Check your Paperwork!

From 1st May: Why Almost All Your Landlord Paperwork Needs Updating

A heads-up for all landlords:

From 1st May, pretty much all core tenancy paperwork is changing. That includes many of the documents you’ve probably saved on your computer, reused for years, or “tweaked” from an old template.

If you are still relying on pre‑saved documents, now is the time to stop, check, and update everything.

Why 1st May Matters

Over the last year, there has been a steady flow of legal and regulatory changes affecting the private rented sector. By 1st May, these changes reach a point where:

• Older documents are no longer compliant

• Some paperwork may still look fine but is legally outdated

• Using the wrong version could invalidate notices, trigger enforcement issues, or weaken your position in a dispute

  
  

In short: Using old paperwork after 1st May comes with real risk.

The Biggest Trap for Landlords: “Saved on My Computer”

One of the biggest problems we see is landlords who:

• Have tenancy documents saved locally

• Downloaded templates years ago

• Copied documents from previous tenancies

• Reuse the same files for each new let

  
  

If that sounds familiar, you’re not alone but from 1st May, this habit becomes dangerous.

If a document was created before recent changes, it is very likely no longer fit for use, even if it’s only a year or two old.

What Sort of Documents Are Affected?

While the exact list varies depending on your property and letting type, this commonly includes:

• Tenancy agreements

• Prescribed information and notices

• Guidance documents given to tenants

• Welcome packs and “start of tenancy” paperwork

• Any documents referenced during possession or enforcement processes

  
  

The key point is this:

If it’s given to a tenant or relied upon legally, it must be current.

From 1st May: Use the Versions on Our Website

From 1st May, all new and updated paperwork will be available on our website.

This means:

• All documents will reflect the latest legal requirements

• You can be confident you are using the correct versions

• Historic or outdated paperwork will no longer be relied upon

  
  

If you have your own saved copies, do not continue using them even if they were correct at the time you downloaded them. Always return to the website and use the most up‑to‑date versions provided.

Why This Is More Than Just Admin

Outdated paperwork isn’t just a technical issue it can have serious consequences:

• Notices can be ruled invalid

• Enforcement action can follow if councils see non‑compliance

• Disputes become harder (and more expensive) to defend

• You may have to restart processes from scratch

  
  

All of this is avoidable but only if documents are updated before they’re used.

What You Should Do Now

We recommend every landlord does the following before creating or renewing any tenancy after 1st May:

1. Stop using old saved files

Do not rely on documents sitting on your desktop, laptop, or cloud drive unless you are 100% sure they are fully up to date.

2. Review every document you issue to tenants

This includes anything handed over digitally or in print.

3. Replace templates with current versions

Make sure any agreements or notices reflect the latest legal position.

4. Delete or clearly label old documents

This helps avoid mistakes later when you’re in a rush.

5. Get paperwork from a reliable, current source

Do not rely on generic internet downloads or older examples shared by other landlords.

A Final Word of Caution

Landlords often say, “I’ve always done it this way and never had a problem.

”The difficulty is that problems often only appear when something goes wrong a dispute, a notice, or council scrutiny.

From 1st May, the margin for error tightens considerably.

If you let property, your paperwork matters just as much as the property itself.