Occupation contract for a room in Wales checklist

Read the occupation contract to make sure it meets your needs. Ensure that you understand and are happy with all of the terms it contains. Make sure everybody involved (ie all landlords, all contract holders, and any guarantors) agree to all of the terms. If you have any questions about the contract’s contents, Ask a lawyer.

Each party involved in the occupation contract must sign the document, by either: 

Signing online

1. You can sign online using RocketSign.

2. You can send an email request inviting the other party or parties to sign.

Signing in print

• Print a copy of the occupation contract for each party (ie each landlord, each contract holder, and any guarantors).

• Each party should check, sign, and date each copy of the occupation contract.

The landlord can have an agent sign on their behalf. If there are multiple landlords, contract holders, or guarantors, make sure that all of them sign.

Keep a fully signed copy of your occupation contract. 

A copy of your occupation contract will also be stored automatically in your Rocket Lawyer account ‘Dashboard’.

Attach to the occupation contract a copy of your inventory for the room and the common areas of the dwelling that the contract holder can use (setting out all fixtures and fittings in these spaces and their condition). 

Landlords must provide contract holders with an inventory within 14 days of the date on which the contract holder is allowed to move into the room and dwelling. This occupation contract states that an inventory is attached to it, to help landlords ensure they meet this obligation.

You can use our template to create your inventory.

Make sure you comply with your legal obligations as a landlord. Residential property law requires that landlords do certain things when renting out a dwelling. If you don’t do all of these things, this may preclude you from, for example, using some eviction methods down the line. 

For instance, when starting an occupation contract, landlords should always: 

• register, and become licensed (or work through an agent who is licensed), with Rent Smart Wales

• protect the contract holder’s deposit in an authorised deposit scheme, comply with the scheme’s rules, and provide the contract holder with the required information about the chosen deposit scheme

• provide the contract holder with a current Energy Performance Certificate (EPC), electrical condition report, and gas safety record

• ensure the dwelling is fit for human habitation (including having adequate smoke alarms and carbon monoxide detectors installed)

• obtain HMO licences, if required

It’s also good practice to give contract holders a copy of Rent Smart Wales’ guide ‘A Home in the Private Sector: a Guide for Tenants in Wales’.

For more information, read Legal obligations of a landlord.