Form RHW34: Extension of the Introductory Period

Form RHW34 is a prescribed legal notice under the Renting Homes (Wales) Act 2016, used by landlords in Wales to formally notify a contract-holder that they are extending the introductory period of their introductory standard contract.

Introductory standard contracts are a form of occupation contract used primarily by social landlords (like councils and housing associations) to provide a trial period at the start of a tenancy.

Extending this period gives landlords more time to assess the tenant’s conduct before converting the contract to a more secure standard contract.

Form RHW34 ensures the process is transparent, fair, and compliant with the law, protecting both landlords and tenants.

Renting Homes (Wales) Act 2016 – Context

The Renting Homes (Wales) Act 2016 modernised residential renting law in Wales by replacing traditional tenancies with occupation contracts.

Key aims include:

• Standardising rights and responsibilities for landlords and tenants.
• Offering better security and clarity.
• Creating special types of contracts like introductory standard contracts for social housing.

What Is an Introductory Standard Contract?

An introductory standard contract is usually the starting point for new social housing tenants.

Key features:

• Acts like a probation period (typically 12 months).
• Offers fewer security rights than a secure standard contract.
• Makes it easier for landlords to seek possession if there are serious issues early on.

If the tenant successfully completes the period without significant problems, the contract automatically converts to a secure standard contract with stronger protections.

Why Extend the Introductory Period?

The Renting Homes (Wales) Act 2016 allows landlords to extend the introductory period by up to six months.

Reasons to extend may include:

• Concerns about the tenant’s conduct (for example, rent arrears or minor antisocial behaviour).
• Desire to give the tenant more time to demonstrate they can comply with the terms.
• Avoiding immediate possession action by providing an explicit warning and a second chance.

This extension is intended to be a supportive and proportionate tool—not a punishment.

What Is Form RHW34?

Form RHW34 is the prescribed notice landlords must use to formally inform the tenant that they are extending the introductory period of their contract.

Key features:

• Sets out the landlord’s decision to extend the period.
• Explains why the extension is being made.
• States the length of the extension (up to six months).
• Ensures the tenant is clearly and formally notified.

When Should Landlords Use Form RHW34?

Landlords must use Form RHW34 only when:

• The tenant has an introductory standard contract.
• They decide to extend the introductory period before it ends.
• They want the extension to be legally valid.

It cannot be used to:

• Extend a secure standard contract.
• Evict the tenant.
• Make other changes to the contract.

Legal Requirements Before Using Form RHW34

To use Form RHW34 lawfully, landlords must:

• Decide to extend the period before the original introductory period ends.
• Have reasonable grounds for the extension (documented concerns about conduct).
• Limit the extension to a maximum of six months.
• Use the prescribed form without changing the required content.

Failure to comply with these rules risks making the extension invalid.

Contents of Form RHW34

Form RHW34 must include:

• The landlord’s name and contact details.
• The tenant’s (contract-holder’s) name and address.
• The address of the rented dwelling.
• The original date the introductory period started.
• The date it would have ended without extension.
• The new end date after the extension.
• The length of the extension (up to six months).
• The reason for the extension (for example, specific concerns about conduct).
• Information on the tenant’s right to request a review of the decision.

How to Complete Form RHW34

Landlords must:

• Fill in all details accurately and completely.
• Clearly state the reason for the extension.
• Ensure dates are correct.
• Avoid changing the prescribed wording or omitting required information.

Accurate completion is essential to make the notice valid.

How to Serve Form RHW34

Landlords must serve Form RHW34 correctly for it to have legal effect.

Methods include:

• Delivering it in person.
• Posting it to the tenant’s address.
• Using any service method set out in the occupation contract.

Best practice:

• Keep proof of service (postal receipts, signed delivery).
• Retain a copy of the completed form for landlord records.

Minimum Notice Period

The Renting Homes (Wales) Act 2016 requires landlords to serve the extension notice before the end of the original introductory period.

There is no set number of days defined as a minimum, but landlords must ensure:

• The tenant receives the notice in time to understand and respond.
• The notice clearly explains the right to request a review.

