NEW TENANTS: INFORMATION

How to enquire about a property

Complete the property enquiry form via the Enquire about this property button on the advert for the property that you wish to enquire about, or the Property enquiry button on the Contract us page.

Property enquiries should be submitted via the form, and all questions answered fully as this will allow your enquiry to be dealt with as efficiently as possible. A viewing will not be arranged until the required information in the property enquiry form is received.

If you call to enquire about a property you will be asked by reception to provide details of the property that you are enquiring about, your full name and contact details and a property manager will contact you as soon as possible – only a property manager who knows the property will deal with your enquiry. This may take 24 hours. You will then be required to answer the questions in the property enquiry form before a viewing is arranged.

How to arrange a viewing

When you enquire about a property (see How to enquire about a property) you will be required to complete a set of mandatory questions, including details of your availability for viewings. Once your answers to the property enquiry questions have been reviewed a property manager will contact you to: agree a viewing appointment or to advise you if the property is no longer available or not suitable for your requirements. Property adverts are updated regularly but it is unavoidable that enquires will sometimes be received for properties that are no longer available due to a recent offer.

How to make an offer on a property after a viewing

Offers will only be accepted from prospective tenants who have viewed the property or where someone acting on the prospective tenant’s behalf (e.g. relocation agent) has viewed the property.

Please note that until the short assured tenancy agreement is signed by all parties and required rental and deposit sums received, the let cannot be confirmed.

To make an offer on a property, complete the Extra Mile Property Solutions tenant application form, provide copies of your identification and pay a holding deposit. The completed application from must be returned to Extra Mile Property Solutions at the email address provided in the form. Copies of identification (passport, UK driving licence or similar) for all tenants must be emailed to Extra Mile Property Solutions and all prospective tenants must complete the application form. If you are unable to complete the form electronically you will be asked to provide the required information over the phone and this may delay your application as this can only be completed by a property manager.

A holding deposit must be paid to Extra Mile Property Solutions. The property will continue to be marketed and shown to other prospective tenants until a holding deposit and corresponding application form is received. Once a holding deposit and completed application form is received the property will be placed under offer and no further viewings will be conducted until the application process is complete and it has been confirmed whether the tenancy will proceed.

Where more than one holding deposit is received the property manager will accept the deposit from the prospective tenant(s) who paid first or who is considered most suitable and the other tenant’s holding deposit will be refunded. Cash and/or card payment fees will not be refunded under any circumstances. On receipt of a holding deposit and completed application form the prospective tenant(s) will be required to undergo credit and reference checking. Please refer to Credit and reference checks.

If you decide not to go ahead with the let for any reason other than not meeting our credit and referencing scoring criteria, you will lose your holding deposit (it will not be refunded) and the property will be re-advertised. Cash and/or card payment fees will not be refunded under any circumstances.

Credit and reference checks

On receipt of a holding deposit and completed application form the prospective tenant(s) will be required to undergo credit and reference checking.

Please email your current landlord(s) and employer(s) and let them know that they will be receiving an email from LettingRef or Extra Mile Property Solutions.

Failure to complete the required information for credit and reference checking purposes within 2 working days will result in the application being abandoned and the property will be re-advertised. The holding deposit paid will not be refunded and will be used to cover the costs incurred for agent time and remarketing.

Once the results of the credit and reference checks are available you will be contacted to arrange the next step. In most cases this will be signing the relevant documentation for the let. However, if your credit and referencing score does not meet the required criteria, you will have to arrange a guarantor to proceed with the let. The guarantor will be required to undergo credit and reference checks and to meet the required criteria.

If any prospective tenant cannot be credit checked a guarantor may be required or another month’s rent in advance, this amount is for rental payments and is not a deposit.

If your or your guarantor’s (if applicable) credit and referencing scores do not meet the required criteria your holding deposit will be refunded and the property will be re-advertised.

If you decide not to go ahead with the let for any reason other than not meeting the credit and referencing scoring criteria, you will lose your holding deposit (it will not be refunded) and the property will be re-advertised.

Please note that until the short assured tenancy agreement is signed by all parties and required rental and deposit sums received, the let cannot be confirmed.

Holding deposit

A holding deposit is payable to reserve the property while credit and reference checks are carried out (see Credit and reference checks). The holding deposit is £300 for properties with a rental amount of up to £999 and £500 for properties with a rental amount of £1000 and over.

If the let goes ahead following credit and reference checking, the holding deposit will be deducted from the sums payable at the start of your tenancy.

If your or your guarantor’s (if applicable) credit and referencing scores do not meet our criteria your holding deposit (only) will be refunded and the property will be re-advertised.

If you decide not to go ahead with the let for any reason other than not meeting our credit and referencing scoring criteria, you will lose your holding deposit (it will not be refunded) and the property will be re-advertised.

Cash and/or card payment fees will not be refunded under any circumstances.

Signing the relevant documentation and required advance payments

Once credit and reference checks are complete and the results have been confirmed as satisfactory a property manager will meet with you to verify the original of your identification (passport, UK driving licence) and to confirm the move in date and to sign the relevant documentation (including AT5 form, and Short Assured Tenancy Agreement). All tenancies will be for a minimum initial period of 6 months.

You will also be required, at this time, to pay the initial rent and the deposit. The holding deposit (see Holding deposit) will be deducted from the amount payable.

If you are moving in after the 1st of the month and on or before the 24th of the month, you will be required to pay the first month’s rent pro rata. If you’re moving in after the 24th of the month (and before the 1st of the following month) you will be required to pay the first month’s rent pro rata plus the following month’s rent in full.

Moving in

A property manager will provide keys to the property on the start date of the short assured tenancy. You should check the inventory and notify Extra Mile Property Solutions of any discrepancies within working 7 days of receiving the inventory. Remember that you must register with utility companies. Extra Mile Property Solutions will inform the Council of the change of resident for payment of Council Tax. Read through your Extra Mile Property Solutions tenant information pack – this contains vital information relating to your tenancy.

Cancellation

If you decide not to go ahead with the let for any reason other than not meeting our credit and referencing scoring criteria, you will lose your holding deposit (it will not be refunded) and the property will be re-advertised.

If the landlord withdraws the property before the short assured tenancy agreement is signed, any rent and deposit (including holding deposit) sums paid will be refunded.

Cash and/or card payment fees will not be refunded under any circumstances. These charges can be avoided by paying by electronic transfer.

Please note that until the short assured tenancy agreement is signed by all parties and required rental and deposit sums received, the let cannot be confirmed.

Clarification and further information

If you require clarification on any of the information on this website or you require any further information please email your queries to the address provided on the tenant application form.