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Tenants: The application process


Once you have found a property that you would like to rent and you have had your offer accepted by the landlord, we ask that you pay the appropriate holding fee, and complete a referencing form online. If you do not have internet access, we can do this for you here in the office, by special arrangement only. Everyone over the age of 18 who will be living in the property needs to undergo referencing. We will also require one proof of identification and one of residency (which must be less than three months old) from each of the following lists:

Proof of identity:

  • Full passport
  • Identity card
  • Full driving licence

Proof of residency:

  • Council tax bill
  • Utility bill
  • Mortgage statement
  • Bank statement
  • Credit card statement

When we have received your completed forms and the holding fee has cleared into our account, the property will be marked as ‘Under Offer’ pending satisfactory references. Please note that there is no binding contract for either party to grant a tenancy until both parties have signed the tenancy agreement.

Referencing is carried out by a professional referencing company. It takes the form of a credit check; right to rent check, employer’s reference and previous landlord or mortgagee where applicable. If you are self-employed appropriate searches will be undertaken and your accountants will be contacted.


Ideally you should be in permanent employment and the combined annual income of all those responsible for the rent must exceed 30x the monthly rental.  For example - rental of £600pcm x 30 = an income of £18,000.  This income must be confirmed by your employer as your annual salary. Earnings from zero hours, commission, benefits or temporary contracts are not taken into consideration. This is for guidance only. Even if you meet these criteria you should not assume that you will automatically pass the referencing process.

If your confirmed annual income does not meet this requirement then a tenancy may still be granted if you can provide someone who will agree to guarantee your rent. This is usually a relative or close friend.  The guarantor will also be required to provide proof of identity and residency and they will need to be referenced to establish that their earnings are sufficient to guarantee your rent as well as their own costs.   They must be earning at least 36x the monthly rental. For example - rental of £600pcm x 36 = an income of £21,600 is required for the guarantor. They will need to be resident in the UK and hold a current UK passport.

Please note that all persons named on the Tenancy Agreement, including any guarantors where applicable, must sign the Tenancy Agreement in full at the check in appointment. If any persons are unable to attend the check in appointment as detailed above, you must let us know immediately so that we may make an appointment for them to come into the office to sign the relevant paperwork before the check in appointment.

"Right to Rent" checks

All persons named as the tenant or who reside at the property as an occupier whether named in the Tenancy Agreement or not must provide a valid passport and visa or work permit to the landlord or the Agent prior to taking occupation of the property. To avoid doubt if any person forming the tenant or the occupier fails to comply the landlord or the agent are required to refuse application and tenancy.

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Holding fee

In consideration of the landlord agreeing to hold the property for you, we ask for the equivalent of one week’s rents as a holding fee. Once this fee has been received, we will start the referencing process. We can only accept one holding fee for one property at any one time. The property will be taken off the market when we receive this holding fee and will show as let agreed, until you check into the property.

Neil Douglas reserve the right to withhold this fee if the tenant is found to have provided false or misleading information which reasonably affects our decision to let the property to them. This includes:

  • Misrepresenting your income
  • Having undisclosed CCJ's or bankruptcy
  • Having negative references from previous landlords/agents
  • Fail a right to rent check

If you were to pass referencing and then withdraw from the proposed agreement (decide not to let) or fail to take all reasonable steps to enter an agreement i.e. not responding to reasonable requests for information required to progress the agreement, when the landlord has done so, we will also be entitled to retain the holding fee. We will set out in writing our reasons for doing so within 7 days of deciding not to enter into the agreement.

At the commencement of the tenancy, the holding fee will be used as payment towards the monies due at check-in.

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