The Lettings Process
The lettings process
We understand that every move is different; whether you are moving for the first time, for employment or education. Whatever your reason for moving we promise to work flexibly with you in order to understand your move so that we can tailor your property search & referencing procedure to suit you.
Stage 1: Finding the right property for you.
Establishing your budget
Rents are quoted on a weekly and calendar month basis. Calendar month rent is calculated by multiplying weekly rent by the total of 52 weeks in a year and then dividing it by 12 months.
In addition to the rent, tenants are usually responsible for Council Tax, Water Rates, Gas, Electricity and Telephone/internet costs. Take the time to work out your budget before searching online for property. You want to leave yourself enough money to live on and enjoy yourself with.
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All rents are payable by bank standing order to our company bank account. Normally rents are raised due on the 1st of the month and paid in advance. Our lettings team will discuss with you your payment schedule and we can adapt the payment dates to suit your income.
Applicants should be aware that in order to satisfy the criteria of our referencing system, your take home pay income should be equivalent to 2 ½ x monthly rent.
Where a tenant is unable to meet the required income, the tenant may have a Guarantor who agrees to underwrite any rent liabilities and can be supported with a suitable Guarantor.
A good property speaks for itself
In most cases you will have seen one of our properties advertised online before we first have contact. You will have scrolled through countless properties before clicking through to enquire further.
Here are just a few things to think about when searching for your next move such as the location you would like to live in and what is important to you or your family.
- Value for money – within budget.
- Close to work place.
- Transportation – cycle lanes, bus stops, train stations, motorways.
- Close to local amenities – supermarkets, shops, health centres, post office
- Leisure activities – gyms, parks & open spaces.
- Near preferred day care centres, schools or Universities.
We have years of experience in renting property and we will discuss with you what your priorities are so that you can cut straight to the properties that fit your bill.
The Government have created this handy guide to help tenants. Access the most recent version of the ‘How to Rent guide’ here.
We understand that every application is slightly different – You may require a Guarantor if:
- You are not in full time employment, or take home pay is less than 2.5 x the monthly Rental amount agreed
- You have no history of renting previously or cannot provide a previous Landlord reference
- You have a poor credit rating
- You have been in a new job less than 6 months
The Guarantor will be a trusted third party, such as a parent, guardian or close relative, who agrees to pay your rent if you fail to pay it, the Guarantor must earn in excess of £25,000 per year, or at least 36 x the monthly rental agreed and ideally be a homeowner. The Guarantor will be credit checked as part of the application process, so it’s important to ask them in advance. Your Landlord can take legal action to recover any unpaid rent directly from your Guarantor if you don’t pay your rent.
Stage 2: Viewing & securing a property
We always encourage people to view as many properties as they can within their time frame. That way you will become a mini expert and you will easily be able to tell the difference between rental properties that represent good value based upon condition, decoration, what’s included, size, layout, location, rental price etc.
Many of our properties may still have people living in them and we will need to gain consent first by giving the existing tenant at least 24 hours notice before visiting the property.
We know our properties inside out and at your viewing we will be able to answer any questions you may have. Any questions just fire away. We will also give you handy information, advice and tips on important matters such as heating controls, utilities, TV & internet connection, transport links, bus routes, schools, health centres even our favourite cafes.
Following your viewing should you have any further questions we will be on hand to answer them either by phone or email – Any questions just ask and if you want a second viewing of the property possibly with a relative or friend for that second opinion then we can set that up for you too.
Once you’ve seen a property you like and we’ve gone through an enquiry form to understand your housing needs we will arrange an accompanied viewing. We understand that life is busy and work patterns vary which is why we can arrange viewings at a time to suit you.
If we have several properties that fit your criteria we can arrange viewings of multiple properties in one day so that you can save time and view as many properties in your chosen time frame. On average a tenant will view 9 properties before deciding which property best suits their needs.
Stage 3: Application procedure, references & credit checks
Great! Now that you've found your new home, you will need to fill out an application form.
Once you have found a property that is suitable to you and you wish to apply we will need you to fill out and submit an application form. This can be done online or by paper form and we will email you full instructions on how to fill out your application form.
We have created a simple and straight forward application procedure to get you moving.
At this stage we will raise due a 1 week holding deposit to secure the property, we will cease marketing of the property and we will stop all scheduled viewings on the property while we carry out your referencing procedure.
Holding deposits are limited to a maximum of 1 week’s rent and subject to statutory legislation on the repayment should the tenancy not go ahead:
- The landlord has 15 days to make a decision once a holding deposit is taken.
- If the tenancy does not go ahead then the money must be repaid in full with 7 days of the deadline being reached.
