How to Communicate the New Rules to Your Tenants: Templates & Tone Guidance

With the Renters’ Rights Bill coming into effect on 1 May 2026, clear communication with tenants is essential. Tenants need to understand their rights, how processes may change, and what to expect from their landlord or agent. Properly planned messaging reduces confusion, prevents disputes, and builds trust.

This guide offers practical advice and ready-to-use templates to communicate effectively while keeping your tone friendly, clear, and professional.

Why Communication Matters

Many issues arise simply from misunderstanding or unclear expectations. When tenants feel informed, they are more likely to cooperate, report issues appropriately, and respect tenancy agreements. Clear communication also provides documented evidence that landlords have fulfilled their responsibilities under the new rules.

Principles for Effective Messaging

Be Clear and Concise

Keep sentences short and to the point. Avoid legal jargon or technical terms.

Stay Positive and Solution-Focused

Frame changes as improvements for both tenants and landlords. Highlight benefits like faster repairs and clearer guidance.

Be Consistent

Use the same style and structure across all messages. This reduces confusion and builds a professional image.

Document Delivery

Keep records of messages sent and received. This supports compliance and helps resolve disputes if they arise. If you're a togetha customer, all communication is automatically time stamped and recorded, ready for audit should it be needed at any point in future.

What to Include in Your Messages

* A brief explanation of the Renters’ Rights Bill

* Key changes affecting tenants (repairs, communication, notice periods)

* How they should report repairs or contact you

* Links or attachments to updated agreements or welcome packs

* Reassurance that existing agreements remain valid and that you are there to help

Sample Templates

Template 1: General Update

Subject: Important Update About Your Tenancy

Dear \[Tenant Name],

We are writing to let you know about new regulations coming into effect on 1 May 2026. These changes provide clearer guidance on repairs, communication, and your tenancy rights.

You will receive an updated information pack and guidance on how to report any repairs or issues. Please review these documents and keep them for reference.

Thank you for your cooperation. If you have any questions, contact us at \[Contact Details].

Kind regards,

\[Landlord/Agent Name]

Template 2: Repair Reporting Reminder

Subject: How to Report Repairs Under New Rules

Dear \[Tenant Name],

From 1 May 2026, repair requests should be submitted using our \[togetha/Digital Platform/Email/Phone]. This ensures we receive your request quickly and can respond within the expected timelines.

Please continue to report any issues promptly, and keep a copy of your request for your records. This process helps us manage repairs efficiently and maintain your home safely.

Thank you,

\[Landlord/Agent Name]

Template 3: Updated Tenancy Agreement Notice

Subject: Updated Tenancy Agreement Information

Dear \[Tenant Name],

As part of the new regulations coming into effect on 1 May 2026, we have updated tenancy agreements and information packs. Please review the documents attached, which outline your rights and responsibilities under the new rules.

If you have any questions or need clarification, contact us at \[Contact Details].

Best regards,

\[Landlord/Agent Name]

Tips for Smooth Communication

* Send messages well in advance of changes.

* Use a mix of email and your property management platform for visibility.

* Keep a record of all sent messages, attachments, and confirmations of receipt.

* Encourage tenants to ask questions and provide clear answers promptly.

Key Takeaways

Clear, friendly, and documented communication is essential for smooth compliance with the Renters’ Rights Bill. Using consistent templates and a positive tone helps tenants feel informed and supported, reducing misunderstandings and disputes.