Tenant Guide

  1. Referencing Procedure
  2. Holding Deposit
  3. Tenancy Agreement
  4. Payment
  5. Managed Properties
  6. Rental Payment
  7. Notice to end a tenancy
  8. Inventory
  9. Deposit Returns
  10. Tenants’ obligations
  11. Property Inspection
  12. Costs and charges for tenants

Referencing Procedure

As soon as a suitable property has been found, you will need to provide evidence for referencing, here is an example of just a few of the references sought:

  • Confirmation of employment, salary confirmation.
  • Personal & Photographic identification (passport or driving licence).
  • Previous Landlord references.
  • Students (Guarantor or proof or funding).
  • Self-Employed (Accountants references, trading details etc)

Holding Deposit

A holding deposit of £300.00 (no VAT) will 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 due, should the tenant withdraw from the proposed letting, through no fault of the landlord or the agent, all of the 'Holding Deposit' will be retained. 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:
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

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 six or 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.
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.


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 normally equal to one month’s rent.
  • The first month’s rent in advance. (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 banker’s draft, cash or paid directly into our client bank account and showing as cleared.

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.

Rental Payment

Rental payments are always made by standing order from the tenants’ bank account to the landlord’s bank account, with the exception of managed properties whereby the rental payment is made to us.

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, unless otherwise specified in your specific tenancy agreement.

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.


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.

Deposit Returns

When your tenancy ends and all keys handed back, an inspection of the property will be carried out, either by the landlord or landlord’s agents.

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 months steps are taken to prevent freezing of the water and heating system.

Property Inspection

If we are instructed as managing agents for your property, we will carry out quarterly 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.

Costs and charges for Tenants

As well as paying rent, as agreed, you will also have to pay the following:




Tenancy Agreement Fee (tenant share £220 (ex VAT) Contract negotiation (amending and agreeing terms) and arranging the tenancy and agreement
Permitted Occupant Check Fee £30 (ex VAT)per occupant over 18 (we must check every occupant over 18 has the legal right to rent in the UK
Reference Fee £40 (ex VAT) per tenant. Processing the application and referencing
Bank Reference Fee Refer to your bank as charges may vary £40 (ex VAT) per guarantor (if required) covering referencing and the tenancy agreement
Guarantor Fee Equivalent to 4-6 weeks rent (unless otherwise agreed)
Deposit Protection Fee (Tenant's share) This will be protected in the Tenancy Deposit Scheme (if an AST) and may be returned at the end of the tenancy £40 (ex VAT) for the registration of your deposit with the Tenancy Deposit
Check in/ out £60 (ex VAT) payable in advance for checking and checking out the property, including the notification of utility companies.
Advance Rental Equivalent 4-6 week’s rental (unless otherwise agreed)

Check in/ out £60 (ex VAT) payable in advance for checking and checking out the property, including the notification of utility companies.

Advance Rental Equivalent 4-6 week’s rental (unless otherwise agreed)




Tenancy Amendment fee £220 (ex VAT) Contract negotiation, amending terms and updating your tenancy agreement during your tenancy, including any change of tenant




Unpaid Rent / Returned Payments Interest at 4% above Bank of England Base Rate from date due
Professional Cleaning As per the charge of the cleaning company. The charge will be deducted from the Security Deposit if this has not been carried out at the end of the tenancy. Only charged where professional cleaning is necessary to return the property to the same condition as at the start of the tenancy. (Prices depends on size of the property)

Has your property's value increased? Call 0208 805 5457