Edinburgh Letting Agent Tips
As a leading Edinburgh letting agent we want to make applying for and renting a flat with Cullen Property a simple and enjoyable experience.
Applying For A Property Through An Edinburgh Letting Agent
As a leading Edinburgh letting agent we want to make applying for and renting a flat with Cullen Property a simple and enjoyable experience.
Each tenancy and resident’s needs are different, but once you have viewed a property you are interested in, you can expect to follow the below 5 ‘steps’:
STEP 1: APPLICATION FOR THE PROPERTY
This initial step involves completing an information sheet about yourself and paying £250 per tenant which will later form part of your security deposit.
Based on the information provided we will take references at this stage. During this time, we no longer actively market the property. Should the letting not go ahead, the £250 will be fully refunded to you.
If you are a student, we will ask you to provide details of a UK-based guarantor. If you do not have a UK-based guarantor you will be asked to pay 6 months rent up-front. Please be aware that paying the initial £250 does not mean you will automatically be moving in as we do require references. £250 will be paid by debit card via our online website. Our contracts department will advise you which reference to use and will send you a link to the page.
STEP 3: REFERENCE CHECKS AND LEASE
Once we have received your completed forms, we will carry out credit and reference checks, and your application is then either approved or declined.
Assuming your references are sufficient we will prepare your lease with the names and dates corresponding to the information you provided. Our team will let you know when the lease is ready to sign.
Once the lease is ready, you need to visit to our office to sign it and pay the full deposit. At this time, we also need photographic ID such as a passport if you are a foreign national and a matriculation card or driving licence if you are a UK resident. The deposit must be split equally between the number of tenants at the property as tenants are joint and severally liable for the upkeep of the property.
The property will be re-marketed if the lease has not been signed within two weeks of you being notified that the lease is ready, or if the deposit remains unpaid within one month of the start date of the lease. Deposits must be paid by debit card or cheque.
*For monies paid by cheque you must allow at least 10 working days for clearance prior to your lease start date.
STEP 5: MOVING IN
PLEASE NOTE: all documentation, deposit and rental payments as well as lease signings must be fully completed by all tenants prior to any keys being released for the property.
We will contact you to arrange a check-in time for the day that you move into the property once all payments and documentation have been received. You will be met at the property by a Cullen Property representative who will carry out the check-in procedure with you.
Our representative will go over the inventory with you, record the condition of the property, and show you how everything works. You will also be required to sign for the sets of keys given to you. The Cullen Property representative will also take meter readings and we will arrange for utilities (gas and electricity) and council tax to be transferred into your name(s).
STEP 2: APPLICATION FORMS
Each prospective tenant needs to complete the following forms to enable us to take up references:
- ‘Personal Details Form’ (name, current address, work/university details, bank details etc.)
- ‘Direct Debit Mandate’ (all rent must be paid monthly in advance by this method only, with the exclusion of the first month – see Step 5).
We will setup your direct debit instruction on your behalf. An editable direct debit mandate will be sent to you for completion and return as part of your application process. This must be returned to us within three working days. Failing that, the property will be remarketed.
STEP 4: RENT
Rent is due in advance in all cases.
If your lease starts between the 1st and the 14th of the month you will need to pay from your lease start date up to the end of the month by debit card or cheque.
If your lease starts between the 15th and the end of the month you will need to pay the remainder of that month and the whole of the next month as well. This is due to the delays that some banks have in setting up direct debits.
The direct debit mandate will be set up to pay for whole calendar months and will come out of your (or your guarantor’s) bank account on the first bank working day of each month. The rent is due on the first working day of the month, one month in advance i.e. April’s rent would come out of the account on the first working day of April.
*For monies paid by cheque you must allow at least 10 working days for clearance prior to your lease start date.
Keys, Check-In And Inventory
All documentation, deposit and rental payments as well as lease signings must be fully completed by all tenants prior to any keys being released for the property.
We will contact you to arrange a check-in time with you for the day that you move into the property once all payments and documentation have been received. One of our friendly team members will meet you at the property, and will carry out the check-in with you to make sure you are feeling settled and can answer any questions you may have.
We will also go over the inventory with you, record the condition of the property, and show you how everything works. You will also be required to sign for the sets of keys given to you.
