Do I deal with Residential Links or the landlord directly?

Whether you will be dealing with Residential Links depends on the package or service agreement the landlord has chosen for their property.

In most cases, you will work exclusively with one of our dedicated agents throughout the entire rental process. This includes arranging and conducting property viewings, as well as assisting you with the signing of the Tenancy Agreement. Our agents are here to support you every step of the way, ensuring a smooth and transparent rental experience.

If the landlord prefers to handle viewings themselves, when you submit an enquiry, we will inform you accordingly and provide the necessary details to facilitate the viewing process. Regardless, our goal is to ensure clear communication and a hassle free experience for all prospective tenants.

How Do I Set Up a Viewing?

1. Register

To get started, please create an account by registering here. This will give you access to all our property listings and personalized features. Register here

2. Search for a Property

Use our easy-to-navigate search tool to find properties that match your preferences. You can filter by location, price range, property type and more to narrow down your options. Search for a property

3.Book a Viewing

Once you’ve found a property you’re interested in, click the "Book a viewing" button located on the property details page.

This action will redirect you to My Area, your personal dashboard. The property will be automatically added to your Portfolio for easy access. From there, you can select your preferred viewing date and timeslot based on available options.

4. Confirm Your Booking

After selecting a convenient time, confirm your booking. You will receive an email notification with your viewing details and any additional instructions.

5. Manage Your Viewings

You can review, reschedule, or cancel your upcoming viewings anytime through My Area to ensure flexibility and convenience.

How Do I Make an Application?

Offer, Holding Deposit and Referencing:

After you have made an offer on a property and this offer has been accepted by the landlord, you will be required to pay a holding deposit to secure the property. Once the holding deposit is received, the next step is to complete the reference application forms online. This process helps us verify your suitability as a tenant and ensures a smooth and secure renting experience.

To do this, we use the services of a professional credit-referencing agency, which helps us gather and verify key information about you. Below are some examples of the types of references and documents that we typically request as part of the application process:

Employment Verification:

We will confirm your current employment status, job title and salary details to assess your financial viability to meet the rental requirements.

Personal Identification:

You will need to provide valid photographic ID, such as a passport or driving licence, to confirm your identity.

Previous Landlord References:

We contact your former landlords to check your rental history, including your payment record and how well you maintained the property.

Students:

Students may be required to provide a guarantor (someone who agrees to cover rent if you are unable to) or proof of sufficient funding, such as a scholarship or loan documentation.

Self-Employed Applicants:

If you are self-employed, we typically ask for additional documents such as an accountants reference, recent trading accounts, or tax returns to verify your income.

Completing these steps promptly and providing accurate information will help us process your application quickly. If you have any questions about the reference process or the documents required, please don’t hesitate to contact our team for assistance.

Holding Deposit

A holding deposit is required to reserve the property and remove it from the available listings. This deposit acts as a commitment from the prospective tenant and will be deducted from either the first month's rent once the tenancy agreement is finalised.

Purpose and Commitment:

The holding deposit demonstrates good faith by the prospective tenant, allowing the landlord and letting agent to confidently proceed with the letting process. This includes actions such as:

• Cancelling any further advertising of the property.
• Informing other interested applicants that the property is now under offer, subject to contract and referencing.
• Preparing the formal tenancy agreement.
• Initiating reference checks, including employer or previous landlord references.
• Conducting necessary credit and background checks to assess the tenant’s suitability.

Withdrawal and Refund Conditions:

If the prospective tenant decides to withdraw their application for reasons unrelated to any breach or fault of the landlord or managing agent, all or part of the holding deposit may be retained. This retention is to cover any reasonable costs incurred during the processing of the application, such as administrative fees, reference checking, and credit checks. All potential deductions and associated costs will be communicated to the tenant in full and with transparency before any amount is withheld.

If the landlord decides to withdraw from the agreement for any reason, the tenant will receive a full refund of the holding deposit promptly.

Summary:

The holding deposit acts as a mutual assurance: it protects landlords and agents by compensating for time and resources spent on an applicant, while also providing the tenant with the opportunity to secure the property during the referencing and agreement preparation stages.

Tenancy Agreement

Prior to the commencement of the tenancy, both the Landlord and the Tenant(s) will be required to sign a tenancy agreement. This legally binding document clearly outlines the rights, responsibilities and obligations of both parties throughout the duration of the tenancy. It serves to protect the interests of both the Landlord and the Tenant by setting out important terms such as rent amount, payment schedules, maintenance responsibilities, notice periods and other essential conditions.

