May 31 Deadline: Tenant Information Requirements—What You Must Provide and Why It Matters

May 31 is coming. And with it comes a new compliance requirement that many landlords don't understand.

By May 31, 2025, you must provide every tenant with written information about their tenancy. Not optional. Not suggested. Mandatory.

The information must cover tenancy terms, tenant rights, landlord details, deposit protection, and more. Miss this deadline, and fines apply. Criminal liability is possible.

This is a hard deadline. Don't miss it.

This guide explains what you must provide, why it matters, and how to ensure compliance.

The May 31 Requirement: What's Changing

The Renters' Rights Act introduces a new requirement: landlords must provide tenants with written information about their tenancy.

What's required:

By May 31, 2025, you must provide every tenant with written information that includes:

• Tenancy terms - Rent amount, payment date, notice period, break clauses

• Tenant rights - Right to quiet enjoyment, right to repairs, right to deposit protection

• Landlord details - Name, address, contact information, legal status

• Deposit protection - Scheme name, protection details, prescribed information

• Repair responsibilities - What landlord must repair, what tenant must repair

• Complaints procedure - How to lodge complaints, escalation process

• Ending the tenancy - Notice requirements, break clauses, eviction grounds

• Safety information - Gas safety, electrical safety, fire safety

• Insurance - Landlord insurance, tenant insurance requirements

• Other important information - Council tax, utilities, council contact details

  
  

Why this matters:

This requirement ensures tenants understand their rights and responsibilities. It reduces disputes. It improves compliance. It protects both landlords and tenants.

The penalty for non-compliance:

• Fines: £5,000-£30,000 per tenant

• Criminal liability: Possible prosecution

• Disputes: Increased likelihood of tenant complaints

• Enforcement action: Local authority intervention

  
  

The deadline:

May 31, 2025. That's the final date to provide information to all existing tenants. New tenants must receive information before or at the start of their tenancy.

The Information Requirement: What You Must Include

Understanding what you must include helps you prepare.

Required Information 1: Tenancy Terms

You must provide clear written information about the tenancy terms.

What to include:

• Rent amount (weekly, monthly, or other period)

• Rent payment date (when rent is due)

• Rent payment method (how to pay)

• Notice period (how much notice to end tenancy)

• Break clauses (if any, when they apply)

• Tenancy start date

• Tenancy end date (if fixed-term)

• Renewal terms (if applicable)

• Any special conditions (pets, smoking, etc.)

  
  

Example:

"The rent is £1,200 per month, due on the 1st of each month. Payment should be made to [bank details]. The tenancy is for a fixed term of 12 months, ending on [date]. Either party may end the tenancy by giving 2 months' written notice."

Required Information 2: Tenant Rights

You must provide clear written information about tenant rights.

What to include:

• Right to quiet enjoyment (tenant has right to use property peacefully)

• Right to repairs (landlord must repair structure and services)

• Right to deposit protection (deposit must be protected)

• Right to proper notice (cannot be evicted without proper notice)

• Right to challenge unfair terms (some tenancy terms are unfair)

• Right to complain (can complain to landlord, local authority, ombudsman)

• Right to information (must be provided with prescribed information)

• Right to privacy (landlord cannot enter without notice except emergencies)

  
  

Example:

"You have the right to quiet enjoyment of the property. This means you can use the property peacefully without unreasonable interference from the landlord. The landlord must carry out repairs to the structure and services within a reasonable time. You have the right to challenge any unfair terms in this agreement."

Required Information 3: Landlord Details

You must provide clear written information about the landlord.

What to include:

• Landlord name (full legal name)

• Landlord address (where notices can be served)

• Landlord contact information (phone, email)

• Landlord legal status (individual, company, partnership, etc.)

• Landlord representative (if applicable, name and contact)

• Insurance details (landlord insurance policy details)

• Complaints procedure (how to complain to landlord)

  
  

Example:

"The landlord is [Name], [Address]. Contact: [Phone], [Email]. The landlord is registered as [legal status]. For complaints, contact [complaints contact]. Landlord insurance is provided by [insurance company], policy number [number]."

