How to complete Prescribed Information correctly for tenancy deposits
Protecting a tenant’s deposit is only the first part of your legal duty. You must also provide the correct paperwork. This practical guide walks you through exactly how to complete Prescribed Information correctly.
Accuracy is key, and a small administrative error, a missed signature, or an incorrect date can invalidate the entire document. If your Prescribed Information is invalid, you risk severe financial penalties and lose your ability to repossess your property. Getting every detail right the first time protects your income and keeps you on the right side of the law.
Where to get the Prescribed Information template
Always use the official document provided by your specific deposit protection scheme. Do not try to write your own version from scratch or use generic templates found on unverified forums.
Using the correct, scheme approved Prescribed Information certificate is the safest way to meet your legal responsibilities. It guarantees that the document includes all the mandatory fields required by law and references the correct scheme rules.
To understand the broader context of Prescribed Information, including what it is, why it matters, and how to stay compliant, read our guide ‘Prescribed Information for tenancy deposits: What it is, what to include, and why it matters’.
Step by step: How to complete Prescribed Information
Filling out the document is straightforward, provided you pay close attention to the details. Follow these steps to complete each section accurately.
Deposit amount
The figure you enter here will depend on the protection method you choose:
- Insured protection: Where the landlord or the agent holds the deposit. You must register the amount expected in line with the tenancy agreement and keep proof of any instalment payments
- Custodial protection: Where the landlord or the agent pays the funds received (part or whole) each time an instalment is received. Each time an amount is paid in, the Prescribed Information is updated and will need to be reserved
Property details
Provide the full, legal address of the rented property. This includes the flat or room number, the building name, the street, the town, and the correct postcode. Do not use abbreviations. If you are renting out an individual room in a House in Multiple Occupation (HMO), specify the exact room number alongside the main building address. Accuracy here prevents confusion over which tenancy the deposit relates to.
Tenant and any ‘interested party’ details
You must list the full names and contact details of every single tenant named on the tenancy agreement. This includes current email addresses and phone numbers.
You must also include details for any ‘interested party’. This is an individual, company, or local authority who paid the deposit on behalf of the tenant. A common example is a parent who transfers the deposit money to you, and leaving their details off the form is a frequent and costly mistake.
Landlord or agent details
Include the full name, correspondence address, email address, and phone number of the person managing the deposit. If you are a private landlord managing the property yourself, put your own details here. If a letting agent handles the deposit on your behalf, their details should go in this section. Make sure the contact information is active and checked regularly.
Scheme details
You must add the correct name and contact information of the deposit protection scheme holding or insuring the funds. Using the official scheme template usually prefills this section. Supplying accurate scheme details provides essential legal clarity on deposit protection for your tenant, so they know exactly who to contact if an issue arises.
Deduction clauses
The Prescribed Information must clearly list the circumstances under which you can keep some or all of the deposit. These reasons must align perfectly with what to include in your tenancy agreement. If your tenancy agreement says you can make proposed settlements for professional cleaning, but your Prescribed Information only mentions unpaid rent, you create a contradiction that could hurt you during any end of tenancy discussions.
Declaration and signature
The landlord or the letting agent managing the deposit must sign the document. This signature is a legal declaration that the information provided is accurate to the best of your knowledge. Leaving this box blank makes the document invalid. For more details on the rules surrounding signatures, read our guide ‘Does Prescribed Information need to be signed by tenants or landlords?’
Common mistakes that make Prescribed Information invalid
Even experienced landlords make administrative slip ups. Avoid these common traps to keep your paperwork valid:
- Incorrect deposit amount: Writing down the wrong figure, or not to update the amount if the deposit changes, is a direct breach of the rules
- Missing the interested party: If a university or family member paid the deposit, they must be named and served with a copy of the paperwork
- Mismatched tenancy agreement clauses: Copying and pasting deduction clauses from an old document that do not match the current tenancy agreement
- Unsigned declaration: Forgetting to sign the landlord or agent box before handing the document to the tenant
- Missing the scheme leaflet: The Prescribed Information is only complete when it includes the scheme’s ‘information for tenants’ leaflet
Protect your deposit today
If you have taken a cash deposit, you must protect it in a government authorised scheme within 30 calendar days
Checklist before sending Prescribed Information
Before you hand over the paperwork, run through this quick checklist:
- Are all fields filled out without any blanks?
- Do the deduction clauses exactly match the signed tenancy agreement?
- Have you (or your agent) signed and dated the declaration?
- Have you attached the scheme’s official information leaflet?
- Are you serving this within 30 days of receiving the deposit funds?
- Who do you need to send the paperwork to?
How to prove you served it correctly
Filling out the document correctly is only half the battle. You also need to prove you gave it to the tenant within the 30 day legal deadline.
The best proof is a signature from the tenant on a physical copy of the document, along with the date. Alternatively, you can rely on clear email records, provided your tenancy agreement allows for legal notices to be served electronically. If you post the document, use a tracked delivery service and keep the receipt. You can learn more about how to handle this in our dedicated guide on ‘Does Prescribed Information need to be signed by tenants or landlords?‘.
Why accuracy is more important under the Renters’ Rights Act
The private rented sector operates under strict rules, and the Renters’ Rights Act brings even stronger compliance expectations. With the shift towards periodic tenancies as the standard, your initial documentation is subject to much heavier scrutiny.
Because you will rely on specific legal grounds to repossess your property in the future, your paperwork must be sound. Local authorities now have greater powers to enforce penalties against non compliant landlords. Taking the time to fill out your Prescribed Information accurately the first time removes the risk of costly errors and protects your investment in a highly regulated market.
Accuracy is critical under the new regulations. For a complete overview of Prescribed Information and its role in compliance, explore our pillar guide ‘Prescribed Information for tenancy deposits: What it is, what to include, and why it matters’.
Looking for a deposit protection scheme you can rely on?
mydeposits, powered by Total Property, are the trusted deposit protection provider of choice. As experts in all things deposits, we have over 400,000 members and protect over £1.3 billion of tenants’ deposits across all regions in the UK.
We offer both insured and free custodial deposit protection schemes, giving you the flexibility to choose the option that best suits your needs. Our dedicated support team has over 25 years of experience in the private rented sector and is always on hand to help you manage deposits effortlessly and meet your legal requirements.
FAQs
Here are answers to some common questions about Prescribed Information.
How do I fill out Prescribed Information?
Prescribed Information is automatically populated in the Total Property platform as soon as a deposit is protected. While there are fields that need to be completed by the member, the Total Property platform prepopulates the fields based on the data provided.
What invalidates Prescribed Information?
Common issues that invalidate the document include unsigned landlord declarations, incorrect deposit amounts, omitting an interested party, or forgetting to attach the scheme’s official ‘information for tenants’ leaflet.
Do I need to match the tenancy agreement?
Yes. The reasons you list for potentially making deductions from the deposit must perfectly match the clauses set out in your signed tenancy agreement.
What if I make a mistake?
If you spot an error, correct it immediately and provide the updated, signed document to your tenant. However, you may remain legally vulnerable for the period, depending on what information was incorrect.
Do I need to include all tenants on the form?
Yes. Every single tenant named on the tenancy agreement must be listed on the Prescribed Information document with their contact details.
Who counts as an ‘interested party’?
An ‘interested party’ is anyone who pays the deposit on behalf of the tenant. This could be a family member, a local council, or an employer. You must include their details on the form.