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LOGO Property Specialist

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Tenant Guide

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

Referencing Procedure

Once you find a property you like, you will need to complete reference application forms. We utilise the services of UK Tenant Data, a credit-referencing agency to take up the following references.

  • Confirmation of employment status and salary 
  • Personal & Photographic identification (passport or driving licence)
  • Previous Landlord references
  • Students (Guarantor and proof or funding in all cases)
  • Self-Employed (Accountants references, trading details etc)
  • Housing Benefit, DSS applicants (Guarantor in all cases)

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Holding Deposit

A holding deposit of half of the 1st month's will be required if the move in day exceeds 14 days.  This will be required on acceptance/decision from UK Tenant Data and ourselves. 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.  However, 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 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 once the offer has been verbally agreed and will secure the property for you subject to satisfactory references being received on behalf of all applicable tenants.

The application fee covers credit referencing and administrative paperwork and varies in price.  depending on the rental value of the property and personal circumstances.  Please note a guarantor will not pay any more than £30.00+VAT.

These fees are fully refundable in the event of the landlord withdrawing from the deal.


All prices are subject to VAT at the current rate of 20%

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 and embarassment.

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Tenancy Agreement

Both the Landlord/ourselves and tenant/s will be required to sign a tenancy agreement prior to the tenancy commencing, the agreement outlines the tenant, landlord and our obligations.

Generally, most tenancies run for a period of 6 months, we will contact you prior to 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 required documentation. It is important you note that the agreement is made between landlord and tenant, we act for the landlord only.  Please note, there will be a small administration charge for this. 

By legal requirement we will issue you with a sample 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 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 1 month's rent. Some properties require the equivalent of 6 weeks rent
  • The first months 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 bankers draft, cash or paid directly into our client bank account and showing as cleared.

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Managed Properties

Most of our properties are full managed and we will inform you of this prior to your tenancy commencing. Any faults with appliances or problems within the property will need to be reported to us by you and we will deal with them as quickly and efficiently as possible. Failure to report may result in unnecessary costs being incurred from a contractor, which may in turn mean these being passed onto yourself as the tenant. It is essential you keep us informed at all times.

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Rental Payment

Rental payments are always made by standing order from the tenants’ bank account to the landlord’s or ourselves. 

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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's notice in writing of your intention to leave, unless otherwise specified in your specific tenancy agreement.

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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 report will 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.

Normally an inventory of the property condition, furniture and fittings and effects will be prepared by the landlord or ourselves prior to the tenancy commencing. The inventory is checked and agreed between the tenant and the landlord/us 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 ourselves.  The result in this will determine whether you will be entitled to a full refund or any monies will be held to cover rent arrears and/or any damage to the property All Deposits are held in the DPS - The Deposit Protection Scheme. A full prescribed information sheets is provided at the onset of a tenancy and all terms and conditions relating to this is provided.

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

Some normal daily activities can produce a lot of moist air very quickly.  To minimise the risk of condensation/damp, all tenants are required to ventiliate the property adequately.  Condensation is less likely to form in warm and well ventilated houses.


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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Property Inspection

If we are instructed as managing agents for your property, we will carry out periodic inspections to assess the condition of the property and to ensure that you are complying with the terms and conditions of your tenancy agreement and maintaining the property and it's gardens to a satisfactory and acceptable standard. We will always arrange this with you at a mutually convenient time.

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Council Tax & Utilities

We will inform the utility companies of your occupation of the property at the commencement of the tenancy, and the Local Authority of your responsibility to pay council tax. All tenants, who may be exempt from the payment of council tax, are responsible for informing the Local Authority of this themselves. 

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