Tenancy changes
We know that landlords are busy, but the council should be kept informed of all tenancy changes within 21 days. This enables us to provide an efficient service, send correct bills and award discounts and exemptions promptly.
If you are a landlord or agent (such as a Letting Agent, Estate Agent, Housing Association) and you have a tenant moving in or out of a rental property, use this form to let us know:
Inform us of a change of tenant
Please be aware we will not usually register tenants for a retrospective period. For us to consider a request to register tenants for a past period, we will need to see full supporting evidence such as:
- tenancy agreements (signed by both the tenant and landlord and dated)
- proof of rent paid
- utility bills
- tenants forwarding address and contact details
Houses of Multiple Occupation (HMO)
If you are a landlord of a House of Multiple Occupation (for council tax purposes) and the property is let in rooms or parts - the landlord will be responsible for the council tax liability so you will get the bill sent to you.
A HMO is defined in law for council tax purposes as a property that:
- was originally constructed or subsequently adapted for occupation by persons who do not constitute a single household ;
- is inhabited by a person who, or by two or more persons each of whom, either is a tenant of, or has a licence to occupy, part only of the dwelling; or has a licence to occupy but is not liable (whether alone or jointly with other persons) to pay rent or a licence fee in respect of the dwelling as a whole or
- Is a HMO (this means you usually need a licence to operate as a HMO)
The rules around HMO properties for council tax can be a complex area. If you have been billed as the landlord of a HMO but believe your property does not meet the above criteria please contact us with any evidence so we can look into your account.
HMO properties that used to be in separately banded rooms and your tenants were liable for their own room (prior to 1st December 2023) and are now put back to one property for council tax purposes will also stay in the landlords liability for council tax.
Please note that the legal definition for council tax HMOs is different to that of the Housing Act legal definition. This means that for council tax purposes your property may be considered an HMO but Private Sector Housing may not consider it to be one.
Tenants that are all students (HMO properties where landlords are liable)
If you have students in your House of Multiple Occupation (HMO) and you are the liable person, we can still award the full student exemption as long as their student proof has been provided to us.
Landlords or letting agents should gather the student proof at the time of a tenancy sign up. You can provide the information to us by using this dedicated landlord change of tenancy form. We need a copy of the tenancy agreement to establish who to make liable and copies of student proofs to award any exemption.
If we do not receive the evidence from the landlord or letting agent we will attempt to contact the students directly to request proof. If however we do not receive the relevant proof then a full charge will be payable by the owner or landlord until proof if received.
Where one resident is a non student, regardless of the number of students who also live there, the owner or landlord will be liable for payment of 75% of the whole charge. If there are 2 or more non students, a full charge will be payable by the owner or landlord.
This includes when an occupiers' student status has expired, for example at the end of the final year of study or where a student has stopped studying and their student status has ended.
Student proof must show the start and end dates of the course, the name of the establishment studying at and that the course is fulltime (over 21 hours per week and lasts over 24 weeks).
Tenants that are all students (where the tenants are liable)
If you have tenants that are all full time students in a property where the tenants are liable, they will be eligible for their own student exemption. In order to get the exemption we need to see proof of their student status. Please advise your tenants to complete the exemption form and upload their proof:
Students exemption for council tax
Acceptable student proof
The student proof can be a student card (Warwick University only) or student certificate that must show the following information:
- dated from the current academic year
- that the student it in fulltime education (a minimum of 21 hours study per week over 24 weeks)
- the start and end dates of the course
- the establishment studying at
Where one resident is a non student, regardless of the number of students who also live there, the tenants will be liable for payment of 75% of the whole charge. If there are 2 or more non students, a full charge will be payable by the tenants.
This includes when an occupiers' student status has expired, for example at the end of the final year of study or where a student has stopped studying and their student status has ended. If your tenants student status expires before the end of their tenancy agreement a charge will be payable by your tenants for council tax.
Liability between tenanted lets
As a landlord you are responsible for the council tax liability in between tenanted lets. If you have already informed us of a change in tenant you are required to keep paying your council tax until you receive an amended bill. You will be refunded any monies overpaid.
Empty and unfurnished properties
As from 1st April 2017 there are no longer any exemptions available for a property that is empty and unfurnished. A full charge will apply regardless of whether there is any furniture in the property or not.
Council tax that is included within the tenants rent
If your tenants are liable to pay the council tax under our legislation, but their tenancy states their council tax payments are included in their rent, we will still make the tenant liable for council tax. You are of course able to make payments against their council tax account with their prior permission, but the liability will always be in the name of the tenants.
The exception to this is where a property is billed as a House of Multiple Occupation (HMO) and the owner is liable.