Moving a tenant into a property is an exciting milestone, but it's also one of the most important stages of the letting process. Ensuring that all legal documents are provided before the tenancy begins isn't just good practice—it's a legal requirement.

Here's a checklist of the essential documents every Welsh landlord should have in place before handing over the keys.

1. Occupation Contract

Since the introduction of the Renting Homes (Wales) Act 2016, traditional tenancy agreements have been replaced by Occupation Contracts.

This document sets out the rights and responsibilities of both the landlord and contract-holder (tenant), including:

• Rent amount and payment dates
• Length of the contract
• Repair responsibilities
• Notice periods
• Terms and conditions of occupation

Providing a written Occupation Contract is a legal requirement and helps ensure both parties understand their obligations from the outset.

2. Energy Performance Certificate (EPC)

Every rental property marketed in Wales must have a valid Energy Performance Certificate (EPC).

The EPC provides prospective tenants with information about:

• The property's energy efficiency rating
• Estimated energy costs
• Recommendations for improving efficiency

An EPC is valid for 10 years, although a new certificate may be required if significant energy improvements have been made to the property.

3. Gas Safety Certificate

If your property has any gas appliances, a Gas Safety Certificate is mandatory.

This inspection must be completed annually by a Gas Safe registered engineer.

The certificate confirms that:

• Gas appliances are safe to use
• Pipework has been inspected
• Ventilation is adequate

A copy should be provided to tenants before they move into the property.

4. Electrical Installation Condition Report (EICR)

Electrical safety is another legal responsibility for landlords.

An Electrical Installation Condition Report (EICR) assesses the safety of the property's fixed electrical installation.

The report identifies any defects that require attention and helps ensure the property remains safe for occupants.

5. Smoke and Carbon Monoxide Alarm Compliance

Before a tenant moves in, landlords must ensure:

• Smoke alarms are fitted on every storey of the property.
• Carbon monoxide alarms are installed where required.
• All alarms are tested and in full working order.

Keeping a record of testing at the start of the tenancy is considered good practice.

6. Deposit Protection Information

If a security deposit is taken, landlords must protect it within a government-approved tenancy deposit scheme.

Tenants should also receive confirmation explaining:

• Which scheme the deposit has been protected with
• How the deposit is held
• The process for returning the deposit at the end of the tenancy

Proper deposit protection safeguards both landlords and tenants throughout the tenancy.

7. Inventory and Schedule of Condition

Although not a legal requirement, a professionally prepared inventory is one of the most valuable documents a landlord can have.

A detailed inventory records:

• The property's condition
• Fixtures and fittings
• Furniture (where applicable)
• Meter readings
• Photographic evidence

This document can significantly reduce disputes over damage or deductions at the end of the tenancy.

Why These Documents Matter

Providing the correct documentation protects everyone involved in the tenancy. It helps landlords remain compliant with Welsh legislation, gives tenants confidence in their new home, and creates a clear record should any issues arise in the future.

Failing to provide required documents can lead to legal complications, financial penalties, and delays if possession of the property is ever required.

How Padarn Property Can Help

At Padarn Property, we understand that keeping up with changing legislation can feel overwhelming. Our experienced team ensures landlords have the correct documentation in place before every tenancy begins, helping to reduce risk and maintain compliance with current Welsh housing legislation.

Whether you're letting your first property or managing a growing portfolio, we're here to make the process straightforward and stress-free.

Need help preparing your property for new tenants?

If you're looking for expert property management in Aberystwyth and the surrounding areas, get in touch with Padarn Property. We'll ensure your property is fully compliant, professionally managed, and ready for your next tenant.