Tenant Guide
Our Letting Procedure
We’re delighted that you’re interested in renting one of our properties. To help make the process as smooth as possible, here’s what you can expect:
1. Arrange a Viewing
Give us a call and we’ll be happy to arrange a viewing for the property you’re interested in.
2. View the Property
One of our Lettings team will meet you at the property for your viewing. They’ll be able to answer any questions you have and provide further details about the property and tenancy.
3. Making an Offer
If you’d like to make an offer, we will put this forward to the landlord. When multiple offers are received, all are presented to the landlord for consideration — it’s not a first-come, first-served process.
4. Securing the Property
Once your offer is accepted, we’ll ask for a holding deposit equivalent to one week’s rent to secure the property. Once this is received, we’ll remove the property from the market and cancel any further viewings.
5. Completing Your Application
We’ll send you an application form to complete within 48 hours. Once submitted, we’ll begin reference, credit, and Right to Rent checks.
6. Finalising the Tenancy
Subject to satisfactory checks, we’ll arrange for you to sign the tenancy agreement and make payment of the deposit and the first month’s rent in advance.
7. Move-In Day
It’s time to collect the keys to your new home! On your check-in day, you’ll meet one of our team members at Our office to sign any remaining documents before moving in.
Right to Rent Checks
As part of the letting process, we’re required by law to make sure every tenant has the legal right to rent a home in England.
Don’t worry — this is a simple check that we carry out with all applicants before the tenancy begins. We’ll just need to see some identification and take a quick copy for our records.
What You’ll Need to Provide
If you are a:
• British Citizen
A UK passport (current or expired) is usually all we need.If you don’t have one, there are other accepted documents — please get in touch and we’ll guide you through the options.
• EU, EEA, or Swiss Citizen
Please share your Home Office share code, which allows us to confirm your settled or pre-settled status online.
• International (non-UK) Citizen
We’ll need your Home Office reference number so we can verify your right to rent.
A Few Important Notes
• If we’re unable to confirm your right to rent, we’re legally required to let the Home Office know.
• Unfortunately, we won’t be able to go ahead with the tenancy until the correct documents are provided.
• If documents are found to be invalid or fraudulent, or you don’t provide them in time, your holding deposit will be forfeited.
We understand this process can sometimes feel confusing, but we’re here to help make it as smooth as possible.
If you have any questions about which documents to provide, please contact our team — we’ll be happy to assist.
Moving out
If the property was professionally cleaned when you moved in, then the chances are you will need to arrange for the same to be done when you move out. Whoever is managing the property – be it the estate agent or the landlord – they will want to see a receipt for the cleaning.
It goes without saying that you should leave the property in tip top condition and remove all your belongings, otherwise you risk losing part, or all of your deposit.
Here is a copy of our terms and conditions that you will need to sign once agreeing to let a property through us.
Insurance
The landlord will hold buildings insurance, but it is your responsibility to arrange Tenants Insurance that will cover you in the event of accidental damage to the landlords contents (If any). We recommend that you make arrangements for your own possessions to be covered.
Vacating the property
The property must be professionally cleaned at the end of the tenancy and the garden (if any) left in good seasonal order.
An inventory checkout will be arranged for the day that you are due to leave. If the property or the garden is not left in a satisfactory condition then contract cleaners and/or gardeners will be employed and the cost of this will be deducted from the deposit.
We’re open and transparent with our fee structure, so that you have no nasty surprises. That’s why we’ve included full details of our charges below.
Holding Deposit (per tenancy)
One week’s rent. This is to reserve a property. Please Note: This will be withheld if any relevant person (including any guarantor(s)) withdraw from the tenancy, fail a Right-to-Rent check, provide materially significant false or misleading information, or fail to sign their tenancy agreement (and/or Deed of Guarantee) within 15 calendar days (or other Deadline for Agreement as mutually agreed in writing).
Security Deposit (per tenancy. Rent under £50,000 per year)
A months’ rent. This covers damages or defaults on the part of the tenant during the tenancy.
Security Deposit (per tenancy. Rent of £50,000 or over per year)
A months’ rent. This covers damages or defaults on the part of the tenant during the tenancy.
Unpaid Rent
Interest at 3% above the Bank of England Base Rate from Rent Due Date until paid in order to pursue non-payment of rent. Please Note: This will not be levied until the rent is more than 14 days in arrears.
Lost Key(s) or other Security Device(s)
Tenants are liable to the actual cost of replacing any lost key(s) or other security device(s). If the loss results in locks needing to be changed, the actual costs of a locksmith, new lock and replacement keys for the tenant, landlord any other persons requiring keys will be charged to the tenant. If extra costs are incurred there will be a charge of £15 per hour (inc. VAT) for the time taken replacing lost key(s) or other security device(s).
Variation of Contract (tenant’s request)
£100 per agreed variation. To cover the costs associated with taking the landlord’s instructions as well as the preparation and execution of new legal documents.
Change of Sharer (tenant’s request)
£100 per replacement tenant or any reasonable costs incurred if higher. To cover the costs associated with taking landlord’s instructions, new tenant referencing and Right-to-Rent checks, deposit registration as well as the preparation and execution of new legal documents.
Early Termination (tenant’s request)
Should the tenant wish to leave their contract early, they shall be liable to the landlord’s costs in re-letting the property, such as the tenancy set-up fee, inventory and deposit protection costs, as well as all rent due under the tenancy until the start date of the replacement tenancy. These costs will be no more than the maximum amount of rent outstanding on the tenancy.
Corporate client tenant referencing fee
50% of one months rent, payable by Corporate Client on behalf of the tenant.
Corporate client check-in fee
£120, payable by Corporate Client on behalf of the tenant.
The Deposit
When we manage the property, your deposit will typically be equal to a months rent (and not more). When we only source tenants and a landlord manages their property themselves, the deposit amount may vary. Sometimes the Landlord may choose to protect the deposit themselves. Where we protect the deposit, we use the DPS
Douglas & Dean Letting & Property Management
3 Church Street
Ilfracombe
Devon
EX34 8HA
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