Tenants Guide


As soon as a suitable property has been found, you will need to complete a referencing application form/link. We will also need to obtain your right to rent documents. Ask in branch for details.


Once your application has been placed and you have paid your holding deposit, we will:

  • Cancel any advertising for the letting
  • Tell other applicants that the property has been taken subject to satisfactory references
  • Complete the application process including all references.


Your holding deposit is payable at the start on the application process once the offer has been verbally agreed and will secure the property for you subject to satisfactory references being received on behalf of all applicable tenants.

We utilise the services of a credit-referencing agency to take up the following references, here is an example of just a few of the references sought:

  • Confirmation of employment, salary confirmation.
  • Personal & Photographic identification (passport or driving licence).
  • Previous Landlord references.
  • Students (Guarantor or proof or funding).
  • Self-Employed (Accountants references, trading details etc.)

The holding fee can be retained for a number of reasons, please see Tenant Fee Act 2019 for details. Upon placing your application you will receive a full explanation regarding your holding deposit.

It is imperative that you disclose all relevant facts that may adversely affect your reference outcome, prior to entering into the above. It may save you money and time.


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 six 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 the agreement is made between landlord and tenant, we act for the landlord only.

By legal requirement we will issue you with a draft tenancy agreement which we ask you to read very carefully, should any questions arise regarding this legal document we advise you to seek independent legal advice.


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 the initial monies in full will become due including a deposit. 

This is made up of the following:

Deposit equivalent to more then 5 weeks rent

The first month’s rent in advance. (Unless another arrangement has been agreed i.e. 6 months in advance).

The above monies need to be in a cleared form before the tenancy is able to commence, payment by means of payment directly into our clients bank account and showing as cleared.


We do get instructed to fully manage the majority of our landlord’s 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 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. Failure to report an ongoing problem will cause delays in putting the problem right; please report any problems you feel need attention.


Rental payments are always made by standing order from the tenants’ bank account to the landlord’s bank account, with the exception of managed properties whereby the rental payment is made into our client account. Your rental due date will be the same date as the lease start date.


The responsibility for your belongings are down to you, it is strongly advised that you have adequate contents insurance, the landlord accepts no responsibility and cannot be held responsible for any loss or damage to tenants possessions.


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 at the end of the tenancy is then compared back to this report in the form of 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.


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, gas, electric and many more.


If we are instructed as managing agents for your property, we will carry out regular inspections to assess the condition of the property and that everything is being kept in a satisfactory condition. We will always try to arrange this with you at a mutually convenient time, where this isn’t possible we will notify you and use our management key.


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 month’s steps are taken to prevent freezing of the water and heating system.


To terminate your tenancy subject to term, you will normally be required to give us at least one month notice in writing of your intention to leave, unless otherwise specified in your specific tenancy agreement. This notice should be given before your rent due date as it needs to be one clear calendar month.


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. The deposit dispersal can take some time if a dispute was to arise. The best way to avoid this is to leave the property as you found it and make sure all of your liable bills are paid.

Please see the link below to access a full comprehensive list of all permitted payments for Tenants.