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1
Find a property, express your interest & arrange a ‘viewing’
When you enquire about a property that we are advertising, you will be asked
to complete our expression of interest form.
Personal data provided to us at any point will be collected, processed and stored as set out
in our privacy policy: www.extramileletting.co.uk/privacy.pdf
The expression of interest form tells us a bit about who would live at the property, who will
sign the lease and their income so that we can provide an initial assessment of whether you
will meet our suitability criteria. This is not a guarantee that you will meet that criteria and all
applicants (and any guarantors) will have to undergo and pass our checks (ID, affordability,
credit and reference) before any tenancy will be offered. If you do not meet the suitability
criteria, we will advise you of this.
In the form you will also be asked about your viewing requirements:
If you are happy to proceed based on the photos and or video that you have seen, we can
arrange a call to answer any questions that you may have on the property or the application
process.
Alternatively, you may request a live virtual viewing with one of our team at the property to
show you around and answer questions.
If you wish to have an in-person viewing, this can be arranged and all participants must follow
our COVID-19 safety protocols, in line with official Coronavirus guidance, including Scottish
Government guidance on moving home:
https://www.gov.scot/publications/coronavirus-covid-19-guidance-moving-home/
Per this guidance, we encourage prospective tenants only to request an in-person viewing
where you are seriously considering renting the property (i.e. the viewing will be the deciding
factor).
Any in-person viewings will be by appointment only and strictly limited to:
• those who we believe are serious about renting the property and who we think might
pass our credit and reference checks.
• those who will be residing at the property and their guarantors (if applicable).
• one household. If those who will rent the property come from more than one household
then each household would have to view separately.
We ask you to consider limiting attendees as far as possible, for example by nominating one
person to view on behalf of all.
Ahead of and at the in-person viewing, you will be provided with details of how the viewing
will be conducted including hygiene and distancing measures. You must not attend an in-
person viewing under Scottish Government guidance you are required to self isolate or to
quarantine.
2
Application
If you would like to rent one of our properties you must complete our
application process and pay rent in advance and tenancy deposit.
When you tell us that you wish to submit an application we will:
• Send you a blank copy of our Private Residential Tenancy Agreement and accompanying
Scottish Government Easy Read Notes for the Model Private Residential Tenancy
Agreement to allow you to review the terms and seek any advice that you may need.
• Ask you to confirm that the information in the expression of interest form is correct and up
to date. If anything has changed you will need to complete a new form AND provide a
note of any change(s) in your covering email. We will review the changes and advise
whether will proceed with your application.
• Make payment of the tenancy deposit to our client account (all client monies are held in
our client account, separate to business funds, and protected by our client money
protection scheme). We will not process your application until payment is received. The
rent in advance is paid once and if the application is complete and accepted. If the tenancy
doesn’t proceed for any reason the payments made are refunded. No banking charges
will be refunded. Refunds will be made within 10 working days of receiving bank account
details.
The rent and deposit amounts will vary by property and will be clearly communicated when
you advise that you wish to apply. The deposit will be no more than the equivalent of 2
months’ rent. During a tenancy, rent is payable monthly in advance by no later than the
1st of each month (e.g. July rent is due by 1 July). In most cases, if your tenancy will start
after the 1st of the month and by the 24th of the month, you will be required to pay the
first month’s rent pro rata before the start of the tenancy. If your tenancy will start 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. In some cases, due to
your income and our affordability criteria, you may be required to pay up to 6 months rent
in advance – you will be informed if this is the case.
Once we have confirmation of no changes to your expression of interest form (or accepted
your amended form) and deposit payment we will initiate our pre tenancy checks. All tenants
and any guarantors must provide proof of identification and undergo and pass our
affordability, credit and reference checks (and provide documentation to support this) before
any tenancy will be offered.
No tenancy will be signed until the application process is complete and tenancy start
date cannot be confirmed
(only provisional) until this is done and until we have arranged
any pre tenancy works. The timing of this will depend on various factors such as:
• You (any guarantors) and your referees supplying required information.
• Availability of contractors to carry out any essential works (which could be delayed if
contractors are required to self-isolate)
• Staggered entry to the property to reduce the risk of spread of COVID-19.
• We will give you a best estimate on timing but this will be an estimate and subject to
change. We will not be liable for any costs incurred for arrangements that you make based
on a provisional tenancy start date.
If you wish to make any requests (e.g. for items to be added or removed from the
property), these requests must be submitted in writing (even if you have asked verbally)
before your application is progressed. Any agreed changes will be confirmed in writing. If you
do not have written confirmation from us then the request is not agreed.
3
Tenancy documentation & check in appointment
Once the required checks and advance payments (rent and deposit) are
complete we will confirm the tenancy start date, send the tenancy agreement
for signing (this will be done electronically) and book a check in appointment.
The check in appointment is where we will allow you access and provide keys. Ahead of
attending, you will be given details of how this appointment will be conducted, including social
distancing and hygiene measures.
You will also be provided with electronic copies of current safety checks and EPC, our
communications procedure and contact details (e.g. for maintenance, emergency, etc.) and
our pre-tenancy inspection report. This report will note any maintenance or repairs that we
have identified during our inspection and whether these will be completed before or after the
tenancy start date.