First-Time Landlord Wales: The Complete Checklist

Becoming a landlord in Wales involves more paperwork and legal requirements than most people expect. Miss a step and you could face fines, invalid notices, or worse—a contract holder (tenant) who knows their rights better than you do.

This checklist covers everything you need to do before, during, and after letting your property. Tick them off one by one, and you'll be compliant and protected from day one.

Before you let: legal requirements

1. Register with Rent Smart Wales

This is non-negotiable. Every landlord in Wales must register with Rent Smart Wales, even if you use a letting agent. Registration costs £60 online and lasts 5 years.

Do you also need a licence? If you're self-managing (collecting rent, arranging repairs, dealing with contract holders directly), you need a licence too—£254 plus approved training. If you use a licensed agent for full management, their licence covers those activities and you only need registration.

☐ Register at rentsmart.gov.wales (£60, 5 years)

☐ Get a licence if self-managing (£254 + training)

2. Get an Energy Performance Certificate (EPC)

You need a valid EPC before marketing your property. Currently, properties must achieve at least Band E. From October 2030, new tenancies will require Band C (existing tenancies by 2028).

An EPC costs £60-120 and lasts 10 years. Book an accredited assessor through the EPC Register.

☐ Book EPC assessment

☐ Check your rating meets minimum standards

☐ Consider improvements if below Band C (future-proofing)

3. Gas safety certificate

If your property has gas appliances, you need an annual Gas Safety Certificate from a Gas Safe registered engineer. This must be done before a contract holder moves in and renewed every 12 months.

☐ Book Gas Safe engineer

☐ Keep certificate on file

☐ Set annual reminder for renewal

4. Electrical Installation Condition Report (EICR)

An EICR checks your property's electrical system is safe. Required every 5 years in Wales. Must be done by a qualified electrician registered with a competent person scheme.

☐ Book qualified electrician for EICR

☐ Address any remedial work flagged

☐ Keep report on file

5. Smoke and carbon monoxide alarms

You must install smoke alarms on every floor and carbon monoxide alarms in rooms with solid fuel appliances (and it's good practice for any room with a gas appliance). Test them before each new occupation contract.

☐ Install smoke alarms on every floor

☐ Install CO alarms where required

☐ Test and document before move-in

6. Fitness for human habitation

Under the Renting Homes (Wales) Act, your property must be fit for human habitation throughout the occupation contract. This covers 29 hazards including damp, cold, electrical safety, and more. If you're unsure, the fitness for human habitation requirements are worth understanding.

☐ Check property against fitness standards

☐ Address any issues before letting

7. Insurance

Standard home insurance doesn't cover rental properties. You need landlord insurance that covers buildings, landlord contents (if furnished), and public liability. Consider rent guarantee insurance too.

☐ Get landlord buildings insurance

☐ Consider contents insurance (if furnished)

☐ Consider rent guarantee insurance

8. Inform your mortgage lender

If you have a residential mortgage, you need "consent to let" from your lender before renting. Some lenders require you to switch to a buy-to-let mortgage. Letting without consent could breach your mortgage terms.

☐ Contact mortgage lender for consent to let

☐ Switch to buy-to-let mortgage if required

9. Tell HMRC

Rental income is taxable. You need to register for Self Assessment if you haven't already, and declare rental income on your tax return. Keep records of all income and allowable expenses.

☐ Register for Self Assessment (if not already)

☐ Set up record-keeping system for income/expenses

Finding a contract holder

10. Set the right rent

Research comparable properties in your area on Rightmove and Zoopla. Price competitively—an overpriced property sits empty while you pay the mortgage. Consider getting a professional rental valuation to price it right first time.

☐ Research local rental prices

☐ Get professional valuation (optional)

☐ Set competitive rent price

11. Prepare the property

First impressions matter. Clean thoroughly, declutter, fix minor issues, and consider whether the property photographs well. Professional photos significantly increase enquiry rates.

☐ Deep clean throughout

☐ Fix minor maintenance issues

☐ Declutter and stage for photos

☐ Consider professional photography

12. Market the property

List on Rightmove, Zoopla, and other portals. Write a compelling description highlighting key features. If you're using a letting agent for tenant find, they handle this.

☐ Create listing with quality photos

☐ List on major property portals

☐ Respond to enquiries promptly

13. Reference thoroughly

Never skip referencing. Check credit history, employment, previous landlord references, identity, and Right to Rent status. Poor referencing is the number one cause of problem tenancies. A professional referencing service reduces risk significantly.