Required Information 4: Deposit Protection

You must provide clear written information about deposit protection.

What to include:

• Scheme name (which scheme protects the deposit)

• Scheme contact details (scheme website, phone, email)

• Deposit amount (how much deposit was paid)

• Prescribed information (rights and responsibilities regarding deposit)

• Deduction procedures (how deductions are made)

• Return procedures (how deposit is returned)

• Dispute resolution (how to dispute deductions)

  
  

Example:

"Your deposit of £[amount] is protected under the [Scheme Name] scheme. The prescribed information is attached. Deductions can only be made for damage beyond normal wear, unpaid rent, or other breaches. To dispute deductions, contact [scheme contact]. The scheme can be reached at [website], [phone], [email]."

Required Information 5: Repair Responsibilities

You must provide clear written information about repair responsibilities.

What to include:

• Landlord repair responsibilities (structure, services, safety)

• Tenant repair responsibilities (decoration, minor damage, cleaning)

• Repair reporting procedure (how to report repairs)

• Repair response time (how quickly repairs will be done)

• Emergency repairs (what counts as emergency, how to report)

• Non-emergency repairs (what counts as non-emergency, timeline)

  
  

Example:

"The landlord is responsible for repairs to the structure, services, and safety equipment. The tenant is responsible for decoration, minor damage, and cleaning. To report repairs, contact [contact]. Emergency repairs (heating, water, electrics) will be attended within 24 hours. Non-emergency repairs will be attended within 14 days."

Required Information 6: Complaints Procedure

You must provide clear written information about the complaints procedure.

What to include:

• How to make a complaint (in writing, verbally, online)

• Where to send complaints (address, email, phone)

• Complaint response time (how quickly you'll respond)

• Escalation procedure (what happens if not satisfied)

• External complaint routes (ombudsman, local authority)

• Dispute resolution (how disputes are resolved)

  
  

Example:

"To make a complaint, contact [contact]. Complaints should be made in writing to [address]. We will respond within 14 days. If not satisfied, you can escalate to [ombudsman/authority]. For disputes, we use [dispute resolution method]."

Required Information 7: Ending the Tenancy

You must provide clear written information about ending the tenancy.

What to include:

• Notice period (how much notice required)

• Notice procedure (how to give notice)

• Break clauses (if any, when they apply)

• Eviction grounds (what grounds allow eviction)

• Eviction procedure (how eviction works)

• Tenant's right to challenge (can tenant challenge eviction)

  
  

Example:

"Either party may end the tenancy by giving [notice period] written notice. Notice should be given to [address]. There is a break clause on [date] allowing either party to end with [notice period]. The landlord can only evict on specific grounds: [list grounds]. Eviction requires a court order."

Required Information 8: Safety Information

You must provide clear written information about safety.

What to include:

• Gas safety (gas appliances checked annually, certificate provided)

• Electrical safety (electrical installation checked, EICR provided)

• Fire safety (fire equipment, escape routes, fire procedures)

• Asbestos (if present, information about location and management)

• Lead paint (if property built before 1992, information about lead)

• Legionella (if applicable, information about water safety)

  
  

Example:

"Gas appliances are checked annually. The gas safety certificate is attached. Electrical installation is checked every 5 years. The EICR is attached. Fire equipment is provided and tested annually. Emergency escape routes are clearly marked. In case of fire, evacuate immediately and call 999."

Required Information 9: Insurance

You must provide clear written information about insurance.

What to include:

• Landlord insurance (what is covered, policy number, contact)

• Tenant insurance (tenant's responsibility to insure contents)

• Damage liability (who is liable for damage, how to claim)

• Insurance requirements (any insurance tenant must have)

  
  

Example:

"The landlord has buildings insurance. This covers the structure and services. The tenant should have contents insurance to cover personal belongings. The tenant is responsible for damage caused by the tenant. To claim on landlord insurance, contact [contact]."

Required Information 10: Other Important Information

You must provide clear written information about other important matters.

