Tenant Guide

If you are a considering renting a property in North Devon we’d love to hear from you!

It’s really worthwhile visiting our office in Ilfracombe if you can – one of our team will sit down with you and take note of your exact requirements. We are a great source of local knowledge and this is something that we’d love to share with you.

If you’re unable to visit Ilfracombe, then either phone or email us. If you are interested in viewing a property, contact us quickly to save any disappointment.

Choosing the area you’d like to live in

Do your research and figure out the specific areas you’d like to rent in. Make a list of the things that are really important to you, like transport links, schools, access to shops and use these to focus your search. Be sure to share your list of ‘must-haves’ and ‘nice-to-haves’ with the local estate agents so they can start working for you.

Dealing with Douglas and Dean

Identify which local agents are marketing the type of property you like in your preferred area/s and make contact with them. Make sure the agent registers you on the system and take care to give them all your contact details – the lettings business is fast-moving and you don’t want to miss out on your ideal property.

Be very clear about when you need to move into your rental property. If you need somewhere urgently, let the agent know. They’ll be sympathetic and will do all they can to find you a suitable place.

Viewing properties

Try to be available and as flexible as possible. Yes, we’ve said it before, but the lettings business is incredibly fast moving and when a good property comes to the market there can be a rush to view and offers are often made immediately. You could miss out if you can’t make yourself available within 24 hours of the agent contacting you.

Don’t necessarily be put off by details in the property. If you don’t like the wall colour, or the sofa isn’t big enough, have a chat with the agent. We encourage our landlords to be flexible and accommodate tenant’s requests whenever possible.

If you want the landlord to undertake any improvement works, or add/remove furniture, put in your request as soon as you decide to make an offer. It can be much harder to get these jobs agreed once you have moved in.

Dotting the I’s and crossing the T’s

We will check with the Landlord if he is happy to accept your application in principle and if so, it is at this time that a holding deposit is paid to us. Once you have passed referencing and signed the tenancy agreement we will invoice you and you will see that the holding deposit will have been credited against your rent allowance.

We will also require you to bring in to our office your passport or photo id (such as photo driving licence), most recent utility bill or bank statement and your three most recent payslips.

Credit checking and referencing is then carried out via a company called Rent4 Sure and a link will be emailed out to you to complete your online application. You will also receive an offer letter along with our full terms and conditions.

Referencing takes around 72 hours to complete and you will receive a call to say that you have been successful (if this is the case) and a date will be agreed for you to move in.

Once in

Find out who is managing your property and make sure you have been given all their contact details. That way, if something goes wrong in the property, you’ll know who to get in touch with.

Look after the property as if it were your own. This reduces the likelihood of disputes over damage when the tenancy comes to an end.

Remember that you should arrange insurance cover for your furnishings and personal property – the landlord is not responsible for insuring these items.

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.

Tenant Terms & Conditions

Welcome to Douglas & Dean Letting and Property Management: the following notes are intended to help you through the application process for your new home, and to explain the procedures of renting a property. If there is anything that you are unsure of, please do not hesitate to ask us to clarify.

Application Process:

All application forms must be completed and signed before an application for a tenancy can be formally considered. Every applicant over the age of 18 is required by law to be referenced and to have a right to rent check.

Tenants Set Up Fee

All applicants are required to provide two forms of identification. This should include a copy of your driving licence or passport, plus one other form of identification linking you to your address such as a utility, phone or council tax bill. A security deposit will be taken equal to a month’s rent before the application can be processed.

Tenancy Agreement

A standard Assured Short hold Tenancy Agreement will be used. Please read this carefully, and make sure that you understand the clauses. It is important that for you to understand that this is a legally binding document and you will be responsible for the property for the full rental period agreed to. If you do not fully understand the Agreement you should take independent legal advice from a solicitor before signing.


Unless specifically agreed by the landlords and Douglas and Dean Letting and Property Management pets ARE NOT permitted in the property. Written permission is required and a £100 pet security deposit is payable before any pets are allowed at the property.

Rental Term

The normal minimum term is 6 months. Other terms are available by negotiation.

Rent Payments

The rent is payable monthly in advance by standing order ONY. In the case of joint tenancies only one standing order can be accepted. NO other means of payment are acceptable.


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.


The agent reserves the right to erect “let by” boards for a short period of time at the start of each new tenancy period for marketing purposes.


If the property that you will be renting is managed we will be required to carry out quarterly inspections. We will always write to you in advance and arrange a suitable time that is convenient with you.

Moving In

Prior to your move in each applicant must sign the Tenancy Agreement and to pay, by bankers draft or ’cleared funds’ the first month’s rent and the balance of any deposit owed.

An inventory and schedule of condition (which forms part of the Tenancy Agreement), will be prepared and you will be handed a copy of the report on the day of your move in. You will have 7 days in which to let us know of any discrepancies, otherwise we will assume you are in full agreement with the inventory document.

Ending a tenancy

Notice to terminate a tenancy must be given in writing one full month in advance and must be in line with the date on the Tenancy Agreement. If the tenant breaks the minimum term of the tenancy they are liable for rent up until Douglas and Dean can find a suitable replacement tenant or the end of the tenancy agreement whichever is sooner. A 50% charge (deducted from any remaining deposit) will also be levied to cover the landlords costs of re letting the property.

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.


Nicola & team from Douglas and Dean offer a very professional service. They are always available either in person or at the end of a phone and deal with any issues either from me or my tenants quickly, efficiently and fairly. You couldn't ask for more. I have no hesitation in recommending them to landlords and tenants alike"
by Nicky
I have used Douglas and Dean “Find & Let Service” for three consecutive house rentals, covering a two year period. I would definitely use them again. As a landlord, I have found the Letting process in the past to be a complicated, time-consuming and stressful process, but Nicola and her team have taken the pressure off, and have managed everything on my behalf very efficiently, and for a very reasonable fee.
by Rob
The property has been marketed promptly and effectively each time... Good advice has been provided regarding rental levels and property management. Viewings, references, credit checks, security deposits tenancy agreements and other relevant paperwork have all been dealt with without any delays or hassle.
by Kathleen

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