Real Estate: templates and forms

For a tenant in Northern Ireland who has moved out and is still waiting for the deposit. A letter before claim to the landlord or letting agent: it gives the date the tenancy ended, the deposit and the scheme protecting it — TDS Northern Ireland or myDeposits Northern Ireland — and asks for the deposit back within 14 days, or a written list of any deduction with evidence, saying which deductions you dispute. Next comes the scheme’s free dispute service, then a small claim in the county court (up to £5,000). If the deposit was never protected, report it to the council.

For a homeowner in Scotland whose property factor — the firm that manages the common parts of a tenement or development — charges unclear fees, neglects common repairs, mishandles the building insurance or does not answer. A formal complaint under the factor’s own complaints procedure: it sets out what went wrong, with dates, says why you think it breaks the factor’s duties or the Code of Conduct for Property Factors, and asks for the remedy you want. Notifying the factor in writing is required before a free application to the First-tier Tribunal for Scotland. Send it by recorded delivery or email, and keep a copy.

For a private tenant in Northern Ireland whose home needs repairs — damp and mould, a broken boiler, leaks, faulty electrics. The letter reports each problem in writing with dated photos, reminds the landlord of the repairing duties the Private Tenancies (Northern Ireland) Order 2006 sets where the tenancy agreement is silent and of the fitness standard, asks to arrange an inspection within 14 days, and confirms you will keep paying the rent. If nothing happens, the council’s environmental health team can inspect, free.

For a private landlord or letting agent in Northern Ireland to confirm the rent a tenant has paid — for a benefit claim, a mortgage or visa application, a new landlord’s reference or the tenant’s own records. It names the property, the landlord registration number, the rent and how often it is paid, the period covered and each payment received, and states whether any arrears are owed, signed and dated. A landlord must give a free written receipt for rent paid in cash (Article 5 of the Private Tenancies (Northern Ireland) Order 2006).

For a private tenant in Northern Ireland whose landlord has not dealt with serious problems — damp and mould, no heating, dangerous electrics, vermin. The letter asks the district council’s environmental health team to inspect the home against the fitness standard and take action against the landlord, such as a notice requiring repairs. Many councils take inspection requests online or by phone, free; this letter sets out the problems, the history of your reports and the photos in one place, by post or email.

For a private tenant in Northern Ireland whose landlord has broken a rule the district council enforces: a deposit not protected within 28 days, the deposit information not given within 35 days, a deposit of more than one month’s rent, no landlord registration, no tenancy information notice, or no receipt for rent paid in cash. The letter reports it to the council’s environmental health team, which can give the landlord a fixed penalty or prosecute. In Northern Ireland this replaces a court claim for a multiple of the deposit.

For a homeowner or tenant in Northern Ireland who lives in the home and wants a lodger to leave. The notice refers to your lodger agreement, gives the date it ends — at least four weeks ahead in writing (eight weeks once the lodger has lived with you for more than a year), or the longer period the agreement sets — asks for the room to be cleared and the keys returned, and says what happens to the deposit. Hand it over in person and keep a copy the lodger has signed. Not for a tenant who has the home or part of it to themselves: a landlord’s notice to quit is a different document.

For a private tenant in Northern Ireland who wants to move out of a periodic tenancy, including one that has rolled on after a fixed term. A tenant ends it by notice to quit in writing: at least four weeks if the tenancy has lasted ten years or less, twelve weeks if longer (Article 14A of the Private Tenancies (Northern Ireland) Order 2006). The notice gives your end date with a saving clause, can ask the landlord to agree an earlier date, asks for a check-out and the deposit, and gives your new address. Send it by recorded delivery, or hand it over.

For a tenant of the Northern Ireland Housing Executive or a housing association whose repairs have not been done, or not done properly — damp and mould, leaks, heating. The letter makes a formal complaint, or asks for the final stage of the landlord’s complaints procedure, setting out the problems, when you reported them, the effect on your household and what you want done. Both take complaints online or by phone too, free. After the final stage, the Northern Ireland Public Services Ombudsman can look at it, normally within six months.

For landlords, letting agents and tenants in Northern Ireland at the start of a private tenancy. It records the condition of each room, the furniture and appliances, the meter readings, the keys and the smoke, heat and carbon monoxide alarms, refers to dated photos, and gives the tenant seven days to add comments. Both sign it. No law requires an inventory, but the free dispute services of TDS Northern Ireland and myDeposits Northern Ireland rely on one when a landlord proposes deductions from the deposit.

For a private landlord or letting agent in Scotland whose tenant has fallen behind with the rent. Before applying to the tribunal on the rent arrears ground, a landlord must meet the pre-action requirements: this letter gives the tenant clear information on the tenancy terms, the arrears period by period, the tenant’s rights in eviction proceedings and where to find free advice on money and debt, and invites them to agree a reasonable repayment plan by a set date. It never threatens to change the locks: only a tribunal order can end the tenancy. Send it by recorded delivery and keep a copy.

For a tenant in Scotland with a private residential tenancy who wants to move out. You end it by a notice in writing, given freely, that states the day your tenancy ends: more than 28 days after your landlord receives it, unless the landlord agrees in writing to a different period. Today every joint tenant must sign. The notice can ask the landlord to agree an earlier date, asks for a check-out and gives your new address. Send it by recorded delivery or by hand, or by email if your landlord agreed to email in writing; a posted notice counts as received 48 hours after sending.

