Form RHW3 is an essential document for landlords in Wales operating under the Renting Homes (Wales) Act 2016. This form ensures compliance with legal obligations when the landlord’s identity changes or when there is a new address for the landlord or their agent.

In practice, it is a formal notice to inform contract-holders (tenants) of these changes to maintain transparency and protect tenants’ rights to know who is responsible for their tenancy.

The Renting Homes (Wales) Act 2016 modernized the letting framework in Wales. It created a requirement for landlords to provide specific written information to contract-holders in prescribed circumstances.

Among these requirements is the obligation to notify contract-holders if there is a change in the landlord’s identity or if the address to which the tenant may send notices changes. Form RHW3 is the official way to meet this obligation.

When landlords fail to comply with these requirements, they risk legal penalties and complications in enforcing the terms of the contract, including the ability to recover possession of the property.

It is, therefore, vital that landlords understand what Form RHW3 is, when it should be used, and how to complete it properly.

What is Form RHW3 Used For in Wales?

Form RHW3 is a statutory form designed to notify a tenant (called a “contract-holder” under the Renting Homes (Wales) Act 2016) when:

• The landlord’s identity changes (for example, because the property has been sold to a new landlord)

• The address at which the landlord or their agent can receive notices or documents from the contract-holder changes

Under the Renting Homes (Wales) Act 2016, landlords have a legal obligation to ensure that contract-holders know the correct landlord details. This includes not only the landlord’s name but also the address for serving notices.

If there is a change in ownership of the property or a change in the managing agent’s address, the tenant must be formally notified.

Form RHW3 provides a standardised way to deliver this notice, helping landlords comply with the law and ensuring tenants receive clear and reliable information. Using the prescribed form ensures that the notification is valid and reduces the risk of disputes about whether the correct information was provided.

When Should Form RHW3 Be Used by Welsh Landlords?

Welsh landlords must use Form RHW3 whenever there is a relevant change in the landlord’s identity or address that affects the tenancy. Below are common scenarios in which this form is required:

Change of Landlord

If the property is sold or transferred to a new landlord, the contract-holder must be notified. The new landlord becomes responsible for the tenancy, and the tenant has the right to know who that new landlord is.

In such cases, the new landlord should serve Form RHW3 on the tenant as soon as reasonably practicable.

Change of Address for Notices

Even if the landlord remains the same person or company, if the address at which they receive notices changes, Form RHW3 should be served. For example, if the landlord changes managing agents or relocates their business address, the tenant needs to know the new address to which they can send legal notices.

Change of Agent’s Identity or Address

If the landlord employs an agent and there is a change in the agent’s details (either their identity or address for receiving notices), this also triggers the requirement to use Form RHW3. The law recognizes that agents often manage the day-to-day administration of tenancies, so tenants need accurate information about who to contact.

Timing of the Notice

Landlords are expected to serve Form RHW3 “as soon as reasonably practicable” after the change occurs. There is no precise statutory timeframe defined in days, but unnecessary delay can be deemed non-compliance.

Legal Consequences of Not Using Form RHW3

Failure to provide the correct information using Form RHW3 can have serious consequences. For example, landlords may find it harder to serve valid notices to end the contract (such as a possession notice).

Courts may refuse to grant possession if the landlord has failed to comply with the information requirements of the Renting Homes (Wales) Act 2016.

Additionally, failure to provide this information can undermine the landlord’s credibility in any dispute with the tenant. It is part of the landlord’s responsibility to be transparent and professional in their dealings with contract-holders.

How to Complete Form RHW3

Form RHW3 is a standardised form issued by the Welsh Government. It has clear sections that must be filled out accurately. While the form itself is straightforward, it is important to ensure all details are correct to avoid disputes or claims of invalid notice.

Typical sections of the form include:

• The address of the dwelling to which the contract applies

• The name of the landlord (old and new, if applicable)

• The new address for serving notices on the landlord or agent

• The date on which the change takes effect

• Signature and date of service

Care should be taken to ensure the form is served correctly. It is best practice to keep evidence of service (for example, proof of postage or signed delivery receipt).

Why Form RHW3 Matters

The introduction of Form RHW3 is part of a broader set of reforms under the Renting Homes (Wales) Act 2016 designed to modernise and professionalise renting in Wales. The law aims to make sure tenants always know who their landlord is and where to send important communications.

Tenants have legal rights, including the right to know the correct identity of the landlord and the address for service of notices. This helps ensure:

• Tenants can raise issues or complaints with the correct person

• Notices about repairs or other legal matters reach the landlord or agent

• Transparency in property management

• A clear paper trail that can be used to resolve disputes

For landlords, serving Form RHW3 protects their interests as well. If there is ever a need to take legal action to recover possession of the property or enforce other terms of the contract, courts will look for evidence that the landlord met their statutory obligations. Failing to serve Form RHW3 could result in delays or outright refusal of possession claims.

Best Practices for Welsh Landlords Using Form RHW3

To avoid legal risks and ensure professional property management, Welsh landlords should:

• Monitor for any changes in ownership or management that require notification

• Keep the landlord’s contact details up to date and consistent with the information given to tenants

• Use the official Form RHW3 rather than informal letters, as the form ensures compliance with the law

• Serve the form promptly after any change

• Keep records of when and how the form was served

This approach demonstrates professionalism, helps maintain good tenant relations, and minimises legal risks.

Frequently Asked Questions (FAQ)

What is Form RHW3?
Form RHW3 is a statutory notice that Welsh landlords must use to inform tenants of any change in the landlord’s identity or the address for serving notices, as required by the Renting Homes (Wales) Act 2016.

Who must serve Form RHW3?
The landlord (or their agent) must serve the form on the contract-holder whenever there is a change in the landlord’s identity or the address for serving notices.

When do I need to use Form RHW3?
You must use it if you sell the property to a new landlord, change managing agents, or change the address where you or your agent receive notices.

What happens if I don’t serve Form RHW3?
Failure to serve the notice can make it harder to enforce tenancy terms, including serving valid possession notices. Courts may refuse possession if the landlord has not complied with this legal obligation.

How quickly must I serve the notice?
The law requires you to serve Form RHW3 “as soon as reasonably practicable” after the change. Prompt service is strongly advised.

Can I send it by email?
Check the tenancy contract to see if service by email is permitted. If so, you may use email, but you must ensure the tenant receives the form.

Can my letting agent serve Form RHW3?
Yes, a landlord’s agent can serve the form on their behalf.

Do I need to use Form RHW3 if only my phone number changes?
No, the requirement applies to changes in the landlord’s or agent’s identity or address for serving notices—not contact numbers.

What if the tenant refuses to accept the form?
You should still attempt to serve it using a reliable method (e.g., tracked post). Keep evidence of your attempt to comply.

Is there a cost to use Form RHW3?
No, the form itself is free. It is provided by the Welsh Government to help landlords meet their obligations.

Useful Links

For landlords in Wales, it is important to stay informed about legal obligations. The Welsh Government’s Renting Homes (Wales) resources provide guidance on all prescribed forms, including RHW3.

Local authorities and landlord associations in Wales also offer support, training, and advice to ensure landlords comply with their duties under the Renting Homes (Wales) Act 2016.

Landlords are encouraged to check official guidance regularly for any updates or changes in the law to maintain best practice and avoid potential penalties.

The British Landlords Association has all Welsh landlord legal documents for download, which are accessible to all BLA members.

Download RHW3

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