In the majority of cases, we’ll handle all aspects of managing the tenancy (as shown below) however, where a landlord wishes to manage the tenancy themselves (commonly known as an ‘unmanaged landlord’), the processes are likely to differ from those stated. Our aim is to provide clarity and support throughout this process to make sure you have a smooth and enjoyable rental experience.

Step 5: Payment of first month’s rent and deposit

Once we’ve received successful references, you’ll be asked for payment:

  • One month’s rent in advance (minus the holding deposit)
  • The equivalent of five week’s rent which will be held by the landlord, or us as a deposit against damages (not to be used as rent). Interest will not be paid on the return of the deposit. The deposit will be returned after the end of the tenancy (to check for possible damage). Any possible damage will be judged against the inventory/schedule of condition of the property.

Step 6: The tenancy agreement

With the exception of properties with rents in excess of £100,000 per annum, the tenancy will be secured by an initial Fixed Term Assured Shorthold Agreement, containing the legal obligations of both tenant and landlord. The fixed period referred to will usually be for a term of six or 12 months (the period being in accordance with the requirements of the parties concerned – this is normally agreed at the ‘offer’ stage as referred to in Step 1).

Unless both parties agree to vary the length of the term during the tenancy, neither the landlord or tenant are able to terminate until the end of the initial fixed period.

In most cases, the tenancy agreement will be sent to the prospective tenant(s) to sign electronically. We will usually sign the tenancy agreement on the landlord’s behalf.

Before signing the tenancy agreement the prospective tenant(s) will have received copies of the following documents:

  • Copy of the Energy Performance Certificate (EPC)
  • Copy of the Gas Safety Certificate (GSC) if applicable.
  • Copy of the Electrical Installation Condition Report (EICR)
  • Copy of the government’s ‘How To Rent Guide’
  • Copy of the deposit scheme leaflet for the scheme that the deposit has been registered with.

Please be aware that everybody intending to reside at the property over the age of 18 must be party to the agreement. And after taking possession, no one should be allowed to move into the property without first obtaining written permission from us or the Landlord.

Step 7: Moving day

An inventory / schedule of condition will be carried out by an independent inventory clerk at the start of the tenancy, usually followed by a ‘check-in appointment’.

During the check-in appointment the clerk will hand the keys to you and will normally show you where the utility meters are. You should receive a copy of the inventory within 72 hours, and you will usually have seven days to raise any discrepancies against the inventory if necessary.

You will be responsible for all utility and council tax bills from and including the start date of the tenancy. It’s important that meter readings are taken, and that the relevant authorities are informed to ensure a smooth transition of utility accounts.

Step 8: Continuation of the tenancy

We will write to the landlord and tenant(s) asking if they wish the tenancy to continue at the end of the initial fixed term.  There are two options available to continue the tenancy at the end of the initial fixed period:

  • A new fixed period / tenancy renewal - If greater security is required, a new fixed term shorthold tenancy is the better of the two options. A new agreement will be necessary, following a similar process as for the previous agreement.
  • A periodic tenancy - Where the parties wish to continue the tenancy but one or both decide that they do not want to commit to another fixed period, the original agreement can be converted to a contractually periodic tenancy. Under a contractually periodic tenancy, notice can be given at any time by either party, in the landlord’s case by giving a minimum of two months prior notice and in the tenant’s case, a minimum of one month.


We hope this step-by-step guide gives a clear understanding of our rental process. Of course, this is only a guide and individual circumstances may vary. If you have any queries or require additional information, feel free to contact a member of our team. We’re always happy to help.