routine actions on moving in a tenant

1. Routine Actions
Principles of Lettings Online

2. Routine Actions When
Creating a Tenancy
• Alongside the routine documents, there are
also several routine actions when creating a
tenancy
• A checklist or diary system will ensure you
don’t forget anything
• It’s far easier to do things at the start of the
tenancy as opposed to mid way through
(such as dealing with utility companies)

3. Final Negotiations
Agree final terms of the
agreement such as:
• Rent payable
• Terms of contract
• Items included, such as
furniture
• Move in date

4. Legal Documents
• If taking a holding deposit, ensure
receipt given
• Draft tenancy and send to tenant (and
any guarantor) in advance of signing to
provide ample time for consideration
• Provide tenant with ‘How to Rent’ guide
• Commission or carry out a
comprehensive inventory of the
property

5. Actions on Check In
• Before handing over key, ensure
outstanding rent, deposit, and fees are
paid
• Sign tenancy and guarantor form
(must be witnessed)
• Get the tenants signature to confirm
they have received the relevant
documents to ensure you are
compliant with the Deregulation Act ‘15
Current Deregulation Act requirements are: How to
Rent guide, copy of EPC, copy of current Gas Safety
Certificate

6. Tenancy Deposit
Requirements
Landlords taking a security deposit must:
• Protect the deposit with an approved government
scheme within 30 days of receiving it.
• Issue the tenant with the prescribed information,
any scheme leaflet or terms and conditions, and
the deposit protection certificate within 30 days of
receiving the deposit.
• The tenant must be given the ‘opportunity’ to sign
the prescribed information.

7. Available Schemes
DPS provide both a custodial (free scheme) and
An insurance scheme (fee payable)
My deposits provide an insurance scheme only
TDS provide an insurance scheme only

8. The RLA Scheme
• The RLA are working in partnership with the
TDS to provide deposit guard.
• Discounted insurance based deposit
protection for members only

9. Tenancy Deposits –
Failure to Comply
Failure to protect the deposit within 30 days
of receiving it and issue the prescribed
information, scheme leaflet and deposit
protection certificate carries two penalties:
• Inability to rely on a S21
• Availability for tenants to sue for financial
penalty of up to 3 times the deposit.

10. Transfer Utilities
• Landlords are obliged to notify
the water company of the new
occupiers
• Highly recommended to take
meter readings and notify gas
and electric companies of new
occupiers (to avoid being liable
yourself)
• Highly recommended to notify
council tax of new occupiers (to
avoid being liable yourself)

11. Welcome Packs
To avoid confusion (and work for you!) it’s beneficial to
provide a welcome back with useful information to
tenants to include:
• Location of stop tap
• Instruction manuals for heating and any appliances
supplied
• Location of fuse box
• How to increase pressure on combination boilers
• Emergency contact details and preferred contact for
repairs
• How and where to pay rent