Typically, most tenancies are established for a fixed term of twelve months. As the end of this period approaches, we will proactively contact you to discuss your intentions regarding the renewal of the tenancy. If you wish to continue renting the property, we will liaise directly with the Landlord to prepare and provide the necessary documentation to extend the agreement for a further term. Please be aware that the tenancy agreement is a contract exclusively between the Landlord and the Tenant(s); our role is to act as an agent on behalf of the Landlord only.

In compliance with legal requirements, we will provide you with a sample template of the tenancy agreement for your review. We strongly recommend that you read this document thoroughly to ensure you understand all the terms and conditions. If you have any questions or concerns about the agreement or any of its clauses, it is highly advisable to seek independent legal advice before signing, to ensure your rights and obligations are fully understood.

Payment

In compliance with legal requirements, we will provide you with a sample template of the tenancy agreement for your review. We strongly recommend that you read this document thoroughly to ensure you understand all the terms and conditions. If you have any questions or concerns about the agreement or any of its clauses, it is highly advisable to seek independent legal advice before signing, to ensure your rights and obligations are fully understood.

The initial payment consists of the following components:

• Security Deposit: Typically equivalent to five weeks’ rent. This deposit acts as financial protection for the landlord against any potential damages, unpaid rent, or breaches of the tenancy agreement during the tenancy period. The deposit will be securely held in a government-approved tenancy deposit protection scheme, specifically MyDeposits, ensuring compliance with current legislation and safeguarding the tenant’s funds. At the end of the tenancy, provided all contractual obligations have been met and the property is returned in good condition, the deposit will be returned to the tenant in accordance with the terms of the scheme
• First Month’s Rent in Advance: Rent is calculated on a per calendar month basis. For clarity, this is determined by taking the agreed weekly rent, multiplying it by 52 weeks (the number of weeks in a year), and then dividing by 12 months. This method ensures an accurate monthly rental figure regardless of variations in weekly rent.

It is essential that the above monies are received in cleared funds before the tenancy commencement date. Accepted payment methods include:

• Bank transfer
• Card payment

Please note that payments must be fully cleared and verifiable before the tenancy can legally begin. This ensures that both parties are protected and the tenancy is compliant with relevant regulations.

Rental Payment

Rent payments must be made promptly and in full on or before the due date specified in the tenancy agreement. Payments should be directed either to Residential Links or directly to the landlord, depending on the management arrangement in place. If Residential Links has been appointed to fully manage the property, all rent payments should be made to Residential Links, which will then handle disbursement to the landlord. Alternatively, if Residential Links is only authorised to collect rent on the landlord’s behalf without full management responsibilities, rent should be paid directly to the landlord as instructed. Tenants will be provided with clear payment details, including the preferred payment method, account information, and any reference requirements to ensure timely and accurate processing of rent. Late or missed payments may incur additional fees or penalties as outlined in the tenancy agreement.

Maintenance and repairs

In some cases, Residential Links is instructed by landlords to fully manage their properties. If this applies to your tenancy, you will be informed prior to the commencement of your lease. When we are managing the property, it is your responsibility as the tenant to promptly report any faults, damage, or issues relating to appliances, fixtures, or the property itself to Residential Links. This allows us to take timely action and arrange necessary repairs or maintenance efficiently.

We strive to resolve reported problems as quickly as possible to ensure your comfort and safety. However, failure to report ongoing issues promptly may shift responsibility for any resulting damage or worsening conditions onto you. For this reason, you must notify us immediately of any repair needs or concerns.

Please note that routine maintenance and minor repairs are covered under the landlord’s obligations, but any damage caused by negligence or misuse may be charged to you. We will keep you informed about the progress and expected timelines for repairs, and you can contact us at any time to follow up on outstanding issues.

Notice to End a Tenancy

If you wish to terminate your tenancy before the end of the agreed term, you are generally required to provide us with at least one month’s written notice expressing your intention to vacate the property. This notice period allows us sufficient time to make necessary arrangements, including finding new tenants and conducting final inspections. Please ensure that the notice is submitted in writing—either via email or postal mail—and clearly states your planned move-out date.

Please be aware that certain tenancy agreements may specify different notice periods or additional requirements, so it is important to carefully review your specific tenancy agreement for any variations. Failure to provide the required notice could result in additional charges or complications.

If you have any questions regarding the termination process or notice requirements, please contact our office for further assistance.

