Lettings Procedures

1. Offer

Basic Negotiation

Applicant makes an offer

image of young couple making offer

When making an offer the Applicant must present the following;

Holding Deposit

The Holding Deposit amounts to two weeks of the total monthly rent. The holding deposit is required to secure the property for the Applicant while references are collected and an offer is put forward. Depending on the type of tenancy and the Landlord, a holding deposit is not always required. However, it has become the norm because of the high number of tenants and the lack of available properties.

Offer Letter

All details of the tenancy are included in the offer letter. These include; rental amount; period of tenancy; move in date; type of tenancy; references and any requests. If the Applicant has any requests, they must be made clear to the consultant at this stage of negotiation. If the requests are added after the offer has been accepted, the Landlord may then reject the offer. Once we have sent the letter to the Landlord, the negotation can begin.

2. Acceptance of Offer

The Landlord agrees with the contents of the Offer Letter

Property is taken off the market and advertising halted

NB* If the Applicant changes their mind and withdraws the offer, the holding deposit will not be returned. However, if the Landlord refuses the formal offer, the Applicant will be entitled to a refund. Details of this are stipulated on the offer letter. Please read carefully for more information.

3. Tenancy Agreement

Draft Tenancy Agreement

Sent to the Landlord

Sent to the Applicant

Both parties check the contents and agree terms

Final agreement is drawn up

Sent to the Landlord

Sent to the Applicant

Both parties sign the Tenancy Agreement

The type of agreement used is based on instructions given by a solicitor. Where possible we would prefer to use the agreement that we have provided. However, if necessary and if either party is not satisfied, changes can be reviewed.

image of agreement

4. References

If the tenancy is a Company Let and the Applicant's company has a history of business with us, we will discuss with the Landlord and endeavor to reduce the number of references required. However, this matter will be at the Landlord's discretion. If the Landlord requests particular documents, the Applicant shall be obliged to provide them.

Credit Reference

A credit reference may be required to prove that the Applicant has sufficient funds to meet the rent. A satisfactory credit reference may include; bank statements from the last 3-6 months, a letter from a UK witness, or a letter of recommendation from the Applicant's accountant/sponsor.

Employers Reference/School Reference

Evidence that the Applicant is currently employed or studying in the UK.

Character Reference

In order to show faith of character. Is usually provided by the Applicant's employer or a personal associate.

Previous Landlord Reference

This does not apply if the Applicant has not previously been resident in the UK.

5. Payment

Payment must be received before the Applicant is allowed to move in to the property. The Applicant must ensure that there is enough time for the payment to be processed prior to commencement of the tenancy. Once the funds are acknowledged, the keys will be exchanged.

To be paid by the Applicant

  • 1 months rent
  • Deposit: 4-6 weeks Rent
    If a holding deposit has already been paid, this will be deducted from the total amount required for the main deposit.
  • Administration Fee
    £180 inc. VAT
  • Reference Fee
    £60 inc. VAT per person, if credit referencing agency has been used)

Payment Method

  • Local Bank Transfer - 3 working days
  • Credit/Debit Card - 3 working days
  • Cheque - 5-6 working days
  • Overseas Bank Transfer - 1-2 weeks (Please confirm with your bank)
  • CHAPS TRANSFER - Immediate (Charges may be incurred)

6. Inventory Check-In Procedure

A professional inventory clerk checks all furniture, all, floors and carpets an extensive list. Depending on the size of the property, it can take between on and three hours.

Handing over the Keys and Moving In

Receipt of the Inventory Check-In List

  1. The Inventory Check-in is carried out on or prior to the move-in day . A professional inventory clerk checks the condition of fixtures and fittings before the new Tenant moves in.
  2. If the Inventory Check-In was carried out prior to the move-in date, the Applicant will receive the keys on the date the contract commences.
  3. Once the check has been completed the Inventory Check-In List will be sent to the Tenant. If anything needs to be recorded, the consultant must be informed within one week of receipt.