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We outline on this page a basic, quick guide and overview for Tenants, to explain what is typically involved with letting a property. If you need any further information or advice, please don’t hesitate to contact us.

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

Holding Deposit

A holding deposit may be required.

This is in order to reserve the property and remove it from our availability list. The holding deposit will be deducted from the first month’s rent. Should the tenant withdraw from the proposed letting, through no fault of the landlord or the agent, all or a proportion of the Holding Deposit will be retained in order to cover any reasonable costs (which will be outlined in full).

None of the Holding Deposit will be retained should the Tenant's withdrawal be due to a breach of the proposed letting agreement by the landlord or managing agent.

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:


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Administration/ Reference Applications

All administration/reference fees are due at the start of the application process. Subject to satisfactory references being received on behalf of all applicable tenants we can then commence the move in process.

The administration fee covering preparation of the tenancy documentation and any other contract/administrative paperwork is £75.00 plus VAT per applicant.

Should a guarantor be required then a further £75.00 + VAT 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

A tenancy agreement must be signed prior to the tenancy commencing, the agreement outlines both tenant and landlord obligations.

We will contact all concerned parties at the end of the tenancy to ascertain if there is any desire to renew the agreement for a further period (subject to a successful initial tenancy 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 sample template agreement which we ask you read very carefully, should any questions arise 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 the initial monies in full will become due less any holding deposit previously paid; This is made up of the following:

  • Deposit is equivalent to a month’s rent unless otherwise stated.
  • The first month’s rent in advance. (Rent is worked out on a per calendar month basis). If the property is advertised at a weekly rate, this is calculated by multiplying the weekly rent 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, accepted payment methods are cash, card, bank transfer, online via the website or standing order.


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Managed Properties

If we are requested to fully manage the property you are letting, we will inform you of this prior to your tenancy commencing. As managing agents, any faults or issues 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 are collected by us for managed properties. If a Landlord is managing a property themselves, we will collect the first month’s rent and thereafter a standing order form with the landlord’s bank details should be set up from your account to theirs.


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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 notice in writing of your intention to leave, this is usually on or before your rent due date unless otherwise specified in your specific tenancy agreement.


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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 the tenants, 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 the tenants. 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 tenancy is checked and agreed between the tenant and the landlord at the tenancy commencement.


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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.


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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 month’s 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 six monthly 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 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. The tenant will be responsible for the payment of gas, electricity, water, broadband, council tax and television licence. (Unless otherwise agreed and stated on the tenancy agreement).


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