England · Private tenancies · 31 May 2026
Bulk emails are useful. Tenant-level proof is what the Act requires. Forward the email, review the draft, issue the record.
The notice
Dear XXXXXXX,
As required under the Renters’ Rights Act 2024, please find the Information Sheet attached.
Kind regards,
The lettings team
What a Proof Record adds
How it works
1. Forward the notice.
2. Review the draft.
3. Issue the record.
Forwarding by email is live. Manual upload is available if you served by hand or post.
What you receive
The Proof Record is a single registry entry. The verification link opens this page. A council officer, an insurer, a tribunal clerk, or a solicitor can read it on its own.
Logged 14 May 2026 at 14:23 BST. Signature matches the registry copy.
What it costs
One Proof Record is £25. It covers one tenancy, up to 5 named tenants, and the evidence you upload against it. The verification link is permanent. The Proof Memo is a downloadable copy you can hand over.
Running more than one tenancy? Portfolio of 5 records is £49. Multi-property workflow with seats and a draft inbox is Office Proof Desk at £39 per month.
Common questions
The duty under the Renters’ Rights Act sits with the landlord. If service is later disputed, the landlord produces the evidence. If the agent’s email platform retains the individual sent copies and the GOV.UK version that was attached, the evidence may already exist. If it does not, which many bulk-email platforms do not, a Proof Record is the tenancy-level evidence layer.
A Proof Record is dated to the moment it is saved in the registry. That date is shown on the verification page. If the underlying service occurred earlier, the record can note that, but the registry timestamp is when the record exists. For most landlords, a record saved within a few weeks of service is the practical artefact. The free check helps you work out whether you need one.
Only if you choose to share the verification link with them. The Proof Record belongs to the landlord. Sharing the link is one click. Sharing the underlying evidence (the email, the delivery scan) is your decision and not part of the verification page; the verification page only shows that evidence exists, never what it contains.