A Welsh deposit file must show both the authorised scheme and the information required for the relevant occupation contract. Missing records and actual missed duties need to be distinguished.
Establish the history
- Identify the contract type and any conversion or change relevant to the deposit.
- Match the amount and payer to the scheme entry.
- Check the required information and evidence of delivery, not just its presence in a folder.
Correct the file and process
- Use the authorised scheme's procedure with true dates.
- Supply accurate information where required and preserve evidence.
- Review who was responsible if an agent handled the money.
Check before further action
- Get advice on the consequences for the contract and proposed possession route.
- Keep any claim or settlement correspondence with the original evidence.
- Add a clear task triggered by deposit receipt for future lettings.
Example: the old tenancy file was reused after conversion
A fictional landlord retains only an old deposit pack without checking the Welsh occupation-contract requirements. Review the actual transitional and information position rather than assuming the old folder is sufficient.
What to do
- Reconstruct receipt, protection and provision dates.
- Correct the outstanding steps accurately.
- Obtain advice on liability and any possession restrictions.
Evidence to keep
- Written statement, receipt, scheme confirmation and required information.
- Agent records, provision evidence and corrections.
Sources and guidance
- Renting Homes: checklist for landlords and tenantsWelsh Government · checked 20 October 2026
- Standard occupation contracts: guidance on the termsWelsh Government · checked 20 October 2026
- Understanding the possession action processWelsh Government · checked 20 October 2026