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Looking for a suitable property

When you start looking for rental accommodation you should allow a minimum of two weeks to find a suitable property, however in certain instances we can organise a tenancy within a few days. Your first step is to consider your requirements and priorities. The following are examples of the variables to be considered:

  • The maximum rent you wish to pay.
  • How long you want to rent for.
  • Commuting time to your workplace: Your need for local facilities, e.g. schools. Type of property you would like, i.e. House/flat; modern/period.
  • Areas in which you would like to live.
  • Whether furnished or unfurnished. 

It is important to recognise that the absolute ideal property may not exist and you may have to compromise. Flexibility will enable you to be settled without any undue delay.

Viewing property

You must make arrangements to view the properties you are interested in directly with one of our Negotiators, who will usually accompany you on the viewing, although it is possible that the owner or owner’s representative may show you round. When viewing, you must consider the property carefully and ensure that you check exactly what is and is not included in the furnishings and fixtures.

Any discussions or correspondence with the owner, or our staff, are expressly deemed to be subject to application, reference and contract. An occupier cannot speak on behalf of the landlord or us.


Tenancy Application Form

When you have chosen the property you wish to rent, you must formally apply for the tenancy by completing reference forms and signing the back of this document accepting the terms. This provides us with the details that we need to submit to our clients for their consideration.

Please note that acceptance by the landlord to proceed with the offer is subject to contract and references.

Be advised that in order to accept your Tenancy, we will require evidence of your identity and proof that you have the right to rent in the UK. We would require either a full UK or EU passport or residency card. If you are from outside of the EU then we would require a copy of your Visa.

We will also require a document with your current address on it. This may be your driving licence or a recent utility bill (dated in the last 3 months). This would be for all tenants and guarantors. If you don’t have these documents available please speak to us and we will assist you in your application.


References are taken up on all prospective tenants in order to satisfy landlord’s that their property is likely to be well looked after and that the rent will be paid on time. These will include a credit check and, as appropriate, references from an employer, an accountant, a solicitor, a previous landlord or lender and a personal reference. For company lets we will review the company’s trading position.

We require all applicants to complete a referencing form, which will then be checked by an independent referencing agency. The cost for this is £150.00 (non-refundable) for a single tenant, £200.00 a joint application and then £100.00 (non-refundable) thereafter for all additional tenants. A company let will be charged at £300.00 (non-refundable). This must be paid in advance. Some references will require a guarantor, who will also need to be referenced. Each applicant can have one guarantor free of charge thereafter they are charged at £100.00 (non-refundable). Please note all housing benefit tenants MUST have a suitable guarantor. Please note all fee’s include an administration fee and are non-refundable once references have been submitted.

The submission of a referencing application is no guarantee of tenancy.

A final decision on whether or not a tenancy can proceed will depend upon the responses received and this decision will be made in consultation with the landlord.

During the tenancy


Tenancy Agreements

The form of the Tenancy Agreement will specifically cater for the needs and circumstances of both you and the landlord and whether the tenancy is taken in your own or in a company name.

It is important that you read your Tenancy Agreement carefully and make sure you understand all the clauses in it. Anything you do not understand can be explained by us or, should you wish to take independent advice, you’re Solicitor.

Signing the Agreement

The Landlord signs two copies of the Agreement and all Tenants and Guarantors will also sign the same copies being one copy for landlord and one for tenant. Once you and the Landlord, or his agent, have signed you are legally bound to the agreement. You will be given the Agreement signed by the landlord as a record of your rights and obligations in relation to the property. These will include the agent’s reasonable costs for acting on behalf of the Landlord on any matter that arises out of the Tenant’s failure to precisely meet these obligations. 


Before the tenancy starts an inventory will be prepared to provide a detailed schedule of the contents and their condition and the condition of the premises. The inventory is a very important document because it protects both tenant and landlord from disagreements about these matters at the end of the tenancy.


There is no additional charge to the tenant for the preparation of this. 

Initial Payments

Initial Payment

The first month’s rent will need to be paid to us and cleared by the day the tenancy starts or the day the agreements are signed whichever are the sooner.


A deposit equivalent to a minimum of one and a half months rent (or up to a maximum of Two Months’ Rent) is held for the duration of the tenancy to offset any costs required to remedy the failure of the tenant to fulfil the conditions of the Tenancy Agreement.

Before the Tenancy

The deposit monies will then be dispersed by Agent as Stakeholder

Overall Responsibilities 

In 1954, Lord Denning ruled that there is an obligation on every residential tenant to treat the premises in a tenant-like manner”. This means that the tenant must take proper care of the place; must, if going away for the winter, turn off all the taps and arrange for the tank to be drained; must clean chimneys when necessary; must unstop the sink when it is blocked; must mend electrical fuses and change electric light bulbs when necessary. 

In short, the tenant must do the little jobs about the place that the reasonable tenant would do. In addition, the tenant must not damage the property wilfully or negligently, and must see that family or guests do not damage it. If they do the tenant must bear the cost. The tenant’s full responsibilities are set out in the Tenancy Agreement.


Rent payments

After the initial payment, rent must be paid by standing order. The appropriate form will be given to you upon signing the agreement. To ensure that your rent arrives on the correct day, it is important to date the standing order at least three days before the rent is due. If rent payments are more than 14 days late, they will attract interest at 3% above the bank base rates.


The Tenancy Agreement makes the tenant responsible for the payment of gas, electricity, telephone and water charges. We or your landlord will advise the utility companies of your moving -in date. It is important that you register with each of the local utility companies directly in order to ensure continuity of service, and billing in your name. The Television License, burglar alarm, cable TV charges and any local parking permits are also your responsibility.

Council Tax

You are liable for paying Council Tax whilst you are occupying the property so it is important that you register with the Local Authority.


The landlord is responsible for providing buildings insurance, and contents insurance for his own belongings, but he is not responsible for your possessions. You are strongly advised to make arrangements to insure your own contents and valuables.

Property Management

You will be informed by us whether we, the landlord, or the landlord’s other representative will be managing the property during your tenancy.

Periodic Inspections

If we are managing the property, we will wish to ensure that it is being kept in good order. For this reason it will be necessary to arrange periodic inspections under the terms of the Tenancy Agreement. It is important that these visits are organized in advance in order that you are put to the minimum inconvenience.

We will write to inform you when we will be visiting. We hope that you will be present to facilitate. However, if you are unable to attend, we will use our security key.


During the last two months of the period of the tenancy the Tenancy Agreement allows for access by the Landlord, and or the Landlord’s agent, to show the property to prospective new Tenants.

Early Termination

If you wish to end a fixed term tenancy earlier than the end date in the Tenancy Agreement, and if the landlord agrees to an early release, the following terms will apply;

  • The tenant remains fully responsible under the terms of the Tenancy Agreement until such time as the property is re-let, or the ending date passes, whichever is the earlier.
  • When a new tenant is found prior to the tenancy ending date, the outgoing tenant will pay us landlord’s costs for setting up the new tenancy. These sums become payable before marketing for a new tenant can commence. They are refundable if this objective is not achieved and the lease is not surrendered.