Please ensure you are happy that your inventory accurately describes the condition of your property and contents before signing it – this is important when dealing with any Edinburgh letting agent. If there are any issues or queries regarding your check-in or inventory, please give us a call on 0131 221 1818 and we can talk to you about it.
Utilities And Council Tax
During your check in, we will record your meter readings and will arrange for utilities (gas and electricity) and council tax to be transferred into your name(s) – This is usually one of the most stressful parts of moving in, but we’ll handle it all for you!
Inspections And Access
Throughout your tenancy with us, your appointed Property Manager will pop round to conduct quick property inspections. These visits are an opportunity for us to assess the condition of each property and to make sure there are no outstanding maintenance issues affecting you and your home.
They will take place quarterly and will only last 20 minutes. You will be notified of these visits several days prior, giving you time to prepare for your property inspection. It is not our intention to be intrusive and your co-operation would be much appreciated.
Please make sure your property is presentable for our visit. If you have any issues with your property or anything you would like to discuss with us, then these visits are ideal opportunities for you to raise any concerns.
After each inspection, you will receive an email from your Property Manager highlighting any concerns or repairs which we may have noticed. These inspections help keep your home to a high standard and contributes towards what is expected from us to receive your full deposit back. If the suggested date for your property inspection is inconvenient, please highlight this to your Property Manager as soon as possible and we can reschedule to a suitable time.
Check-Out And Deposit Return
If you are still on a ‘Short Assured Tenancy’ before the end of your tenancy you will receive a letter/email asking if you would like to end your lease after the scheduled end date or if you would like to renew your tenancy for another term with Cullen Property. This letter will be sent out roughly three months before your tenancy end date.
If you do wish to carry on with your tenancy with us, there may be a slight increase in rent based on the current rental figures. However, if you have decided you would like to end your lease after the scheduled date, we will begin to re-market the property and carry out viewings with prospective new tenants. These visits will always take place with a representative from our team and you will be informed in advance – your co-operation will be appreciated. If you have chosen No Key Access for your property, this does not apply to viewings as described in the lease.
If you have signed a new ‘Private Residential Tenancy’ with us, you do not have a specific length of lease. Simply put, this means you have no lease end date. You simply have to let us know at least 28 days’ prior to your move-out date which allows us time to re-market the property for the next tenancy.
When checking-out of the property, your Property Manager will meet with you to complete a final inspection. We would recommend being present for the check-out process to discuss any property condition queries the Property Manager may have – this will help us get your deposit back to you without any disputes!
We expect the property to be of the same high standard it was when you moved in. Therefore, we recommend checking over the inventory, the cleanliness of the property, and making sure there are no damages or unreported maintenance issues.
As part of your ‘moving-in pack’ we have included details on how to receive your full deposit back. By following this guide, you should see the return of your whole deposit from Letting Protection Scotland and Safe Deposit Scotland. If there are issues with the check-out process, part of your deposit will be deducted. In this instance, you will receive an email/letter explaining the deposit deductions and we aim to organise the deposit return as soon as possible.
Further Resources
Often, we receive maintenance requests which can be checked and fixed by tenants themselves. Please follow these useful links to see if any online advice and information could be of help to your situation. If you still have queries regarding the issue, please lodge your maintenance request by clicking here and we will get in touch.
Tenant’s Household Guide
https://cullenproperty.com/wp-content/uploads/2018/05/Tenants-Household-Guide.pdf
For guidance on the upkeep of your new home
Direct Debit Schedule
https://cullenproperty.com/wp-content/uploads/2018/05/Schedule-of-Direct-Debit-Collections-2018-2020.pdf
For guidance on paying your rent
Electrical Safety Guide
http://www.electricalsafetyfirst.org.uk/guides-and-advice/
For guidance and tips on electrical advice and safety.
Edinburgh City Council
https://www.edinburgh.gov.uk/
For information on council tax, parking permits and bins and recycling.
Letting Protection Scotland
https://www.lettingprotectionscotland.com/
For information regarding the protection of your deposit.
Safe Deposit Scotland (SDS)
https://www.safedepositsscotland.com/
For information regarding the protection of your deposit.
Google Reviews from existing landlords and tenants
Read our reviews from both landlords and tenants. If you would like to leave your own Cullen Property Google Review please do, we appreciate all feedback.
Follow this link to learn more about our Edinburgh Letting Agency services.