Referencing Procedure

Once you have selected a suitable property, you will be required to complete our reference application forms. We work with an independent credit‑referencing agency who will obtain the following as part of the assessment:

• Confirmation of employment and salary
• Personal and photographic identification (passport or driving licence)
• Previous landlord references
• Students: guarantor details or proof of funding
• Self‑employed applicants: accountant’s reference and trading information

Holding Deposit

A holding deposit equivalent to one week’s rent (not subject to VAT) is required to reserve the property and remove it from our availability list.

This amount will be deducted from the first month’s rent once the tenancy agreement is signed.

If the applicant withdraws from the proposed tenancy through no fault of the landlord or agent, all or part of the holding deposit may be retained to cover reasonable costs (which will be fully itemised). If the withdrawal is due to a breach by the landlord or agent, the holding deposit will be returned in full.

The holding deposit demonstrates the applicant’s commitment and allows the landlord to:

• Suspend all advertising
• Inform other applicants that the property is under offer subject to satisfactory references
• Prepare the tenancy agreement
• Commence referencing

Tenancy Agreement

Before the tenancy begins, both landlord and tenant(s) must sign the Assured Periodic Tenancy Agreement(APT), which outlines the obligations of each party. Please note: We act on behalf of the landlord. You will be issued with a sample tenancy agreement in advance; we strongly recommend reading it carefully and seeking independent legal advice if required.

Initial Payments

Once a move‑in date has been agreed and references approved, the tenancy agreement must be signed and the initial funds paid in full (minus any holding deposit already paid):

• Holding Deposit – normally equivalent to one week’s rent, followed by the remaining balance as agreed.
• First month’s rent in advance – calculated as: weekly rent × 52 ÷ 12 = monthly rent

All funds must be cleared before the tenancy can commence. Payment may be made via bank transfer, cash, or banker’s draft.

Managed Properties

Some landlords instruct us to fully manage their properties. If your tenancy is managed, you will be informed prior to move‑in.

All maintenance issues, appliance faults, or property concerns must be reported directly to us. Prompt reporting is essential; failure to report an ongoing issue may result in tenant liability.

Rental Payments

Rent is payable monthly by standing order from the tenant’s bank account to the landlord’s account, except for managed properties where rent is paid to us.

Please note: We are not part of a Client Money Protection (CMP) scheme.

Notice to End a Tenancy

To end your tenancy (subject to the terms of your agreement), you must provide at least two month’s written notice, unless your tenancy agreement specifies otherwise.

Insurance

Tenants are responsible for insuring their own belongings. The landlord cannot be held liable for loss or damage to tenants’ possessions.

Inventory

A detailed inventory and check‑in report will be prepared prior to the tenancy commencing. This document records the condition and contents of the property.

At the end of the tenancy, a check‑out inspection will compare the property’s condition against the original inventory. The inventory clerk will assess whether any changes are due to:

• Tenant damage
• Fair wear and tear
• Landlord maintenance responsibilities

Independent inventories are strongly recommended, as they are viewed more favourably in the event of a dispute.

Deposit Returns

At the end of the tenancy, the landlord or an independent inventory clerk will carry out a final inspection. Any proposed deductions will be discussed with the tenant in line with the deposit protection scheme rules.

Tenant Responsibilities

During the tenancy, tenants are responsible for the general care and security of the property. In colder months, appropriate steps must be taken to prevent frozen pipes or heating issues.

Property Inspections

For managed properties, we will carry out quarterly inspections to ensure the property is being maintained satisfactorily. Appointments will always be arranged at a mutually convenient time.

Council Tax & Utilities

Tenants must notify all utility providers of their occupation at the start of the tenancy and are responsible for all utility charges and council tax.

Students who may be exempt from council tax must inform the Local Authority directly.

VAT

Where applicable, VAT will be charged at the prevailing rate.