The How to Rent guide: landlord obligations and when to serve it
Key rule: You must serve the version of the How to Rent guide that is current at the time of service. Serving an outdated version is treated the same as not serving it at all and can affect your ability to use certain Section 8 grounds.
What the How to Rent guide is
The How to Rent guide is a government publication that sets out the rights and responsibilities of landlords and tenants during a tenancy. It is published and regularly updated by the Ministry of Housing, Communities and Local Government (MHCLG) and is always available from GOV.UK.
Landlords of assured shorthold tenancies in England (now periodic tenancies under the Renters' Rights Act 2025) are legally required to provide tenants with this guide.
When you must serve it
- New tenancy: Before the tenancy starts, or at the time the tenancy agreement is signed.
- Renewal: At the start of each renewed tenancy — even if it is a renewal with the same tenant. If the guide has been updated since the last service, you must serve the new version.
- Update: If the government publishes a new version of the guide during an existing tenancy, you are not required to re-serve it during that tenancy period. However, at any renewal you must serve the current version at that time.
How to serve it
You can serve the guide in two ways:
- Printed copy: Give the tenant a printed copy at the time of signing the tenancy agreement or key handover.
- Email PDF: You can send the PDF by email provided the tenant has agreed to receive documents electronically. Send the PDF as an attachment, not just a link — links can break and you need to be able to prove what version was served.
Keep a record of service. If you serve by email, keep the sent email with the attachment. If you serve in person, have the tenant sign a receipt listing all documents provided at move-in.
Why the version matters
MHCLG updates the How to Rent guide regularly — sometimes annually, sometimes more frequently. The updates reflect changes in legislation and landlord obligations. Before starting any new tenancy, check the GOV.UK page to confirm you have the most recent version.
There have been cases where landlords served an outdated version of the guide and courts treated this as a failure to comply with the prescribed document requirement. If you maintain a stock of printed guides, check the publication date printed on the cover against the GOV.UK page before each new tenancy.
Consequence of non-service
Failure to serve the How to Rent guide does not attract a direct financial penalty. However, it has two significant practical consequences:
- Under the Housing Act 1988 as amended, failure to comply with prescribed document obligations means certain Section 8 grounds are unavailable to you. You may still be able to rely on grounds 9 onwards, but grounds 1 to 8 — which include the mandatory rent arrears ground — may be blocked.
- Courts regard failure to serve the guide as evidence of poor compliance practice generally. This can affect the court's view of costs and discretionary grounds.
The simplest system: download the latest version of the How to Rent guide before every new tenancy. Email it to the tenant alongside the tenancy agreement and other prescribed documents. Keep the email. Take five minutes to check GOV.UK for a new version each time — it takes less time than dealing with a defective Section 8 notice later.