills	Bills included in the rent, or paid separately to you: what they cover, how much and when due. Only council tax, utilities, TV licence, communications services and green deal charges
7	Deposit	The amount, if you take one. The deposit prescribed information is still due within 30 days
8	Tenant's notice	The minimum notice the tenant must give: anything up to 2 months. If none is stated, it is 2 months
9	Security of tenure	That you usually need a possession order; that a possession notice must be in the correct form and state the grounds; that notice periods depend on the grounds
10	Landlord's duties	Fitness for human habitation (Landlord and Tenant Act 1985 s.9A); repairs (s.11); electrical safety, including an inspection at least every 5 years and a copy of the report to the tenant; gas safety (reg 36), where there are gas fittings
11	Disability improvements	Equality Act 2010 s.190, where the tenant may make improvements with consent
12	Pets	That the tenant may ask to keep a pet, and that consent must not be unreasonably refused
13	Supported accommodation	Where it applies, that the property is supported accommodation and why

GOV.UK's written-information guidance also says the statement should explain that the tenancy can end without a court order where the Home Office gives written notice that the occupier is disqualified from renting.

Prior notice of possession grounds

The written statement is also where you give prior notice that you may want to rely on certain grounds later. The statute (section 16D(3)) lists Grounds 1B, 2ZA to 2ZD, 4, 5 to 5H, 6A and 18. Several of these are only for social landlords or supported housing. The ones a private landlord is most likely to need are:

• 2ZB and 2ZD, where a superior lease of more than 21 years ends;
• 5A (agricultural workers) and 5C (lets tied to employment);
• 5G, for lets to a council under its homelessness duty.

If you rely on one of these grounds without having given prior notice, the court can still make a possession order, but you risk a civil penalty of up to £7,000.

Two grounds have their own, stricter conditions:

• Ground 4A (student HMOs) needs a written statement before the tenancy. Without it, the ground can't be used at all. See Ground 4A.
• Ground 5H needs its eligibility conditions in the written tenancy agreement, and is for registered providers and charities.

The common private-landlord grounds, such as Ground 1 (moving in), Ground 1A (selling) and the rent arrears grounds, need no prior notice. GOV.UK's tenant guidance gives a slightly different list from the statute; follow the statute. The full list is in our guide to Section 8 grounds.

How should you give it?

• Format. It can be in the written tenancy agreement or a separate document. You don't need the exact legal wording, but every item must be covered.
• Method. We have found no GOV.UK or statutory rule on whether email is acceptable for the written statement; email is expressly allowed only for the Information Sheet. Use a method you can prove: hand over a printed copy and get it signed for, or follow the service method agreed with the tenant and keep the sent email.
• Timing. Give it before anything is signed or agreed, and keep a record of the date.

What is the penalty?

GOV.UK says a landlord who doesn't give the statement "could receive a fine of up to £7,000" (section 16I). If the breach continues more than 28 days after a penalty, or is repeated within 5 years, it can become a criminal offence, with a civil penalty of up to £40,000 as the alternative. See Renters' Rights Act fines.

Worked example: the paperwork for a new let

Maya agrees to let a flat to two joint tenants. The tenancy will be agreed on 9 November 2026 and start on 1 December 2026.

When	What Maya does
Before advertising	Gets an in-date EPC and gives it to applicants at the first written particulars or viewing
Before 9 November	Right to rent checks on both adults; takes no more than one week's rent as a holding deposit
Before 9 November	Gives both tenants the written statement of terms, including the pet statement and her address for notices
9 November	Tenancy agreed and signed; she can now require the first month's rent
Before 1 December	Gives the tenants the gas safety record and EICR before they move in
Within 30 days of taking the deposit	Protects it and gives the deposit prescribed information

Our Renters' Rights Act landlord checklist has the full list for every stage.

What to do next

Update your tenancy agreement template so it covers every item that applies to your let, and add a short prior-notice section if any of the grounds above could apply to you. Keep a signed or dated copy for each tenancy. For the rest of the changes, see the Renters' Rights Act hub.