Understanding the Importance of Procedures in Tenancy Agreements

The introduction of the Renters’ Rights Act 2025, which takes effect on 1 May 2026, will bring significant changes to the Private Rented Sector in the UK. This legislation shifts the balance of power between landlords and tenants during the tenancy, making it essential for landlords to safeguard their position. One effective method is to incorporate clear, contractual procedures within tenancy agreements.

Including such procedures helps both landlords and tenants by setting clear expectations and providing structured steps to follow in common situations. This clarity can reduce disputes and streamline communication throughout the tenancy.

Key Procedures Landlords Should Include

Pet Permission Procedures

Many tenants may not realise they must seek landlord permission before keeping a pet. The Renters’ Rights Act requires tenants to apply in writing and provide a description of the proposed pet. It also allows landlords to request additional information within a specified timeframe.

By embedding a pet permission procedure into the tenancy agreement, landlords can provide tenants with a clear application process, including a form to complete with all necessary details. This ensures everyone understands the requirements and timelines, making the process more straightforward and legally compliant.

Repairs Reporting Procedures

Setting out a repairs procedure encourages tenants to report issues in a structured way, often via a form that prompts them to provide relevant information such as the nature of the problem, whether it has occurred before, and supporting evidence like photographs or videos.

This approach enables landlords to assess repair requests more efficiently and respond appropriately, improving property maintenance and tenant satisfaction.

Rent Arrears Communication Procedures

Rent arrears are a common challenge for landlords. A clear procedure for tenants to follow if they struggle to pay rent can encourage early communication and cooperation.

By making the process tenant-friendly and emphasising a willingness to help, landlords can work with tenants to find solutions such as adjusting payment dates or seeking local authority support. This collaborative approach can help tenants remain in their homes and reduce the risk of eviction.

Tenant Notice to Quit Procedures

From 1 May 2026, tenants will have the right to serve a two-month Notice to Quit to end their tenancy. While this change may seem challenging, it can be beneficial if landlords wish for tenants to leave.

Including a procedure for serving Notice to Quit within the tenancy agreement ensures tenants notify landlords properly rather than leaving without notice. Landlords can also provide an optional draft Notice to Quit form, clarifying that its use is not mandatory but available for convenience.

Legal and Practical Benefits of Incorporating Procedures

When procedures are incorporated into the tenancy agreement and signed by tenants—especially if signed as a deed—they become legally binding contractual terms. This means that failure by tenants to follow these procedures can support landlords’ positions in mediation or court proceedings.

For example, if tenants bring pets without following the agreed procedure, landlords have stronger grounds for action, including potential eviction, because the tenant has breached a contractual term.

Including procedures is a practical way for landlords to maintain control and clarity throughout the tenancy. However, these procedures must be included from the outset in the tenancy agreement to be enforceable.

Resources for Landlords

Landlord Law offers a set of ready-made procedures and forms that landlords can incorporate into their tenancy agreements. These resources can help landlords prepare for the changes introduced by the Renters’ Rights Act 2025 and manage tenancies more effectively.

What This Means for UK Landlords

Landlords should review and update their tenancy agreements before 1 May 2026 to include clear procedures covering pets, repairs, rent arrears, and tenant notices. Doing so will help ensure compliance with the new legal requirements and provide a framework for smoother tenancy management.

By taking these steps, landlords can protect their interests, reduce disputes, and foster better communication with tenants under the evolving regulatory landscape.

Suggested internal link anchors

• Renters’ Rights Act 2025
• Private Rented Sector changes
• tenancy agreement clauses
• pet permission procedure
• repairs reporting process
• rent arrears management
• tenant Notice to Quit
• contractual tenancy terms
• Landlord Law procedures
• tenancy agreement enforcement

TLA update

TLA is launching a new Trusted Partners Hub in Q1 2026, featuring verified and approved service providers selected to support landlords, tenants, and property management businesses. We are inviting legal, trades, insurance, financial, mortgage, tenant screening, and other service providers to register their interest here: https://landlordassociation.org.uk/become-a-tla-service-partner/