Dear future tenant below you can find a step by step guide on the letting, move in and move out processes as well as a list of the typical fees & costs that apply when renting a property with us.
As there may be differences based on your circumstances and/or the landlord’s instructions, please seek further advice from our Lettings Team.
Please note that we will never charge you for viewings.
Step 1 - Putting an offer forward
After viewing a property, and provided you wish to rent it, you need to put your offer in writing. This Offer Letter (email) should outline your main requirements in terms of: rent amount, move in date, length of tenancy, break clause etc. This offer will be put forward to the landlord along with a short description of your profile. Once the landlord accepts your offer you need to pay the Holding Deposit.
Step 2 - Securing the property
After having agreed the basic terms of your tenancy in writing, you will be asked to pay a Holding Deposit of 2 weeks’ rent. This is not an extra payment, but a payment in advance that shows your commitment to the flat which will account towards the full amount that needs to be paid before your move in. Please note that in case you change your mind and decide not to go ahead with the tenancy this holding deposit WILL NOT be returned to you whereas in case the landlord decides not to go ahead with the tenancy, this holding deposit WILL BE returned to you. Paying this holding deposit ensures that the flat will be taken off the market and no further viewings will be carried out while your references are collected and checked.
Step 3 - Collecting the references
After receiving the Holding Deposit and within 7 calendar days after we have received the Holding Deposit we need to be provided with the respective references, that include but are not limited to the following:
Copy of passport
3 most recent bank statements (showing full name, home address, income)
Previous landlord reference (contact details, so we can obtain a reference directly from them)
Employer’s reference stating annual salary / last year’s tax return (where applicable)
University letter confirming enrolment (where applicable)
Guarantor’s references and form (where applicable)
Step 4 – Checking the references
After collecting the references, we make sure to thoroughly check everything as soon as possible. We typically provide our prospect tenants with a final response on their offer within 48 hours. Provided that the references are satisfactory we move on to the preparation of the tenancy agreement. There is no cost if you fail our reference check. Typically, when failing our reference check, and provided there are no further implications or rent loss, your holding deposit is returned to you.
Step 5 – Signing the tenancy agreement & moving in
After checking the references and provided they are satisfactory, you will be provided with an electronic copy of the tenancy agreement which you will give the opportunity to go through it at your own time and pace, so you can thoroughly read and check it.
Once everything is checked and all parties involved have agreed the terms the agreement can be signed.
Prior to the signing of the tenancy agreement any outstanding balance needs to be paid.
After everything has been paid and signed a hard copy of the tenancy agreement along with the keys to the flat is handed to you on your move in date and you can move in your new home.
In terms of fees and payments we typically require the following:
A one-off Administration Fee of one week’s rent + 20% VAT, which includes but is not limited to, the following services:
Reference collection & check from employer and landlord
Immigration & Visas check
Financial credit check
Collection and check of any required information in order to assess affordability
Tenancy agreement and terms negotiation between tenant and landlord
Guarantor’s references collection and checking, where applicable
Preparation of Tenancy Agreement
Ensuring that the property is professionally cleaned and inventoried
Registration of the Deposit with the Tenancy Deposit Scheme (TDS)
Opening of accounts with the different energy suppliers, Thames Water and Council Tax, where applicable
Continuous support and advice throughout the tenancy
We typically require the following payments to be made at the latest 48 hours before the agreed move in date:
1 month’s rent in advance (students without a UK based guarantor are required to pay 6 months’ rent in advance)
6 weeks’ rent as safety deposit, which will be registered with the TDS
During tenancy costs:
Below you will find a list, that includes but is not limited to, of possible costs that may occur during your tenancy:
Renewal/Extension Fee: £180.00 (VAT inclusive)
Change of name of Tenant: £240.00 (VAT inclusive)
Maintenance issues: £00.00 we do not charge for maintenance call outs unless proven that the damage was caused by tenants’ misuse
Late Rent Notice: £30.00 (VAT inclusive) for each email / letter sent out
End of tenancy / Move out costs:
The sets of keys you were provided with, should be returned to our office by 12.00pm on the day of your moveout
Before vacating the flat you should go through your Check in Inventory Report very carefully and repair or replace anything that was damaged by you, in order to avoid any charges. A safe way to make sure that there will not be any extra charges is to ensure that everything in the flat is as described (or as close as possible) as in the Check In inventory
Make sure that all lights are in working order; if there are bulbs not working you will be charged for the replacement cost
As soon as you vacate the flat, we will have it professionally cleaned and then take the Check Out Inventory; you will cover the cost of both these services
Below you will find a list, that includes but is not limited to, of costs that will occur during your move out process:
Professional Cleaning*: £120.00 - £220.00 (VAT inclusive) depending on size of flat
Carpet Cleaning: £50.00 - £250.00 (VAT inclusive) depending on room size, where applicable
Check Out Inventory: £120.00 - £260.00 (VAT inclusive) depending on size of flat
(*additional cleaning charges may occur depending on the state of flat and its contents upon move out)
Returning the Safety Deposit
The 6 weeks’ safety deposit which is requested at the start of your tenancy is returned to you at the end of the tenancy and is registered and protected from the Tenancy Deposit Scheme throughout your tenancy.
After we have received the Check Out Inventory Report you will be provided with a detailed break-down of any repairs or costs that will be deducted from your safety deposit and your deposit will be refunded
The deposit break-down and refund will take place within 14 calendar days of your moving out date
You will also be asked to terminate all your Utilities', TV licence, Internet, Council Tax accounts etc. as soon as you vacate the flat
In order for us to safely return your deposit you will be asked to provide us with the following information:
Account holder name:
Account Sort code:
If you require any further information or advice, please do not hesitate to contact our Lettings Team on 0207 229 9917