- Repayment does not need to be in full if the tenant backs out of the tenancy agreement themselves, fails right to rent checks, has provided false or misleading information, or where the landlord tries their best to get the information needed but the tenant fails to provide it within the 15 days.
- If the tenancy does go ahead, the holding deposit must be returned within 7 days of agreement, unless it is converted into part payment of the actual deposit or used towards the initial rent payment.
You will need to submit a fully completed and signed application form so that we can conduct our references.
In addition to your application form you will need to submit the following supporting documents.
- Valid Original Passport
- One additional original photographic ID document (Drivers License, Citizen Card, student ID number)
- Evidence of ‘Right to Rent’: Visa, Residency Permit, Biometric Residency Card (if applicable)
- Proof of address (Utility bill, Bank statement, Drivers Licence, Council Tax Bill, Hospital Letter)
- Three months of complete current bank Statements & payslips. 3 full months including up to date of application.
- Benefit Entitlement Letters/statements from DWP, Job Centre, Benefit Services or Universal Credit (if applicable)
We will conduct references based on the information in your application form. These will normally include your employer, current and previous landlord, a character reference and a credit check.
Your bank statements and payslips will be used to establish affordability and to confirm your ID as part of our ‘right to rent checks’.
In the interest of both parties we aim to complete all applications as quickly as possible, this usually takes around 3-5 working days but delays often occur when waiting for employer or landlord references to be returned.
Stage 4: The Tenancy agreement, initial rent payment & deposit
Upon completion of your referencing procedure we will write to you detailing our rental decision.
At this point we can confirm tenancy start dates and times in which to carry out the ‘check in’ appointment.
We will draft your tenancy agreement and send it out to you via email and through the post for you to read through. You will be given as much time as needed to read through your tenancy agreement and should you have any questions at this point you can contact our office. Once you are satisfied we will then arrange a suitable date and time to meet at our office or at the property to carry out the tenancy signings ‘check in’ appointment.
At this stage we will raise due your Initial payment of rent this is normally the remainder of the month and the 1st full months rent. Your 1 week holding deposit will be converted into part payment of rent.
We will also raise due your security Deposit.
Deposits are capped at a maximum of five week’s rent and are required on all properties. The deposit is held to cover damage, breakages, and any other liabilities under the terms of your tenancy agreement. Please note that under no circumstances can the deposit be used by the tenant to cover rent.
Under the provisions of the United Kingdom Housing Act 2004 every landlord or letting agent that takes a deposit for an assured shorthold tenancy in England and Wales must join a Government approved tenancy deposit scheme.
All deposits paid to CA Properties are transferred to a separate client account. Your deposit is then secured with the Tenancy Deposit Scheme (TDS) and you will receive a certificate, leaflet hand out and signed prescribed information so that you can be confident that your deposit is held safe & securely.
Your deposit will be returned to you by bank transfer straight into your account at the end of the tenancy as longs as you have paid all rent up to date, removed your items, satisfactory cleanliness and provided confirmation of final utility bills paid.
Stage 5: Moving in day
The day has finally come to take your keys and move into your new home.
After we have signed your tenancy agreements and other supporting documents such as the deposit protection and we have received your initial opening balance you will be handed the keys to your new home.
We will contact the energy companies and council tax department on your behalf to inform them of incoming meter reads and tenancy start date.
You should consider taking out contents insurance to cover your valuables and now is a good time to compare the market for cheap energy and broadband deals. Fixing in on energy tariffs will save you £££’s so check out moneysavingexpert.com here for advice on cutting your household bills
Stage 6 living in your property
It is our position to make sure you get the most out of living in your new home and during your tenancy should you have any queries or questions just get in touch.
It is important to remember that your tenancy is a contractual agreement which makes you and anyone named on the agreement legally responsible as tenants.
You can refer to your tenant handbook for more information on living in your property and see our handy FAQ’s here.
Here a just a few of the things you are responsible for as a tenant.
- Paying the rent in full on the agreed due date
- Keeping the property clean & tidy and in good condition
- Reporting repairs promptly
- Opening windows and using extractor fans for ventilation and adequately heating your property to avoid build up of moisture which could lead to condensation, mould and mildew.
- Paying for duplicate keys
- Changing bulbs and fuses
- Allowing quite enjoyment for other residents and your neighbours
You can refer to your tenant handbook for more information on living in your property and see our handy FAQ’s here.
Stage 7: Moving out of your property
Over time your housing needs may change and when the time comes to move out of your property, either due to a decision made by yourself or you have reached the end of a tenancy agreement, it’s important to understand your options to make an informed decision on your next move.
The first step will be to refer to your tenancy agreement and read section Paragraph A2 on page 2 which details your notice period and how to terminate your tenancy.
If you are coming to the end of your tenancy and would like more information about the process contact our property management team today on 0113 277 1117.