Form RHW4: Change in Landlord’s Address in Wales

Form RHW4 is an important legal document used in Wales under the Renting Homes (Wales) Act 2016. It is specifically designed to notify a contract holder (tenant) of a change in the landlord’s address.

This form is not just administrative convenience; it is a statutory requirement that ensures tenants always know how to contact their landlord or their landlord’s agent. This helps maintain transparency, accountability, and trust in the landlord-tenant relationship.

Under the Renting Homes (Wales) Act, landlords have several obligations that differ from those in other parts of the UK. One of these duties is to keep tenants informed about the landlord’s correct and current address.

Failure to do so is a breach of contract that can result in legal consequences, including the landlord losing the right to enforce rent payments while they remain in breach.

Let us examine in detail what Form RHW4 is, why it is required, when it should be used, and what landlords in Wales need to know to remain compliant.

What is Form RHW4?

Form RHW4 is the prescribed form for giving formal notice of a change in the landlord’s address to the contract holder. In the context of Welsh renting law, the address given by the landlord is not just for mail or informal contact—it is legally significant. It is the address at which the tenant is entitled to serve notices to the landlord.

When landlords change their address—whether they move home, change their business address, or appoint a new address for service—they must provide the new address to the tenant using Form RHW4.

This requirement ensures that tenants always know where to send important notices, such as repair requests, legal communications, or even notices about ending their contract. It also supports transparency and accountability in the private rented sector.

The Legal Context: Renting Homes (Wales) Act 2016

The Renting Homes (Wales) Act 2016 radically overhauled the tenancy law in Wales, replacing the old system of assured short hold tenancies with new “occupation contracts.”

This new framework introduced clearer, more consistent rules, including specific requirements about the information landlords must give to their tenants.

One key rule is that landlords must keep tenants informed of their addresses. This address is not optional or informal—it is a legal requirement, and failing to comply can have serious consequences.

The Act makes clear that if a landlord fails to provide an up-to-date address for service of documents, the tenant may be entitled to withhold rent until the landlord corrects the breach.

Form RHW4 is the official way to fulfil this obligation when the landlord’s address changes.

Why is Form RHW4 Used?

Form RHW4 is used because landlords are legally required to notify tenants of changes in their address. This requirement has several practical and legal purposes:

• It ensures tenants know where to send important notices.
• It provides clarity about who is responsible for the property.
• It helps tenants enforce their rights, for example, by ensuring they can serve notice on the landlord if needed.
• It supports good communication and trust between landlord and tenant.

Landlords in Wales cannot rely on informal communication alone (such as text or email) to meet this duty. They must use the prescribed form—Form RHW4.

When Must Welsh Landlords Use Form RHW4?

Landlords in Wales must use Form RHW4 when there is any change to the address they have previously provided to their tenant for service of notices. This might include:

• The landlord is moving to a new residential address.
• The landlord is changing their business or correspondence address.
• The landlord is appointing a new managing agent with a different address.
• The landlord decided to use a different address for the service of legal documents.

There is no grace period or “informal window” in which landlords can simply mention the change in conversation or in a letter. The requirement is clear: they must use the official Form RHW4 to provide the new address to the tenant.

How Should Form RHW4 Be Served on the Tenant?

Form RHW4 must be given to the contract holder in writing using the prescribed form. The landlord should keep evidence that it has been served. The best practice is to deliver the form in a way that creates a clear paper trail, such as:

• Hand delivery to the property (with a witness or delivery receipt).
• Sending by recorded delivery.
• Email if the tenant has agreed in writing to receive notices this way.

Landlords should avoid informal delivery methods that do not create proof of service, as disputes may arise later if the tenant claims not to have received the notice.

What Happens if a Landlord Fails to Use Form RHW4?

Failure to provide an updated address using Form RHW4 is not a minor technical breach. It can have serious consequences:

• The landlord may lose the right to enforce payment of rent while they remain in breach. Under the Renting Homes (Wales) Act 2016, tenants are not legally obliged to pay rent if the landlord fails to provide the correct address for service.
• It may undermine the landlord’s position in court proceedings. A landlord seeking to recover possession or pursue other legal action may face difficulties if they have not met this basic duty.
• It damages trust and professionalism. Failure to comply with statutory requirements weakens the landlord’s reputation and can lead to enforcement action by local authorities or other regulators.

