23 Apr 2026
Between 01 May 2026 and 31 May 2026 every landlord must serve the correct and most up to date tenant information and must be able to prove that it has been served properly.
This is a legal step that must be done correctly and probably it is not just a paperwork exercise. The guidance allows flexibility in how information is served, but that flexibility creates risk if it is handled casually and the focus must be on certainty and proof, not convenience.
Serving it early in the last few days of April is not sensible because the guidance and format may change and the requirement is to use the most up to date version.
The correct approach is to serve it between 01 May 2026 and 31 May 2026 using the latest version available at that time. This ensures that there can be no argument that the wrong document was used. The real issue is not about sending it, THE REAL ISSUE is proving that it was sent and received in a way that stands up beyond reasonable doubt.
Asking a tenant to sign a document or confirm receipt is not reliable, tenants ignore requests, refuse to engage, or simply do not respond, relying on cooperation is not a system.
It is a weakness. The method of service must therefore be controlled by the landlord and must create its own evidence and if the document is served by post, it must be done in a way that proves it was sent to the correct address and at the correct time.
A proper certificate of posting must be obtained and retained if you want certainty and the post office can handle bulk sending too.
This creates independent evidence that the document was posted, where possible, a second method such as emailing too can support this, but the key is having a clear and reliable posting record.
If the document is delivered by hand to the property, there must be a record of that delivery.
A simple written log noting the date, time, and address, supported by a photograph of the document at the premises, creates a clear evidential trail.
This is straightforward and effective.
If the document is sent by email, it must be attached as a PDF.
It must not be sent as a link because links can be challenged, expire, or fail to open.
A PDF attachment that forms part of the email is far stronger because it shows exactly what was sent. The email must be sent to the correct address and retained with a full copy showing the attachment.
If a text message is used, it must be clear, direct, and retained.
Screenshots must be kept showing the message, the number, and the time it was sent.
The key point is that every method must produce evidence that can be relied upon later without explanation. This is about building proof at the time of service, not trying to reconstruct it later.
Landlords must decide now how they are going to serve documents and then apply that method consistently. Switching between methods or relying on informal communication creates gaps that will be exposed. Simplicity is critical.
Choose a method that works, apply it properly, and retain the evidence.
Do not overcomplicate it. Do not rely on tenants to confirm anything. Do not assume that sending it once is enough without proof.
The entire point is to be able to demonstrate clearly that the document was served correctly.
The safest position is to use more than one method where possible, but each method must still stand on its own as evidence.
Between 01 May 2026 and 31 May 2026 this process must be carried out across every tenancy.
It must be done carefully, consistently, and with proper records retained. There is no advantage in rushing it and getting it wrong. There is significant risk in assuming that it has been done when it cannot be proven.
The government guidance must be followed closely and must be checked at the time of service to ensure that the latest version is being used. A useful reference point for understanding the requirements is www.rentersrightsinfo.co.uk.
The principle is simple and must not be diluted.
Serve the correct document.
Serve it at the right time.
Serve it in a way that creates proof.
Keep the evidence.
If that is done properly, the landlord is protected.
If it is not, the landlord is exposed.
Just get it done and prove you have served it.
Find the government RRA Information Sheet to issue to tenants here: rentersrightsinfo.co.uk
Book a 30 minute personal consultation call with Property Legislation Expert Des Taylor here
