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  1. Referencing Procedure

  2. Application Fee

  3. Administration/Reference Applications

  4. Tenancy Agreement

  5. Payment

  6. Managed Properties

  7. Rental Payment

  8. Notice to end a tenancy

  9. Insurance

  10. Inventory

  11. Deposit Returns

  12. Tenants' obligations

  13. Property Inspection

  14. Council Tax & Utilities

Referencing Procedure

After choosing the property you want to move into you will need to complete reference application forms. We utilise the services of a credit-referencing agency to seek references and proof of relevant information such as:

  • Confirmation of employment and salary.

  • Personal and photographic identification (passport or driving licence).

  • Previous landlord references.

  • Guarantor or proof or funding for student applicants.

  • Accountants' references, trading details and so on for self-employed applicants.

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Application Process

Following the tenant fee ban which came into effect in June 2019 we will no longer be charging any reference or application fees.

However, we do require you to provide a holding deposit which equates to one weeks rent, which we retain while we carry out the tenant referencing. This will be deducted from the final balance due when the tenancy commences, subject to satisfactory references.

The holding deposit is due at the start of the application process once the offer has been verbally agreed, and it will secure the property for you while we carry out your references.

Please note that the holding deposit is non-refundable should your application be unsuccessful or if you withdraw your application. It is therefore imperative that you disclose all relevant facts that may adversely affect your reference outcome prior to submitting your reference application forms.

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Tenancy Agreement

Both the landlord and tenant(s) will be required to sign a tenancy agreement prior to the tenancy commencing, the agreement outlines both tenant and landlord obligations. Generally, most tenancies run for a period of twelve months. We will contact you at the end of the tenancy to see whether you wish to renew your agreement for a further period and will liaise with the landlord to organise the documentation. It is important you note that while the agreement is made between landlord and tenant, we act for the landlord only. By legal requirement we will issue you with a sample template agreement which we ask you to read very carefully. Should you have any questions regarding this legal document we advise you to seek independent legal advice.

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Once a moving date has been agreed and references have all been approved by the landlord, the tenancy agreement will need to be signed by all parties and we will require a deposit from you equivalent to five weeks rent less the holding deposit previously paid.

The funds need to be cleared in our bank before the tenancy can commence.

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Managed Properties

In many cases, we are instructed to fully manage our landlords' properties. If this is the case with your tenancy we will inform you prior to your tenancy commencing. If we are managing the property, then any faults with appliances or problems within the property will need to be reported to us, and we will deal with the problem as quickly and efficiently as possible. Please report any problems with the property promptly, as an unreported ongoing problem may become your responsibility to rectify.

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Rental Payment

Rental payments should be made by standing order from the tenant's bank account to the landlord's bank account. In the case of managed properties properties the rental payment is made to our bank account.

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Notice to end a tenancy

To terminate your tenancy subject to term, you will normally be required to give us at least one month's notice in writing of your intention to leave, unless otherwise specified in your specific tenancy agreement.

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You must ensure you have adequate contents insurance to cover all your belongings, as the landlord accepts no responsibility for any loss, theft or damage to tenants possessions.

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A well-prepared inventory and check-in report protects landlords and tenants alike, providing an accurate description of the condition and contents of a property at the start of a tenancy. The condition of the property and its contents are inspected at the end of the tenancy and compared to the original inventory forming a check-out report. The inventory clerk will also provide an opinion on whether any damage that has arisen during the tenancy is attributable to the tenants, to 'fair wear and tear' or to the landlord as required maintenance.
Normally an inventory of the property condition, furniture and fittings and effects will be prepared by the landlord, or an independent inventory clerk instructed by the landlord prior to the tenancy commencing. The tenancy is checked and agreed between the tenant and the landlord at the tenancy commencement.

We recommend all landlords have inventories prepared for all their properties. In the worst case scenario, should you end up in court, the judge will tend to look more favourably on an impartial, unbiased inventory prepared by a third party unconnected to either the landlord or the tenants. Inventories prepared by landlords could be viewed as biased and one-sided.

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Deposit Returns

When your tenancy ends, an inspection of the property will be carried out, either by the landlord or an independent inventory clerk instructed by the landlord. Any deductions will be agreed upon and the balance of your deposit will be released from the deposit scheme it is lodged with.

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Tenants' obligations

The responsibility for the property lies with the tenant during the period of tenancy. Always ensure that the property is fully secured and that during the winter months steps are taken to prevent freezing of the water and heating system.

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Property Inspection

If we are instructed as managing agents for the property, we will carry out periodic inspections to assess the condition of the property and ensure that everything is being kept in a satisfactory condition and any required maintenance can be carried out. We will always arrange this with you at a mutually convenient time.

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Council Tax & Utilities

It is the tenant's responsibility to inform the utility companies of their occupation of the property at the commencement of the tenancy, and to pay council tax to the Local Authority. Students, who may be exempt from the payment of council tax, are responsible for informing the Local Authority of this.

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