Tenant Rights

Tenants have strong protections when receiving Form RHW34:

• They must be clearly told why the extension is happening.
• They have the right to request a review of the landlord’s decision.
• The landlord must explain how the review can be requested and within what timeframe (often 14 days).
• During the review, the tenant can present evidence and argue against the extension.
• The landlord must provide a fair review process, often with a senior officer not involved in the original decision.

What Happens After Serving Form RHW34?

If the tenant does not request a review (or the review upholds the decision):

• The introductory period is extended by the stated length (up to six months).
• The tenant remains on an introductory standard contract for the extra time.
• The landlord can monitor the tenant’s conduct for longer before deciding whether to convert the contract to secure status.

If the review overturns the extension:

• The original introductory period ends as planned.
• The contract converts to a secure standard contract.

Landlord Obligations

After serving Form RHW34, landlords must:

• Honour the review process if the tenant requests it.
• Act fairly and transparently in reviewing the decision.
• Communicate the review outcome clearly.
• Respect the extended period if upheld, but still follow all other obligations (repairs, safety, etc.).

Best Practice for Landlords

• Document reasons for extending the period (rent arrears logs, ASB reports, communications with the tenant).
• Communicate early with the tenant about concerns and ways to improve.
• Offer support (for example, payment plans or tenancy support services).
• Use Form RHW34 exactly as prescribed.
• Serve it before the original introductory period ends.
• Keep clear records of service and review outcomes.
• Treat the process as an opportunity to help the tenant succeed long-term.

Risks of Misusing Form RHW34

Improper use can lead to:

• The extension is invalid, meaning the contract becomes secure automatically.
• Loss of the more straightforward possession process during the probation period.
• Tenant complaints to the Ombudsman or regulator.
• Damage to the landlord’s reputation as a fair social housing provider.

Advantages of Using Form RHW34 Correctly

• Provides a fair warning to the tenant about concerns.
• Encourages improved behaviour without eviction.
• Allows more time for support and monitoring.
• Balances tenant rights with community safety and tenancy management.
• Complies with the Renting Homes (Wales) Act 2016.
• Reduces risk of formal possession action.

Preparing to Use Form RHW34

Landlords should:

• Review the tenant’s conduct and document clear evidence.
• Ensure the introductory period has not yet ended.
• Complete the form fully and accurately.
• Choose a valid service method.
• Explain the right to request a review clearly to the tenant.
• Keep copies and proof of service.

Useful External Links

• Welsh Government Renting Homes Guidance
• https://www.gov.wales/renting-homes
• Renting Homes (Wales) Act 2016 (full legislation text)
• https://www.legislation.gov.uk/anaw/2016/1/contents
• Shelter Cymru – Tenant and Landlord Advice
• https://sheltercymru.org.uk/get-advice
• Citizens Advice Wales – Housing and Eviction Help
• https://www.citizensadvice.org.uk/wales/housing
• HM Courts and Tribunals Service – Forms and Guidance
• https://www.gov.uk/government/organisations/hm-courts-and-tribunals-service
• Rent Smart Wales – Landlord Registration and Licensing
• https://www.rentsmart.gov.wales
• Law Wales – Renting Homes Act Overview
• https://law.gov.wales/housing-and-local-services/renting-homes

FAQ

What is Form RHW34?

It is the prescribed notice landlords must use to formally tell a tenant their introductory period is being extended.

Who can use Form RHW34?

Primarily social landlords managing introductory standard contracts.

How long can the period be extended?

Up to six additional months.

Why would a landlord extend the period?

To address concerns about rent arrears, behaviour, or compliance while giving the tenant more time to improve.

Does the tenant have to accept it?

No—they have the right to request a formal review.

What happens if the landlord doesn’t use RHW34 properly?

The extension is invalid, and the contract becomes secure automatically.

Is legal advice recommended?

Yes, especially for large housing providers managing many contracts.

Form RHW34 is a vital part of the Renting Homes (Wales) Act 2016 system, allowing social landlords to manage tenancies fairly, transparently, and lawfully while helping tenants succeed in maintaining their homes.

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