☐ Credit check

☐ Employment verification

☐ Previous landlord reference

☐ Identity check

☐ Right to Rent check

Setting up the occupation contract

14. Prepare the occupation contract

In Wales, tenancies are now "occupation contracts" under the Renting Homes (Wales) Act. You must provide a written statement within 14 days of move-in. The contract has fundamental terms (set by law) and supplementary terms (you can modify some of these).

This is not the same as an English assured shorthold tenancy. Using the wrong contract could cause serious problems. If unsure, get professional help.

☐ Prepare compliant occupation contract

☐ Include all required prescribed information

☐ Review supplementary terms

15. Protect the deposit

You must protect the deposit in a government-approved scheme within 30 days of receiving it. In Wales, use DPS, MyDeposits, or TDS. Provide the contract holder with prescribed information about the protection. Deposit protection failures can mean you can't serve valid notices and may have to repay the deposit.

☐ Collect deposit (max 5 weeks' rent)

☐ Protect within 30 days

☐ Provide prescribed information to contract holder

16. Create an inventory

A detailed inventory protects you at the end of the contract. Document every room with photos and written descriptions. Note the condition of walls, floors, fixtures, appliances, and any existing damage. Have the contract holder sign it.

☐ Photograph every room

☐ Document condition in writing

☐ Note meter readings

☐ Get contract holder signature

17. Hand over keys

On move-in day, hand over keys, show the contract holder how everything works (boiler, alarms, meters), provide emergency contact details, and ensure they have copies of all required documents (EPC, gas certificate, occupation contract, deposit information).

☐ Hand over all keys

☐ Demonstrate appliances and systems

☐ Provide emergency contacts

☐ Give copies of all required documents

Ongoing management

18. Collect rent

Set up a clear system for rent collection. Standing orders are most reliable. If rent is late, act quickly—don't let arrears accumulate. Our arrears guide explains the process.

☐ Set up standing order or payment method

☐ Keep records of all payments

☐ Have an arrears process ready

19. Handle maintenance

Respond to maintenance requests promptly. You're legally required to keep the property in repair throughout the contract. Build relationships with reliable tradespeople before you need them.

☐ Find reliable plumber, electrician, handyperson

☐ Set up system for receiving repair requests

☐ Keep records of all work done

20. Conduct inspections

Regular inspections (typically every 3-6 months) catch problems early. Give proper notice (24 hours minimum under the Renting Homes Act), document what you find, and follow up on any issues.

☐ Schedule regular inspections

☐ Give proper written notice

☐ Document findings with photos

21. Stay compliant

Track all your compliance deadlines. Gas safety certificates need annual renewal. EICRs every 5 years. Keep your Rent Smart Wales registration current. Set reminders so nothing expires.

☐ Track gas safety certificate expiry

☐ Track EICR expiry

☐ Track Rent Smart Wales registration/licence expiry

☐ Track EPC expiry

When the contract ends

22. Serve proper notice (if needed)

If you want the contract holder to leave, you must serve the correct notice. In Wales, this is typically a Section 173 notice (no-fault) giving six months' notice, or—where the contract holder is at fault (for example serious rent arrears, or a breach such as damage or antisocial behaviour)—a possession notice on the relevant ground, which can allow shorter timescales. Get the paperwork right—invalid notices cause costly delays.

☐ Use correct notice form

☐ Give required notice period

☐ Serve correctly (in writing)

23. Check out properly

Compare the property against the original inventory. Note any damage beyond fair wear and tear. Take photos. This evidence supports any deposit deductions.

☐ Compare against original inventory

☐ Document any damage

☐ Take final meter readings

☐ Collect all keys

24. Return the deposit

Return the deposit within 10 days of agreeing any deductions, or raise a dispute through the deposit scheme if you can't agree. Keep evidence of everything.

☐ Agree deductions (if any)

☐ Return deposit promptly

☐ Keep records of any disputes

Consider professional help

This is a lot to manage, especially if you're new to letting. Many first-time landlords start by handling everything themselves, then realise how much time and stress is involved.

Options include tenant find only (we find the contract holder, you manage), rent collection (we handle the money, you handle maintenance), or full management (we handle everything, you receive the income).

If you'd like to discuss your options, get a quote or call us on 01792 651311.