Tenant Guide

  1. Referencing Procedure
  2. Holding Deposit
  3. Tenancy Agreement
  4. Payment
  5. Managed/Unmanaged Properties
  6. Rental Payment
  7. Notice to end a tenancy
  8. Inventory
  9. Deposit Returns
  10. Tenants' obligations
  11. Property Inspection
  12. Council Tax & Utilities

Referencing Procedure

As soon as a suitable property has been found, you will need to complete an application form, provide personal details and pay the required holding deposit (equivalent to 1 weeks rent).

We utilise the services of a credit-referencing agency to take up the following references, here is an example of just a few of the references sought:

  • Confirmation of employment with salary confirmation (e.g. contract of employment, payslips)
  • Personal & Photographic identification (passport or driving licence, proof of address i.e. utility bills, bank statements)
  • Previous Landlord references
  • Employer Reference
  • Students (Guarantor or proof or funding).
  • Self-Employed (accountants' references, trading details, HMRC details, tax return)
  • Personal or Character Reference

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Holding Deposit

A holding deposit is a small deposit which is paid by a tenant to secure a property. It allows the landlord or agent to check the suitability of a tenant. It serves as a guarantee to the landlord that the tenant is committed to taking on the property and a guarantee to the tenant that the landlord will hold the property for them, pending successful completion of their suitability tests.

A holding deposit can be any amount up to a maximum of the equivalent of one weeks' rent.

This holding deposit will be offset from the total deposit required against the property.

Any additional information required in relation to the letting of the property must be provided with 15 calendar days.

Note: Should you withdraw from the letting of the property or provide false or misleading information in your application the holding deposit can be withheld.

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Tenancy Agreement

Both the Landlord and tenant/s will be required to sign a tenancy agreement prior to the tenancy commencing, the agreement outlines both tenant and landlord obligations.

Generally, most tenancies run for a period of six months, we will contact you at the end of the tenancy to see whether you wish to renew your agreement for a further period and will liaise with the landlord to organise the documentation. It is important you note that the agreement is made between landlord and tenant, we act for the landlord only.

By legal requirement we will issue you with a sample template agreement which we ask you read very carefully, should any questions arise regarding this legal document we advise you to seek independent legal advice.

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Once a moving date has been agreed and references have all been approved by the landlord, the tenancy agreement will need to be signed by all parties and the initial monies in full will become due less any holding deposit previously paid:

This is made up of the following:

  • Deposit - normally equal to 5 week's rent (less holding deposit paid)
  • Any additional deposit paid for keeping of a pet (usually £100)
  • The first month's rent in advance (rent is worked out on a per calendar month basis), which is, if you are not aware; the weekly rent, multiplied by 52 weeks and divided by twelve months to give the per calendar month rental figure

The above monies need to be in a cleared form before the tenancy is able to commence, payment by means of cash, credit/debit card or paid directly into our bank account and showing as cleared.

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Managed/Unmanaged Properties

Landlords use a letting agent to provide both 'managed' and 'unmanaged' services. The main difference between these options is who the tenant will pay the monthly rent to.

If the property you are moving into is 'Unmanaged' you will be provided with contact details and bank details for the landlord. These will be detailed on your tenancy agreement.

In the case of 'managed' properties any faults or issues with the property should be reported to Elwy Estates as quickly as possible. Failure to report an ongoing problem may turn the onus onto you; please report any problems you feel need attention.

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Rental Payment

Rental payments are always made by standing order from the tenants' bank account to the landlord's bank account, with the exception of managed properties whereby the rental payment is made to us.

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Notice to end a tenancy

To terminate your tenancy subject to term, you will be required to give us at least one month notice in writing of your intention to leave (and must be given on the rent due date) unless otherwise specified in your specific tenancy agreement.


The responsibility for your belongings are down to you, you must ensure you have adequate contents insurance, the landlord accepts no responsibility and cannot be held responsible for any loss or damage to tenants possessions.

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A well-prepared inventory and check-in report protects landlords and tenants alike, providing an accurate description of the condition and contents of a property at the start of a tenancy.

The condition of the property and its contents at the end of the tenancy is then compared back to this report in the form of a check-out report. The inventory clerk will also provide an opinion on whether any damage that has arisen during the tenancy is attributable to the tenants, to 'fair wear and tear' or to the landlord as required maintenance.

It is in a landlord's interest to ensure that inventories are prepared for properties that they own. In the worst case scenario, should you end up in court, the judge will tend to look more favourably on an impartial, unbiased inventory prepared by a third party unconnected to either the landlord or the tenants. Inventories prepared by landlords could be viewed as biased and one-sided.

Normally an inventory of the property condition, furniture and fittings and effects will be prepared by the landlord, or an independent inventory clerk instructed by the landlord prior to the tenancy commencing. The tenancy is checked and agreed between the tenant and the landlord at the tenancy commencement.

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Deposit Returns

When your tenancy ends, an inspection of the property will be carried out, either by the landlord or an independent inventory clerk instructed by the landlord.

All deposits are held in a third party custodial scheme with THE DEPOSIT PROTECTION SERVICE (DPS)

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Tenants' obligations

The responsibility for the property lies with the tenant during the period of tenancy, always ensure that the property is fully secured and that during the winter months steps are taken to prevent freezing of the water and heating system.

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Property Inspection

If we are instructed as managing agents for your property, we will carry out quarterly inspections to assess the condition of the property and that everything is being kept in a satisfactory condition. We will always arrange this with you at a mutually convenient time.

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Council Tax & Utilities

We utilise the use of 'Tenant Shop' to provide communication to Utility companies, local authority and welsh water that a tenancy has commenced or ended.

We are only legally obliged to inform Welsh Water of changes in tenancy and it remains tenant's responsibility to inform the utility companies of their occupation of the property at the commencement of the tenancy and take opening and closing meter readings, and to pay council tax to the local authority. Students, who may be exempt from the payment of council tax, are responsible for informing the Local Authority of this.

Wherever applicable VAT will be charged at the current VAT rate.

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