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Landlord Studio is an easy to use MTD compliant property management and accounting software designed for UK landlords.
Manage tenancies, track income and expenses, run reports, and more - all for free.
A tenancy agreement is a legal contract between a landlord and a tenant that outlines the terms and conditions of renting a property.
Imagine discovering your tenant has sublet your property to a stranger without your consent, only to find your tenancy agreement doesn’t even cover subletting. You can’t enforce anything, because your paperwork is out of date and legally flimsy.
It’s a nightmare scenario, and one that catches more landlords off guard than you’d think.
No matter what sort of landlord you aspire to be, one thing is truly non-negotiable: you need a proper tenancy agreement in place.
Not just a handshake, and definitely not something you pulled off a forum 10 years ago.
You need a legally sound, up-to-date tenancy agreement that protects you and your tenants from day one.
Scroll on for a detailed breakdown of what a tenancy agreement actually is, what to include, the different types out there, and the biggest mistakes to avoid. And to save you some internet trawling, we’ve dropped in a free tenancy agreement template that you can use right away.
A tenancy agreement is a legal contract between you and your tenant. It lays out all the key terms of the rental, such as who’s living there, and how much they’re paying, what’s included, and what happens if things go sideways.
It’s the single most important document in your rental business. A clear, well-written agreement sets the tone for the tenancy. It helps avoid disagreements, protects your rights, and shows your tenants you run a professional operation.
Most landlords in the UK use what’s called an Assured Shorthold Tenancy (AST), and that’s what our template covers.
Yes, you technically can create a tenancy agreement from scratch. But unless you’re well-versed in housing law (or fancy hours with a solicitor), it’s smarter to start with a trusted template that includes all the legal essentials.
A good tenancy agreement template should:
We’ve created a basic Assured Shorthold Tenancy Agreement Template (pdf) that you can download for free.
In England and Wales, most private residential lettings fall under what's called an Assured Shorthold Tenancy (AST). If your tenant moved in after 1997, pays rent, and doesn’t live with you, there’s a good chance you’re using an AST.
This tenancy type has been the standard since 1997. It gives landlords the right to regain possession of their property (under the right conditions) while still offering tenants solid legal protection.
That said, there are other tenancy types:
Unless you’re in a pretty specific situation (like renting out an annexe in your own home), you’ll want to use an AST. And that’s what our template is designed for.
If you're not sure which type of tenancy you’re operating, it’s well worth checking the specifics at gov.uk's tenancy guide.
Your tenancy agreement is not just a formality. It’s a toolkit for protecting yourself (and your tenant) throughout the tenancy.
Here are the key components of any functional tenancy agreement.
This one’s simple, but often overlooked. You’ll need the full legal names of the landlord (or letting agent) and every tenant who’s going to be living in the property. If you’re renting to a couple or group, name them all.
State the full address of the rental property, including the postcode. If it’s a flat or part of a shared house, make sure you’re specifying which unit or room.
Most ASTs run for 6 or 12 months initially. Be clear about the start date and end date of the fixed term. You can also specify what happens after the fixed term ends. Will it roll into a periodic tenancy, or is renewal required?
Make sure to include:
It’s also worth stating whether rent increases are possible and under what conditions (e.g., after the fixed term, in line with market rates, etc.).
Most landlords now take a deposit. If you do, you must protect it in a government-approved Tenancy Deposit Scheme (TDS).
Key details to note are how much the deposit amount is, which scheme it’s protected under, and what deductions may be made (damage, unpaid rent, etc.)
This section should outline who’s responsible for what. The basics are:
You can also include things like who handles utilities or replacing lightbulbs, as this tends to vary from one tenancy to the next.
Include any house rules such as no smoking, no pets (unless agreed), no subletting etc.
Be clear but fair. And make sure these rules don’t contradict the tenant’s basic rights.
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Once you’ve covered all the fundamentals in the tenancy agreement - it’s worth considering a few extra clauses too. These aren't legally required, but they can give you added protection.
This gives either party the option to end the tenancy early (usually after six months) with a certain amount of notice.
It’s a good option if you’re unsure about long-term plans for the property or the tenant’s situation is a little uncertain.
Under the Housing Act, landlords must give 24 hours' written notice before entering the property, unless it’s an emergency.
Spelling this out in the agreement, along with a regular inspection schedule, is good practice.
While you hope it never happens, outlining what happens when rent is late (interest charges, letters, timelines for arrears) gives you a paper trail and helps if you ever need to serve a Section 8 notice.
No, you don’t need a clause that demands the place be spotless, but setting clear expectations around cleanliness at move-out can make deposit deductions less contentious.
If you’re letting a garden flat or rural property, it can be helpful to define who handles pest issues. You might state that the landlord handles structural issues and the tenant is responsible if pests are due to poor cleanliness.
Even with a decent tenancy agreement template, things can still go wrong. Here’s what we see trip landlords up most often:
That random agreement you downloaded back in 2017? Probably not compliant anymore.
Laws have changed around eviction notices and deposit schemes, and a dodgy clause can invalidate the full agreement.
If you don’t protect the tenant’s deposit in a government-backed scheme within 30 days, they can:
Alongside the deposit protection, you need to serve:
Miss any of these and your Section 21 rights could be off the table.
Even with the best paperwork in place, issues can crop up. If you’re faced with a rent dispute, property damage, or a tenant refusing to leave, your tenancy agreement will be your first line of defence. It’s your legal foundation for serving notice, recovering losses, or going to court if necessary.
That’s why it's worth storing it securely, making it easy to access in case of conflict, and updating it with each new tenant.
Tools like Landlord Studio can help you:
A well-drafted tenancy agreement is your safety net. It spells out everyone’s responsibilities and gives you legal backing if your tenant(s) break the rules.
No matter what sort of properties you are managing, having the right agreement in place saves time, bad outcomes, and potentially a lot of money. It’s like insurance. You hope you won’t have to enforce it, but you need to have it.
You don’t need to reinvent the wheel each time. Start with a solid template (like the one we’ve provided), and adapt it for each tenancy you manage.
And if you want to take the hassle out of managing all your tenancy-related documents and compliance, Landlord Studio has your back. From storing signed agreements to setting up reminders for key dates, it’s been designed with the sole purpose of making your life as a landlord simpler and less stressful.
