Mid-tenancy document re-service: what must go out again

· 5 min read

Scope: England. Wales serves a written statement of the occupation contract instead — see the Welsh position. Verified 10 August 2026.

Serving the first tenancy checklist is a one-off event people remember. Re-service is a recurring one they forget, because nothing prompts it.

Must be re-served

  • Gas Safety Record. A new record every twelve months, and a copy to the tenant within 28 days of the check. See regulation 36.
  • EICR. On renewal, and within 28 days of the new report. Also to the local authority within 7 days if they request it. See the five-year cycle.
  • EPC. When the old one expires and a new one is obtained.

The one that catches people

The How to Rent guide is reissued by government from time to time. A new version does not have to be served on an existing tenant mid-tenancy — the requirement bites at the start of a tenancy, and on renewal where the version has changed.

That distinction matters both ways. Serving unnecessarily costs nothing; failing to serve the current version at the start of a renewed tenancy is a real defect. Keep a record of which version you served and when, not merely that you served one.

What does not need re-serving

  • The written statement of terms, unless the terms change.
  • Deposit prescribed information, unless the deposit or the scheme changes — but if either changes, it does.
  • Your name and address, unless they change. If they do, section 3 of the Landlord and Tenant Act 1985 requires the tenant be told.

Build the prompt into the certificate, not the calendar

Every one of these triggers is a renewal date, not a fixed date in the year. The reliable method is to hang the reminder off the certificate's expiry rather than a diary entry someone has to maintain — which is what our free compliance check and the reminder emails do: 60, 30 and 7 days before each expiry.

Common questions

Do I have to give the tenant a new gas certificate every year?

Yes. A new Gas Safety Record every twelve months, with a copy to the tenant within 28 days of the check under regulation 36 of the Gas Safety (Installation and Use) Regulations 1998. A new tenant must receive the current record before they occupy.

Must I re-serve the How to Rent guide when it is updated?

Not to an existing tenant mid-tenancy. The requirement bites at the start of a tenancy, and on renewal where the version has changed. Serving unnecessarily costs nothing; failing to serve the current version at the start of a renewed tenancy is a real defect, so keep a record of which version you served as well as when.

What if my address changes during a tenancy?

You must tell the tenant. Section 3 of the Landlord and Tenant Act 1985 requires notice of a change of landlord or address, and section 48 requires an address in England or Wales at which notices can be served on you — without it, rent is not lawfully due.

Sources

Figures about our own council records are computed when this page is built, so they cannot drift from the database. Information tool, not legal advice.

Read next

The first tenancy checklist: what to serve on day one6 min readGas safety: the CP12, reg 36, and the day it lapses6 min readEICR rules: the 5-year cycle and the 28-day clock7 min read

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Landlord HQ uses AI to analyse legislation and tenancy agreements. While we work hard to ensure accuracy, AI can make mistakes. Always verify compliance requirements with a qualified solicitor. Landlord HQ is an information tool, not legal advice.

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