What to include:

• Council tax (who pays, band, contact details)

• Utilities (who pays, how to set up, contact details)

• Council contact (local authority contact details)

• Parking (if applicable, parking arrangements)

• Bins (bin collection day, bin location)

• Neighbors (contact for noise complaints, disputes)

• Pets (if applicable, pet policy)

  
  

Example:

"Council tax is the responsibility of the tenant. The property is in band [band]. Contact [council contact]. Utilities (water, gas, electricity) are the responsibility of the tenant. Set up accounts with [providers]. Bin collection is on [day]. Parking is available at [location]. Pets are [allowed/not allowed]."

The Compliance Checklist: What You Must Do Before May 31

Here's your compliance checklist for the May 31 requirement.

Step 1: Gather Tenant Information (By May 15)

Gather information about all current tenants.

What to gather:

• Tenant name and contact details

• Tenancy start date and end date

• Rent amount and payment date

• Deposit amount and scheme details

• Any special conditions (pets, smoking, etc.)

• Any break clauses or special terms

  
  

Action: Create a spreadsheet with all tenant information.

Step 2: Prepare Written Information (By May 20)

Prepare written information for each tenant.

What to prepare:

• Tenancy terms document

• Tenant rights document

• Landlord details document

• Deposit protection document

• Repair responsibilities document

• Complaints procedure document

• Ending the tenancy document

• Safety information document

• Insurance information document

• Other important information document

  
  

Action: Prepare comprehensive written information document for each property/tenancy.

Step 3: Customize for Each Tenant (By May 25)

Customize written information for each tenant's specific tenancy.

What to customize:

• Rent amount and payment date (specific to tenant)

• Tenancy dates (specific to tenant)

• Deposit amount and scheme (specific to tenant)

• Any special conditions (specific to tenant)

• Any break clauses (specific to tenant)

• Landlord contact details (your details)

• Property-specific information (address, council tax band, etc.)

  
  

Action: Customize information for each tenant. Ensure accuracy.

Step 4: Provide to Tenants (By May 31)

Provide written information to all tenants by May 31.

How to provide:

• In person (hand deliver, get signed receipt)

• By post (send by registered post, keep proof of delivery)

• By email (send electronically, keep confirmation)

• Combination (some methods for some tenants)

  
  

What to keep:

• Copy of information provided

• Proof of delivery/receipt

• Date provided

• Tenant acknowledgment (if possible)

  
  

Action: Provide information to all tenants by May 31. Keep proof.

Step 5: Document Compliance (By May 31)

Document your compliance with the requirement.

What to document:

• List of all tenants

• Date information was provided

• Method of delivery

• Proof of delivery/receipt

• Copy of information provided

• Any issues or exceptions

  
  

Action: Create compliance record showing all tenants received information by May 31.

The Common Mistakes: What NOT to Do

Understanding mistakes helps you avoid them.

Mistake 1: Missing the May 31 deadline

• Landlords delay and miss the deadline

• Result: Fines, criminal liability, enforcement action

• Solution: Provide information by May 31. Don't delay.

  
  

Mistake 2: Providing incomplete information

• Landlords provide some information but not all required information

• Result: Non-compliance, fines, disputes

• Solution: Provide all required information. Use comprehensive template.

  
  

Mistake 3: Providing inaccurate information

• Landlords provide incorrect rent amounts, dates, or other details

• Result: Disputes, tenant complaints, enforcement action

• Solution: Verify all information is accurate before providing.

  
  

Mistake 4: Not keeping proof of delivery

• Landlords don't keep proof that information was provided

• Result: Cannot prove compliance if challenged

• Solution: Keep proof of delivery for all tenants.

  
  

Mistake 5: Not customizing for each tenant

• Landlords provide generic information without customizing for each tenancy

• Result: Information is inaccurate or incomplete for specific tenant

• Solution: Customize information for each tenant's specific tenancy.

The Template: What Written Information Should Look Like

Here's a template for written information to provide to tenants.

