Tenant Guide

  1. Referencing Procedure
  2. Holding Deposit
  3. Administration/Reference Applications
  4. Tenancy Agreement
  5. Initial Payment
  6. Managed Properties
  7. Rental Payment
  8. Notice to end a tenancy
  9. Inventory
  10. Deposit Returns
  11. Tenants’ obligations
  12. Property Inspection
  13. Council Tax & Utilities

Referencing Procedure

As soon as your offer on a particular property (together with your proposed move in date) is accepted, you will need to complete reference application forms. We use 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. The referencing agent normally require your pre-tax income to be over 2.5 times of the rent to pass their affordability check.
  • Personal & Photographic identification (passport or driving licence).
  • Previous Landlord references.
  • Students (Guarantor or proof or funding).
  • Self-Employed (Accountants references, trading details etc)

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Holding Deposit

A holding deposit of usually two weeks' rent (not subject to VAT) will be required at the same time as the administration fee (below). This is in order to reserve the property and remove it from our availability list. If you pass the reference check and enter into the tenancy contract, the holding deposit will form part of the Initial Payment (see definition below).

Should you withdraw from the proposed letting, through no fault of the landlord or the agent, we may retain up to the full amount of the holding deposit in order to cover any reasonable costs. None of the holding deposit will be retained should your withdrawal be due to a breach of the proposed letting agreement by the landlord or managing agent. Any provision of false information from you during the tenancy application process may result in loss of the holding deposit.

The holding deposit shows good faith on the part of a prospective tenant enabling the landlord to take further action in the confident knowledge that the applicant is serious and fully committed to the property, for example:

  • Cancel any advertising for the letting
  • Tell other applicants that the tenancy has been taken subject to satisfactory references
  • Prepare a letting agreement
  • Take up references
  • Carry out credit checks

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Administration/ Reference Applications

All administration/reference fees are due at the start of 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 .

The administration fee is £200 per tenancy for individuals, £250.00 for Company Let. It covers coordinating tenant referencing, preparation of the tenancy agreement and placing the tenancy deposit into a recognised deposit scheme. When the tenancy ends and tenant wish to renew tenancy by signing a new contract, another administration fee is also required as specified above.

A fee of £75.00 per applicant is charged for tenant referencing. Should a guarantor be required then a further £75.00 payment per guarantor will be required.

These fees are fully refundable in the event of the landlord withdrawing from the deal.


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.

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

Normally pets are not allow in the rented property unless previously negotiated with our landlords. Additional pet deposit may also be required. The amount varies between each different landlords. Should tenant request terms of tenancy to be amended after the tenancy have started, subject to landlord's consent, we also charge an amendment fee of £150.

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Initial Payment

Once 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 less any holding deposit previously paid:

This is made up of the following:

  • Deposit normally equal to six weeks rent. (The deposit must be registered within 30 days after your tenancy commencing into one of the three government approved schemes for safeguarding purpose: Deposit Protection Service, Tenancy Deposit Scheme or My Deposits. We are a registered memeber with Deposit Protection Service.)
  • The first month's rent in advance. (The rent is worked out on a per calendar month basis), which is, if you are not  aware;  the weekly rent, multiplied by 52 weeks and divided by twelve months to give the per calendar month rental figure.

The above monies need to be in a cleared form before the tenancy is able to commence, payment by means of either a bankers draft, cash or paid directly into our client bank account and showing as cleared.

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Managed Properties

We do get instructed to fully manage some 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 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. Failure to report an ongoing problem may turn the onus onto you; please report any problems you feel need attention.

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Rental Payment

Rental payments must always be made by standing order from your bank account to the landlord’s bank account, with the exception of managed properties whereby the rental payment is made to us unless it is otherwise agreed.
Should the tenant be late for their rental payments, and we have to send our a reminder letter, a fee of £50 will also be charged. Our second reminder letter will also involve a further charge of £50.

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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 two months notice in writing of your intention to leave, unless otherwise specified in your specific tenancy agreement.

Insurance: The responsibility for your belongings are down to you, you must ensure you have adequate contents insurance, the landlord accepts no responsibility and cannot be held responsible for any loss 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 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 you, to ‘fair wear and tear’ or to the landlord as required maintenance.

It is in a landlord’s interest to ensure that inventories are prepared for properties that they own. 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 you. Inventories prepared by landlords could be viewed as biased and one-sided.

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 inventory is checked and agreed between you and the landlord at the tenancy commencement.
The cost of Check-In Inventory is borne by the landlord. The tenants are responsible for paying for the Check Out

  Unfurnished Check In Furnished Check In Check Out
Studio/1 Bed £120 £140 £100
2 Bed £140 £160 £120
3 Bed £160 £180 £135
4 Bed £180 £210 £150
5+Bed £200 £235 £165

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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. Once you and the landlord have agreed on the amount to be deducted if at all, the landlord or agent shall arrange for the remainder of the deposit to be returned to you.

All deposits administrated by us rather than the landlord will be deposited into Deposit Protection Service (DPS) in the beginning of your tenancy. A Deposit ID will be given to you once this is complete. When your tenancy ends, once the returning amount is agreed you should contact DPS to obtain your Repayment ID and initiate a repayment request via DPS for the agreed amount. Once we receive the repayment request from DPS, we will arrange for the repayment as soon as possible.

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Tenants’ obligations

The responsibility for the property lies with you 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 your property, we will carry out quarterly or semi-annual inspections to assess the condition of the property and that everything is being kept in a satisfactory condition. We will always arrange this with you at a mutually convenient time.

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Council Tax & Utilities

It is you'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. 

Wherever applicable VAT will be charged at the current VAT rate.

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