Rent Smart Wales publishes conditions for different issue periods, including licences issued from 1 September 2025. Its library also contains inspection, alarm, complaints and start-of-contract templates.
Read the conditions issued to you
Start with the actual licence decision and attached conditions. Different issue dates and individual decisions can matter; a generic checklist cannot replace them.
- Record the licence holder, number, issue and expiry dates and every condition. Mark whether each condition is recurring, triggered by an event or requires a one-off action.
- The published conditions introduced for licences issued from 1 September 2025 should be checked against your own document. Do not assume an earlier licence was silently replaced.
- Assign an owner and evidence location for each requirement, including any training, records, complaints or document obligations stated in the licence.
Make compliance visible in ordinary work
A condition is easier to satisfy when the required record is created as part of the job, rather than reconstructed when somebody asks for it.
- Add the relevant checks to new-contract, inspection, complaint and contractor handover processes. Use the licence wording to decide what evidence is needed.
- Review samples of completed work. An empty complaints log may mean there were no complaints, or that staff have not been recording them; check which is true.
- Keep contractor or agent responsibilities clear. Where another person supplies evidence, agree a date and chase missing items instead of marking the condition complete.
When something is missing
Separate an absent record from an actual failure to perform the duty. Establish the facts before making a compliance statement.
- Search the property and agent files, confirm dates with the person responsible and preserve the original evidence. Do not recreate a dated certificate as though it existed at the time.
- Record the gap, immediate corrective work and a follow-up date. If the condition or a regulator's request needs clarification, raise a precise question with Rent Smart Wales.
- Keep correspondence and any amended conditions with the original licence. Check that the revised process prevents the same omission at the next property.
Example: a management file lacks a complaint outcome
A fictional complaint log shows a heating complaint but no resolution. The next step is to find the repair record and tenant correspondence, establish what happened and complete a factual outcome note. It is not enough to close the log because a contractor invoice has been paid.
What to do
- File the licence with its conditions.
- Compare your procedures with the relevant code and conditions.
- Use the official library to check current templates before adapting a procedure.
Evidence to keep
- Issued licence conditions
- Inspection records, complaints procedure and training record
Sources and guidance
- Resource library and official templatesRent Smart Wales · checked 20 October 2026
- Code of Practice for licensed landlords and agentsWelsh Government · checked 20 October 2026