TENANCY INFORMATION DOCUMENT

Property Address: [Address]

Tenant Name: [Name]

Tenancy Start Date: [Date]

Tenancy End Date: [Date] (if fixed-term)

TENANCY TERMS

The rent is £[amount] per month, due on the [date] of each month. Payment should be made to [bank details].

The tenancy is for a fixed term of [period], ending on [date]. Either party may end the tenancy by giving [notice period] written notice.

[Any special conditions, break clauses, or other terms]

TENANT RIGHTS

You have the right to quiet enjoyment of the property. This means you can use the property peacefully without unreasonable interference from the landlord.

The landlord must carry out repairs to the structure and services within a reasonable time.

You have the right to challenge any unfair terms in this agreement.

[Full list of tenant rights]

LANDLORD DETAILS

Landlord Name: [Name]

Landlord Address: [Address]

Landlord Contact: [Phone], [Email]

Landlord Insurance: [Company], Policy [Number]

Complaints: [Contact details]

DEPOSIT PROTECTION

Your deposit of £[amount] is protected under the [Scheme Name] scheme.

Scheme Contact: [Website], [Phone], [Email]

Prescribed Information: [Attached]

REPAIR RESPONSIBILITIES

Landlord repairs: Structure, services, safety equipment

Tenant repairs: Decoration, minor damage, cleaning

To report repairs: [Contact]

Emergency repairs: 24 hours

Non-emergency repairs: 14 days

COMPLAINTS PROCEDURE

To complain: [Contact]

Response time: 14 days

Escalation: [Ombudsman/Authority]

ENDING THE TENANCY

Notice period: [Period]

Notice procedure: [How to give notice]

Eviction grounds: [List grounds]

SAFETY INFORMATION

Gas safety: Checked annually. Certificate attached.

Electrical safety: Checked every 5 years. EICR attached.

Fire safety: Equipment provided and tested annually.

INSURANCE

Landlord insurance: [Details]

Tenant insurance: Tenant's responsibility

OTHER INFORMATION

Council tax: [Band], [Contact]

Utilities: [Providers], [Contact]

Bin collection: [Day]

ACKNOWLEDGMENT

I acknowledge receipt of this tenancy information on [date].

Tenant signature: _______________

Tenant name: _______________

The Bottom Line: Don't Miss This Deadline

May 31 is a hard deadline. After that, you must have provided all tenants with written information.

Miss this deadline, and fines apply. Criminal liability is possible. Enforcement action is likely.

Don't miss this deadline. Provide information to all tenants by May 31.

Ready to Ensure Compliance?

The May 31 deadline is approaching. Many landlords are confused about what information to provide.

That's where we come in.

We help landlords prepare and provide the required tenant information. From preparing comprehensive information documents to customizing for each tenant to ensuring delivery by May 31, we help you achieve compliance.

We ensure you meet the deadline. We ensure the information is complete and accurate. We ensure you have proof of delivery.

Whether you have one property or a large portfolio, we can help you ensure compliance with the May 31 requirement.

Message us on WhatsApp: +44 330 341 3063 to discuss your compliance needs.

Or visit https://www.stayandco.uk/ to learn more about ensuring compliance with the May 31 requirement.

Key Takeaways

• May 31 is the deadline. By May 31, all tenants must receive written information about their tenancy.

• Information is mandatory. Not optional. Not suggested. Mandatory.

• Fines apply for non-compliance. £5,000-£30,000 per tenant. Criminal liability possible.

• Information must be comprehensive. Tenancy terms, rights, landlord details, deposit protection, repairs, complaints, ending tenancy, safety, insurance, other information.

• Information must be accurate. Verify all details before providing.

• Information must be customized. Customize for each tenant's specific tenancy.

• Proof of delivery is essential. Keep proof that information was provided.

• Act now. May 31 is approaching. Start preparing now.

• Professional help is available. We can help you prepare and provide compliant information.

• Don't miss this deadline. The consequences are significant.

  
  

This guide is designed to help landlords understand the May 31 tenant information requirement and ensure compliance. For help preparing and providing the required information, contact us on WhatsApp: +44 330 341 3063 or visit https://www.stayandco.uk/