Landlords in Wales, therefore, have a strong incentive to comply with this obligation promptly and correctly.

How Does Form RHW4 Differ from Other RHW Forms?

There are several RHW forms in the Welsh renting system. Each has a specific purpose:

• RHW1: Information about the landlord at the start of the occupation contract.
• RHW2: Notice of the landlord’s address at the start of the contract.
• RHW3: Change of landlord’s identity and new landlord’s address.
• RHW4: Change in the landlord’s address (but not identity).

The distinction is important. Form RHW3 is used when the landlord changes (for example, the property is sold), while Form RHW4 is used when the same landlord’s address changes. Landlords must be sure they use the correct form for the right situation to avoid legal confusion.

Best Practice for Landlords

Welsh landlords should treat this duty seriously and proactively. Best practices include:

• Keeping records of their address for service and checking that it is up to date.
• Immediately preparing and serving Form RHW4 on tenants whenever there is a change.
• Retaining proof of service for their own records.
• Being clear and transparent with tenants about the purpose of the form and what it means.

By maintaining a professional approach, landlords can avoid disputes and maintain positive relationships with their tenants.

Advantages of Using Form RHW4 Correctly

Although it may seem bureaucratic, using Form RHW4 correctly has clear benefits for landlords:

• It protects the landlord’s right to collect rent without challenge.
• It reduces the risk of legal disputes over notice service.
• It demonstrates professionalism and compliance with the law.
• It helps build tenant confidence and trust.

Given the consequences of non-compliance, it is far easier and safer for landlords to complete and serve the form promptly whenever their address changes.

Common Mistakes Landlords Make

Some landlords make the mistake of:

• Thinking a text or email is enough.
• Forgetting to update tenants when their address changes.
• Confusing RHW4 with RHW3 (they are for different situations).
• Failing to keep records of when and how they served the form.

Avoiding these mistakes is essential for landlords who want to stay on the right side of the law.

Conclusion

Form RHW4 is a simple but essential part of renting law in Wales. It exists to ensure tenants know where and how to contact their landlord when the landlord’s address changes. Using it is not optional: it is a legal requirement under the Renting Homes (Wales) Act 2016.

Landlords who fail to serve Form RHW4 correctly risk losing the ability to enforce rent payments and may face other legal challenges. By contrast, landlords who use the form promptly and correctly show professionalism, protect their legal rights, and support positive relationships with their tenants.

Welsh landlords should, therefore, treat Form RHW4 as an essential part of their property management process, ensuring they remain compliant and avoid unnecessary disputes.

FAQ

What is Form RHW4?

Form RHW4 is the official Welsh government form landlords must use to notify tenants of any change in the landlord’s address.

When must a landlord use Form RHW4?

Whenever the landlord’s address for service of notices changes, they must use Form RHW4 to inform the tenant.

What happens if I don’t use Form RHW4?

You may lose the right to enforce rent payments while in breach of this duty, and you may face difficulties in any legal proceedings.

Is a text message enough to tell the tenant my new address?

No. The Renting Homes (Wales) Act requires the landlord to use the prescribed form—Form RHW4.

Is Form RHW4 the same as Form RHW3?

No. RHW3 is for changes in landlord identity (for example, if the property is sold). RHW4 is for changes in the landlord’s address only.

How should I serve Form RHW4 on my tenant?

You can deliver it by hand, by post (ideally recorded delivery), or by email if the tenant has agreed in writing to receive notices electronically.

What proof should I keep?

Keep a copy of the completed form and evidence of service, such as a delivery receipt or email confirmation.

Where can I get Form RHW4?

You can download Form RHW4 from the Welsh Government’s housing website or request a copy from your local council’s housing department.

Why is this requirement important?

It ensures tenants always know how to contact their landlord and supports the fair and transparent operation of the renting system in Wales.

Useful Links

Welsh Government Renting Homes (Wales) Act 2016 guidance

Local authority housing advice pages

Citizen’s Advice Wales housing rights information

Rent Smart Wales resources for landlords

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