Insurance

It is the tenant’s sole responsibility to ensure that all personal belongings and valuables are adequately insured throughout the duration of the tenancy. The landlord strongly recommends obtaining comprehensive contents insurance to protect against risks such as theft, fire, water damage, accidental damage, or any other unforeseen events. The landlord does not provide insurance coverage for tenants’ possessions and expressly disclaims any liability for loss, damage, or theft of personal property on the premises. Tenants are advised to carefully review their insurance policies to confirm that their belongings are fully covered and to maintain appropriate documentation of their insured items. In the event of any loss or damage to your possessions, you will need to seek compensation directly through your own insurance provider.

Inventory

A detailed inventory and check-in report protects both landlords and tenants by accurately recording the condition and contents of a property at the start of a tenancy. This includes noting the state of fixtures, fittings, furniture, and any included items, often supported by photos.

At the end of the tenancy, a check-out report compares the property’s condition against the original inventory to identify any damage or changes. An independent inventory clerk usually assesses whether damage is tenant-caused, due to fair wear and tear, or the landlord’s responsibility.

Landlords benefit from having inventories prepared by impartial third parties, as courts favour unbiased reports if disputes arise. Inventories prepared solely by landlords may be seen as biased.

Typically, the inventory is completed before the tenancy begins, and both landlord and tenant review and agree on it at move-in, helping prevent future disputes.

Deposit Returns

When your tenancy comes to an end, a thorough inspection of the property will be conducted. This inspection is typically carried out either by the landlord personally or by an independent inventory clerk appointed by the landlord. The purpose of this inspection is to assess the condition of the property compared to its state at the beginning of your tenancy, as documented in the original inventory report.

Following the inspection, the landlord may propose deductions from your deposit to cover any costs for necessary cleaning, repairs due to damages beyond normal wear and tear, or any unpaid rent or bills. These deductions are calculated by comparing the condition of the property at check-out with the check-in inventory report and receipts or invoices for any work or cleaning required.

If you agree with the proposed deductions, the agreed amount will be deducted from your deposit, and the remaining balance will be returned to your nominated bank account or sent via your preferred payment method within a reasonable timeframe (usually within 10-14 days).

However, if you disagree with the proposed deductions or the amount withheld, it is important to first try to resolve the issue directly with the landlord through clear communication, providing any evidence or supporting documentation (such as photos, receipts, or correspondence) to support your case.

If you and the landlord cannot reach an agreement, you have the right to raise a formal dispute with the deposit protection scheme holding your deposit. This dispute process is free of charge and involves an independent adjudicator who will review all submitted evidence from both parties, including the inventory reports, photographs, receipts, and written statements. The adjudicator will then make a binding decision on how the deposit should be fairly divided between you and the landlord.

Throughout this process, it is advisable to keep copies of all documentation, correspondence, and evidence related to the condition of the property and the deposit dispute to support your case.

Tenants’ Obligations

During the tenancy period, the tenant holds full responsibility for the care and upkeep of the property. It is essential that the tenant ensures the property is securely locked and safeguarded at all times to prevent unauthorised access or damage. Additionally, tenants must take proactive measures during colder months to protect the property’s plumbing and heating systems from freezing. This includes regularly maintaining adequate heating, insulating exposed pipes where necessary, and promptly reporting any issues related to water leaks, heating malfunctions, or other maintenance concerns to the landlord or property management. Failure to fulfil these obligations may result in liability for any resulting damage or repair costs.

Property Inspection

As managing agents, we carry out quarterly inspections to check the condition of your property and ensure it’s well maintained. We’ll look for any damage, maintenance needs, or safety issues and report these to you. Inspections will be scheduled at a time that suits you, and you’ll receive a summary of our findings after each visit.

Council Tax & Utilities

It is the tenant’s responsibility to promptly notify all relevant utility providers (including water, gas, electricity, and any other applicable services) of their occupation of the property from the start date of the tenancy. This ensures that all accounts are correctly transferred and billed to the tenant without delay.

Additionally, tenants are responsible for arranging and maintaining all payments for these utility services throughout the duration of their tenancy.

Regarding council tax, tenants must inform the local authority that they are occupying the property and ensure that council tax payments are made on time, according to the local council’s billing cycle.

Students who may qualify for a council tax exemption or discount (such as full-time students) are also responsible for applying for this status directly with the local authority. It is the tenant’s duty to provide any necessary documentation or proof of student status required by the council to process such exemptions.

Failure to notify utility companies or the local authority may result in the tenant being held liable for unpaid bills or penalties.