Tenant Information

Applying For A Property

As one of Edinburgh’s leading letting agents we want to make applying for a property and renting a flat with Cullen Property a simple and enjoyable experience.

Applying for a Cullen Property involves five simple steps. If you have any questions contact a member of the team by email or on 0131 221 1818.

This initial step involves completing an information sheet about yourself and paying a £100 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 £100 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 £100 does not mean you will automatically be moving in as we do require references. The £100 can be paid by cash or debit card.

*Monies paid by cash or cheque (must allow at least 10 working days for clearance.)

Each prospective tenant needs to complete the following forms to enable us to take up references:

  1. ‘Personal Details Form’ (name, current address, work/university details, bank details etc.)
  2. ‘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 ask that all tenants named on the lease set up their own direct debit mandate for their share of the rent. Both forms, completed in full for each named tenant, must be returned to us within three working days. Failing that, the property will be remarketed.

Once we have received your completed forms, we will carry out credit and reference checks, and your application is then either approved or denied.

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 come 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 can be paid by cash, debit card or cheque.

*Monies paid by cash or cheque (must allow at least 10 working days for clearance.)

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 cash, 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 last bank working day of each month. The rent is due on the last working day of the month, one month in advance i.e. April’s rent would come out of the account on the last working day of March.

*Monies paid by cash or cheque (must allow at least 10 working days for clearance.)

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).

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. 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).

Please ensure you are happy that your inventory accurately describes the condition of your property and contents before signing it. If there are any issues or queries regarding your check-in or inventory, please give us a call on 0131 221 1818.

Utilities And Council Tax

During your check-in, your Cullen Property representative will take meter readings and we will arrange for utilities (gas and electricity) and council tax to be transferred into your name(s).

Reporting Issues/Emergency Contractors

If you are experiencing an emergency with your property, such as a gas or water leak please give us a call immediately on 0131 221 1818 or call the relevant numbers below:

Gas Escape – Transco – 0800 111 999

Crime/Vandalism – Police – 999

Fire – Lothian and Borders Fire Service – 999

Noisy Neighbours – Police – 101

(http://www.edinburgh.gov.uk/info/20238/noise/753/noisy_neighbours)

If the issue is not an emergency please report it through our maintenance reporting system: Report a Maintenance Problem.

At Cullen Property, we regularly deal with property and maintenance issues which can be resolved by the tenants. We have provided details on regular scenarios on our maintenance reporting system which can help you understand and fix any maintenance problems.

If the property maintenance issue cannot be self-resolved please fill out the online Maintenance Fault Report Form and we will try and resolve the property concern as soon as possible.

Emergency Contractors

If you smell gas or your Carbon Monoxide detector sounds continuously please call Scottish Gas Network (SGN) immediately

Scottish Gas Network – 0800 111 999

Please check the pressure on your boiler is topped up and sits between 1.5 and 2 and that there is power going to the boiler. Information on how to do this can be found on google and via YouTube. If the issue remains after this please call our emergency engineer who will arrange for an engineer to attend. Please note that while an engineer will be able to attend and attempt to resolve during their initial visit, there may be a delay in obtaining parts depending on when the call out occurs e.g. weekends or extended holiday periods.

R3 Repairs – 03000 999 247

If you have an uncontrollable leak, please turn off your water supply with your stop cock. Information on where to locate your stop cock can be located on your original inventory. If the leak remains uncontrollable please call our emergency plumber who will be able to assist. If you have a blocked toilet, drain or sink, please attempt to remove the blockage yourself in the first instance. If this is unsuccessful and it is your only facility of this nature, please contact our emergency plumber. Otherwise, please report via the online reporting system on our website where we will arrange for a plumber to attend when our office reopens.

R3 Repairs – 03000 999 247

If you have a total power outage, please check your fuse board and make sure no fuse has tripped the system. Please also check with Scottish Power and your neighboring properties to ascertain if it is a full outage in the area. If the issue is within the local area, please contact Scottish Power for an update. If the issue is specific to your property, please call our emergency electrician. Issues such as a broken socket, light switch or entry phone system can be reported via our online system and will be dealt with upon our office reopening.

R3 Repairs – 03000 999 247

If the lock to your property has broken and you are unable to gain entry or secure your property, please call our emergency locksmith. If you have lost your keys and are unable to make alternative arrangements until our office reopens, our emergency locksmith will be able to assist. Please note you will be held liable for the cost of the call out where keys have been lost.

Hero Locksmith – 07434 801 049

If a window pane has broken or a window frame has become loose within it’s fittings, please contact one of our emergency joiners.

SMC Joinery – 07884 203 957
J E Duggan Joiners – 07714 104 474

If the fire panel is continuously sounding within your property, please contact our emergency engineers.

Advanced Fire – 07769 211 043

If water is entering your property directly from the roof, please contact our emergency roofers who will attend to put in place a temporary fix to the issue until we are able to contact all relevant parties to arrange a full repair to take place. If you live in a factored development, please contact the factors to arrange for the emergency work to take place.

R3 Repairs – 03000 999 247

Inspections And Access

Throughout your tenancy with Cullen Property there will be property inspections with your appointed Property Manager. These visits are an opportunity for us to assess the condition of each property and to make sure there are no outstanding maintenance issues.

They will take place quarterly, lasting approximately 20 to 25 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 Cullen Property 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 Cullen Property tenancy, there may be a slight increase in rent based on current property 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 of Cullen Property 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 onto the new ‘Private Residential Tenancy’ you do not have a length period to your lease. Therefore, no lease end date. You simply have to let us know 28 days’ prior to your move-out date which allows us time to re-market the property for the next tenancy. If you have any questions regarding the new Private Residential Tenancy please visit; https://beta.gov.scot/publications/private-residential-tenancies-tenants-guide/or give us a call on 0131 221 1818.

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. 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. We aim to organise the deposit return as soon as possible. If you wish to further discuss the deductions, please give us a call on 0131 221 1818.

Edinburgh Letting Agent - Tenant Testimonials

We consider ourselves to be one of Edinburgh’s leading letting agents. Tenant testimonials are important to our process to ensure that we are giving you the best Cullen experience – our client’s opinion matters. If you are a Cullen Property Tenant and would like to leave us a testimonial regarding our services, please follow the link to our Google Review Business Page.

Professional, reliable and fast

Cullen Property is the best letting agent! They are very professional, reliable and fast.

  • Nhan T
  • Tenant
Exceptional Staff

Exceptional Staff

  • Tanaka M
  • Tenant
Best agency I have  been with in Edinburgh by far

Best agency I have  been with in Edinburgh by far

  • Hannah C
  • Tenant

Useful Links

Often, we deal with property complaints 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 any help to your situation. If you still have queries regarding the issue, please give us a call on 0131 221 1818 and we will do what we can to help.

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.

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.