Creating a Converted Written Statement: Landlords' Guide

This page provides technical support and guidance on what to enter in each field of the converted written statement form for landlords in Wales.

When to use this form?

This form is used for a converted written statement to a contract holder, which must be done before 31 May 2023.

How to create the converted written statement

Accessing the new converted written statement form requires going to Tenancy Builder, clicking on the "Other Forms" option from the sidebar, adding a new form, and selecting "converted written statement" from the dropdown menu at the bottom of the list.

How do I serve this form?

This statement is not being "agreed upon" and is a conversion of the tenancy as it was on 1 December 2022. Therefore, it can be served however you usually communicate (e.g. email). If you want confirmation, it has been delivered; you can use a file-sharing service like Dropbox. Please don't use a signing service like DocuSign or Signable; they are only used where the contents are being agreed upon.

How do I download the converted written statement?

After submitting you will be returned to the list of other forms. You can click on the green success message or use the actions button and select download. The file will download to your computer in PDF format.

Important notes

  1. This converted written statement is only suitable for converting an earlier tenancy obtained via the Guild of Residential Landlords.
  2. This statement is unsuitable for other tenancies because the terms will differ.
  3. Please see this page for information on inaccurate statements and the potential penalties.
  4. Please follow the guidance here to create a converted written statement that is not based upon a previous Guild tenancy.

Fields

Below we consider each field to be completed. They should match your original tenancy before 1 December 2022 that is being converted.

On 1 December 2022, was the tenancy fixed-term or rolling periodic?

Select the appropriate option from the dropdown menu:

  • Periodic
  • Fixed term

Landlord display name

Enter the full name of the landlord.

Landlord email

Enter the email address of the landlord.

Landlord address

Enter the full address of the landlord, including house number, street, city, postal code, and country.

Have you given a substitute (renewal) since 1 December 2022?

Select the appropriate option from the dropdown menu:

  • No
  • Yes

If you have already issued a renewal (substitute) contract, this statement will cover the period from 1 December 2022 until that substitute contract. An explanation is added to this statement for the contract-holder, and you should also mention this in your email when sending it.

Number of tenants

Select the number of tenants from the dropdown menu (1-9).

Tenant names

Enter the full names of all tenants.

Tenant service email

Enter the email address where the tenants can be reached for service-related communications.

Letting unit address

Enter the rented property's address, including house number, street, city, and postal code.

Occupation date

If the tenancy was periodic on 1 December 2022, enter the date it went periodic (typically the day after the fixed term ended). Otherwise, enter the commencement date of the old tenancy.

Fixed term to

Enter the last day of the fixed term. (Only displayed if fixed term selected earlier).

Deposit scheme

Select the appropriate option from the dropdown menu:

  • There is no deposit
  • Deposit Protected

Rent type

Select the rent type.

  • Normal in advance (£x rent per x period)
  • Text box

If the text box is selected, you can enter any rent details in the box. Otherwise, complete the fields below.

Rent

Enter the amount of rent to be paid (omit £).

Period

Select the appropriate rental period from the dropdown menu:

  • Calendar month
  • Two calendar months
  • Four weeks
  • Quarter
  • Week

First full payment

Enter the date of the first full rent payment.

Payable on the

Select the day rent is payable from the dropdown menu (1st day, 2nd day, etc. or Monday, Tuesday, etc.).

Text Box

Enter the rent details here if the text box was selected under rent type.

Deposit

Enter the security deposit amount (omit £). Only displayed if deposit protected was selected earlier).

Method of payment

Enter the accepted methods of rent payment (e.g., bank transfer, cheque, etc.).

Leave this blank for the written statement to ignore.

Permitted occupiers

List any individuals permitted to occupy the property, if applicable. Leave as "None" if there are none.

Additional terms

Include any additional terms or conditions specific to the tenancy. These should be the same as inserted in the original tenancy from 1 December 2022.

Council tax

Select the appropriate option from the dropdown menu:

  • Tenant pays Council Tax
  • Landlord pays Council Tax (HMO)

Gas agreement

Select the appropriate option from the dropdown menu:

  • Tenant pays all gas during the tenancy
  • Landlord pays all gas during the tenancy
  • Landlord invoices QUARTERLY based on actual consumption
  • Landlord invoices MONTHLY based on actual consumption
  • No gas supplied currently
  • Tenant pays for oil
  • Landlord pays gas subject to fair use
  • Landlord pays gas subject to additional terms and fair use policy

Electricity agreement

Select the appropriate option from the dropdown menu:

  • Tenant pays electricity
  • Landlord pays all electricity
  • Landlord invoices QUARTERLY based on actual usage
  • Landlord invoices MONTHLY based on actual usage
  • Landlord pays subject to fair use
  • Landlord pays subject to additional terms fair use policy
  • Tenant pays via coin/card meter

Water

Select the appropriate option from the dropdown menu:

  • Tenant pays directly for all water
  • Landlord pays all water
  • Landlord will invoice QUARTERLY based on actual usage
  • Landlord will invoice MONTHLY based on actual usage
  • Landlord will invoice YEARLY based on actual usage
  • Landlord pays water subject to fair use
  • Landlord pays water subject to additional terms fair use policy

TV licence agreement

Select the appropriate option from the dropdown menu:

  • Tenant pays TV licence
  • Landlord pays for communal TV licence

Telephone and internet

Select the appropriate option from the dropdown menu:

  • Tenant pays directly for telephone and internet
  • Rent includes the use of the internet

Date being sent

Enter the date the form is being sent to the contract holders.

Shall the system sign the form?

Select the appropriate option from the dropdown menu:

  • Yes (the system will print your name in the signature field)
  • No (you can sign using a PDF signing app or after printing)
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