Welsh holding-deposit rules have their own information and repayment requirements. Keep the holding deposit separate from the security deposit for the occupation contract.
Before accepting the money
- Check the permitted amount and provide the prescribed information about the proposed contract and payment.
- State the property, proposed rent, security deposit and relevant terms accurately.
- Keep proof that the information was supplied before payment, not reconstructed afterwards.
Track the proposed agreement
- Record the payment date and the usual 15-day timetable, checking any lawful agreed variation and the detailed rules.
- Note information requested, responses and steps taken to conclude the contract.
- If either side changes terms or withdraws, preserve the reason and date.
Refund or explain lawful retention
- Check the precise statutory ground and evidence before retaining money.
- Follow the required written explanation and timing, rather than deducting a general administration charge.
- If the payment is applied to rent or the security deposit, document the agreed allocation and any resulting protection duty.
Example: information was supplied too late
A fictional agent takes a holding deposit and sends the required information the following day. Review the effect of that failure before deciding the money can be retained. Sending information later does not prove it was given before payment.
What to do
- Provide the prescribed information before accepting payment.
- Record receipt, the agreement deadline and progress.
- Apply the correct refund or retention process with evidence.
Evidence to keep
- Information supplied before payment, receipt and agreed dates.
- Application correspondence and refund or written retention explanation.
Sources and guidance
- Tenant letting fees: detailed Welsh guidanceWelsh Government · checked 20 October 2026
- Renting Homes: checklist for landlords and tenantsWelsh Government · checked 20 October 2026
- Renting Homes (Fees, Discrimination etc.) (Wales) Act 2019Welsh Government · checked 20 October 2026