Whilst you are looking for a tenant

Property Match (UK)

Checklist for dealing with tenant applications

Process checklist for handling applications by prospective tenants - for rentals in England and Wales

Things YOU as the landlord should first do:

If your property is subject to an existing mortgage, you must obtain permission from the lender that you can let the property.

If your property is leasehold, you should also ensure you have permission from the ground landlord that you may let your property out.

If you don't already have one, engage a solicitor to be ready to draw up a tenancy agreement on your behalf. Please note you may be asked by them to prove your identity, before they can act for you, so do not leave this until time is short.

Make sure you have obtained your Energy Performance Certificate for the property to be let. This is a new legal requirement. To order one right away using our approved pack providers. Click: Get EPC only.

For general price information see our Charges page.

Whenever you show the property, make sure that the viewers see the Energy Performance Graphs (or the EPC)

at the property and provide them with any other relevant information they may request about the accommodation.

Check the property is fitted with an approved smoke alarm system. A mains connected system is the current day preference but check that your alarm complies with minimum standards..

If the property has any gas appliances, check you have a valid CORGI gas certificate.

Check all furniture meets the appropriate minimum fire retardant requirements.

Arrange Landlords property insurance and also Landlords liability insurance.

Contents insurance is optional but also worth getting.

If you have not already done so, join a Tenancy Deposit Scheme so that you can legally hold the recommended 6 weeks rent deposit.

Possible approved organizations are e.g. : www.mydeposits.co.uk or www.depositprotection.com

Whilst the property is actually let, be ready to deal with any repairs the tenants notifies you about promptly. Have suitable contractors available to inspect and give quotes as swiftly as possible. Have some that can also deal with emergency repairs as and when instructed by you.

After a viewing, if there are tenants keen to take a tenancy,

do the following with ALL tenant's offers received and before accepting any offer.

(You may prefer to open a filing wallet for each prospective tenant making offers).

Tick when done

Once you have someone to take a tenancy do the following.

Ask for their:

•Names and addresses:
•Status (e.g. single, married divorced):
•Where they work + length of service:
•Verify their offer of rent VERBALLY.
•Then ask for the offer in writing with the name and address of the tenant's legal adviser (if any).
•Agree when and how often the rent is to be paid and whether it can be paid by standing order (the preferred option).
•If you think you will need a person to stand as surety for the rent, also ask for this in writing at this stage.
•Once you have received details of the proposed tenants surety arrangements (if any) decide (assuming there are any other tenant's offers to consider) which one is the one you are minded to accept.
•Collect a fee from the successful applicant to cover getting a credit check on them via The National Landlords Association (or similar):
•Make the application for the proposed tenant's credit check.
ACCEPTING the preferred tenant:
•Once the credit check has returned as successful...
•Offer the tenancy verbally 'Subject to Contract' and then confirm your offer in writing, clearly marking the letter Subject to Contract.
•Include in your letter to the new tenant(s), the name, address and telephone number of your solicitor (or person drawing up the shorthold tenancy agreement).
•REJECT all subsequent offers as the property is now let, Subject to Contract.
•Write to your solicitor instructing them to grant the tenancy.
•Give the tenant's contact details, name, address and telephone number.
•Give them the rent payable, the commencement date and any special conditions agreed, e.g. any surety, no smoking, no pets. Tell them how much deposit is to be taken on completion and how the deposit will be legally held i.e. what tenant's deposit scheme is being used. Provide a copy of the EPC for attachment to the tenancy.
•Ask for written acknowledgment that they will deal with the matter for you.
•Finally write to the tenant's advisors (if any) to confirm they should be hearing from your solicitor.
You should continue to monitor progress week by week, checking with all parties.
Doing this correctly will keep you in touch with how things are going.
Worthwhile savings can be made by doing this work yourself.
We hope you enjoy letting direct.