For a private tenant in Northern Ireland who wants to take in a lodger, or sublet a room or the whole home. Most tenancy agreements require the landlord’s written consent first, and going ahead without it can breach the tenancy and lead to its end. The letter says what you ask for, who would move in, where and for how long, confirms you stay responsible for the rent and every term of the tenancy, and asks for an answer within 14 days. Not for Housing Executive or housing association tenants, whose own tenancy terms apply.

For a tenant in Scotland who has moved out and is still waiting for the deposit. The letter asks the landlord or letting agent to agree within 14 days to its repayment through the approved scheme — SafeDeposits Scotland, Letting Protection Service Scotland or mydeposits Scotland — or to list any deduction with evidence, and says which deductions you dispute. If you cannot agree, either of you can ask the scheme to repay, and its dispute service is free. If the deposit was never lodged with a scheme, you can apply to the First-tier Tribunal for Scotland within three months of the tenancy ending, for up to three times the deposit.

For a private landlord or letting agent in Northern Ireland who needs to enter a tenant’s home to inspect it, carry out repairs, or arrange the annual gas safety check or the five-yearly electrical inspection. The notice gives the date, time and purpose, says who will attend, carries the landlord registration number and invites the tenant to propose another time. A tenant must allow entry at reasonable times on reasonable notice (Article 12 of the Private Tenancies (Northern Ireland) Order 2006); no one enters without agreement except in an emergency.

For a private landlord or letting agent in Northern Ireland whose tenant has fallen behind with the rent. The letter sets out the arrears period by period, asks the tenant to pay or propose a repayment plan by a set date, points to free advice from Housing Rights, Advice NI and others, and carries the landlord registration number. It says that if the arrears are not resolved the landlord may end the tenancy by notice to quit, as the law and the tenancy allow, and then apply to the court. It never threatens to change the locks or remove belongings.

For the end of a private tenancy in Northern Ireland. It records the day the keys were returned, the final meter readings, the condition of each room compared with the check-in report and anything the tenant does not accept. Signed by both — or, if the landlord or agent does not attend, completed by the tenant alone with dated photos and sent the same day by email and by recorded delivery. It is the evidence the free dispute service of TDS Northern Ireland or myDeposits Northern Ireland weighs.

For a private tenant in Northern Ireland who has not been given the tenancy information notice — the free notice of the main facts of the tenancy that a landlord must give within 28 days of the tenancy starting, and again within 28 days of a change. The letter asks for it within 14 days and names the next step: the district council, which enforces the rule and can give a landlord who does not comply a fixed penalty. Short, polite, and a dated record of when you asked.

For a tenant in Scotland with a private residential tenancy who wants to take in a lodger, or sublet a room or the whole home. The statutory terms of every private residential tenancy forbid this without the landlord’s written agreement, and breaking a term of the tenancy can be relied on as an eviction ground. The letter says what you ask for, who would move in, where and for how long, confirms you remain responsible for the rent and every term of your tenancy, and asks for a written answer within 14 days. Not for council or housing association tenants, whose tenancies have their own rules.

For a private tenant in Scotland whose home needs repairs — damp and mould, a broken boiler, leaks, faulty electrics. The tribunal’s Housing and Property Chamber publishes a free sample notification letter; this letter does the same job in full. It notifies your landlord in writing of each problem, with dated photos, reminds them that the home must meet the repairing standard throughout the tenancy, asks to arrange an inspection within 14 days and confirms you will keep paying the rent. Notifying the landlord is the step required before a free application to the First-tier Tribunal for Scotland. Send it by recorded delivery and keep a copy.

For a private tenant in Northern Ireland who has received notice of a rent increase. Since 1 April 2025 the rent can rise only once in 12 months, by written notice at least three months ahead stating the date and the new rent (Articles 5D and 5E of the Private Tenancies (Northern Ireland) Order 2006). The letter tells the landlord why the notice does not meet those rules and that you will keep paying the current rent — or, if it does, asks the landlord to reconsider the amount. There is no cap on the amount. Sent by recorded delivery.

For a private landlord or letting agent in Scotland who needs to enter a tenant’s home to inspect it, carry out work to meet the repairing standard, arrange the gas safety check or an electrical inspection, or value it. The notice gives the date, time and purpose, says who will attend and invites the tenant to suggest another time. Under the tenancy’s statutory terms, a tenant gives access on at least 48 hours’ written notice, or at once in an emergency. Hand it over: a notice posted or emailed counts as received only 48 hours after it is sent.

For a contract-holder in Wales whose landlord has not carried out repairs after being told. It follows the Pre-Action Protocol for Housing Disrepair Cases (Wales): the defects and when they were reported, the effect on your health and belongings, the documents you ask the landlord to disclose and a proposal for a single joint expert. The landlord should reply within 20 working days of receiving it. If the repairs and compensation are not agreed, the next step is a claim in the County Court.

For a contract-holder in Wales who has not received the written statement of their occupation contract, needs a further copy, or received one that leaves out terms the Act requires. A landlord must give the written statement within 14 days of the occupation date (section 31 of the Renting Homes (Wales) Act 2016). If it is late, the landlord owes compensation of a day’s rent for each day from the occupation date, up to two months’ rent (section 35), and cannot give a valid no-fault notice while it is missing. The Welsh Government’s model written statements are free.