Landlord FAQ

What Landlords Must Do Before Letting in Wales

The first question in many a Landlord FAQ is what must be done before a property can be advertised or occupied. In Wales, a landlord must register with Rent Smart Wales and register each privately rented domestic property they own. Registration records the landlord, the property and the person responsible for letting or management. A landlord who lets or manages their own property must also hold the appropriate Rent Smart Wales licence.

Before marketing a property, a landlord should also check that the property meets safety and energy standards. This includes having a valid Energy Performance Certificate, arranging an Electrical Inspection Condition Report, obtaining a gas safety record where gas appliances are present, and ensuring that smoke and carbon monoxide alarms are correctly installed and working. These checks should be completed before a new contract-holder moves in, and renewed or updated according to the relevant schedule.

Do landlords need a licence if they use an agent?

A landlord who appoints an agent may not need to hold a licence personally if the agent is licensed to carry out the relevant letting or management work. However, the landlord must still register themselves and each property. It is important to confirm exactly which activities the agent will handle, because the licensing position depends on who performs the letting or management work.

• Self-managing landlord: normally needs both registration and a Rent Smart Wales licence.
• Landlord using an agent: must still register, but should verify that the agent holds the appropriate licence.
• Both parties: should keep written records of the service agreement, fees and responsibilities.

Occupation Contracts, Deposits and Notices

Welsh rental law uses different terminology from England. Instead of a tenant and tenancy agreement, most private renters in Wales are contract-holders under an occupation contract. A landlord must provide a written statement of the occupation contract within 14 days of the occupation date. This document should include the fundamental terms, supplementary terms and any additional terms agreed between the parties.

A standard occupation contract is the default arrangement for most private residential lets in Wales. It sets out rights and responsibilities on both sides, including rent, repairs, access, notice and possession. If the contract is varied, the landlord must provide an updated written statement within the required period. From 1 June 2026, new fundamental terms were introduced to prevent discrimination against contract-holders with children or those receiving welfare benefits.

How must deposits be handled?

If a landlord or agent takes a security deposit, it must be protected with a government-approved tenancy deposit scheme within 30 days of receipt. The contract-holder must also receive prescribed information about the deposit. These are two separate duties: protecting the money alone is not enough if the required information has not been provided.

At the end of an occupation, the deposit should be returned promptly unless there is a genuine, evidenced reason for a deduction. A clear inventory, dated photographs, repair records and written communication make it easier to resolve any disagreement fairly.

Can a landlord end an occupation contract easily?

No. Welsh law sets out specific grounds and procedures for ending an occupation contract. A landlord cannot simply ask a contract-holder to leave without following the correct process. The written contract, notice requirements and any applicable possession grounds must be considered carefully. Landlords should seek qualified legal advice before taking action, particularly where a contract-holder disputes the notice or where vulnerability, anti-social behaviour or rent arrears are involved.

Safety, Repairs and Property Standards

Safety is a central theme in any Landlord FAQ. A landlord must keep a rental property fit for human habitation and maintain the structure, exterior and key installations. This includes heating, hot water, sanitation, drainage, gas, electricity and water systems. Repairs should be addressed promptly once reported, and landlords should keep records of inspections, contractor visits and completed work.

Rental homes in Wales must have working smoke alarms on each storey used as living accommodation. Smoke alarms must be mains-wired and interlinked. Carbon monoxide alarms are required in rooms containing a gas appliance, oil-fired combustion appliance or solid-fuel burning appliance. Landlords should test alarms, replace faulty units and keep evidence of maintenance.

What counts as a repair?

A repair is work needed to keep the property safe, weatherproof and functional. Examples include fixing a leaking roof, repairing a broken boiler, restoring power to a faulty circuit, addressing serious damp or mould, and repairing damaged doors, windows or locks. Cosmetic improvements may be desirable, but they are separate from the landlord’s core repair obligations.

Landlords should provide contract-holders with a clear way to report repairs and respond promptly to urgent issues. Keeping a maintenance log, retaining invoices and recording dates of inspections can demonstrate that problems were handled responsibly.

Do HMO rules apply in Cardiff?

They can. A house in multiple occupation, or HMO, is a property occupied by people from more than one household who share facilities. Depending on the number of occupants, households and storeys, an HMO may require a licence from Cardiff Council. Landlords with shared houses, particularly in student areas such as Cathays and Roath, should check the licensing position before letting.

Fees, Records and Common Landlord Mistakes

Financial questions are common in a Landlord FAQ, especially around agency fees and renter payments. In Wales, the Renting Homes (Fees etc.) (Wales) Act 2019 prohibits most letting fees charged to renters. Permitted payments are limited to specified categories, including rent, a security deposit, a holding deposit, certain default payments and payments connected with council tax, utilities, a television licence or communication services.

Landlords may pay an agent for letting or management work carried out on their behalf. Before appointing an agency, a landlord should request a written fee schedule that explains what is included, when fees are payable, whether VAT applies and what happens if a let does not proceed. It is also sensible to ask how maintenance spending is authorised and how the agency reports progress during an occupation.

Common mistakes to avoid

• Using an English tenancy agreement instead of a Welsh occupation contract.
• Registering with Rent Smart Wales but failing to obtain a licence where one is required.
• Protecting a deposit but not providing the prescribed information.
• Issuing the written occupation contract late or using outdated terms.
• Failing to maintain interlinked smoke alarms or required carbon monoxide alarms.
• Delaying repairs or failing to keep evidence of maintenance.
• Assuming English rental rules apply in Wales.

Should a landlord self-manage or use an agency?

This depends on time, experience, location and the level of support required. Self-management gives landlords direct control but requires strong organisation and a good understanding of Welsh law. A full-service agency can coordinate marketing, viewings, contracts, rent collection, maintenance and communication, provided the landlord checks the service agreement carefully.

2Let2 Cardiff is a full-service lettings agency serving landlords in Cardiff. When comparing providers, landlords should look beyond the headline fee and assess whether the agency’s services match their compliance, maintenance and communication needs. A clear written agreement helps prevent gaps in responsibility.

Frequently Asked Questions

This Landlord FAQ helps Cardiff landlords understand Welsh registration, licensing, contract, deposit, safety and repair duties, making it easier to manage a rental property responsibly.