Existing tenants – repair or maintenance reporting CLICK HERE or use our dedicated reporting email: [email protected]

A tenant’s guide to renting

Greenleaf Property Services specialise in letting and managing residential properties. We pride ourselves on providing a high-quality personal service to both landlord and tenant.

This below information covers most of the questions that normally arise when a tenant is considering renting a property.

If you have any further queries you can contact one of the lettings team and we will be happy to help.

  1. Looking for a suitable property When you start looking for rental accommodation, you should allow enough time to find a suitable property as well as a minimum of two weeks to complete the application and referencing processes. In certain instances it may be possible to organise a tenancy within a shorter timescale.
  2. Affordability

    Our referencing process includes an affordability calculation. Your annual earnings (as an individual or as a couple) from provable acceptable sources must be equal to or more than 2.5 times the annual rent. If you fall short of these figures, your application may be acceptable if you can provide a guarantor who will need provable acceptable income of a minimum of 3 times the annual rent.

    Greenleaf Property Services operates a policy of considering all tenants fairly based on suitability and affordability. In order to apply this policy we may require information regarding your particular circumstances in order to ascertain your suitability and affordability to discuss with the landlord who will make the final decision to proceed with any tenancy.

    If a situation arises where more than one party is interested in the same property, the Landlord will make the final decision on which tenant to choose.

  3. Viewing properties

    When viewing, you must consider the property carefully and ensure that you check exactly what is and is not included in the furnishings and fixtures.

    Any discussions or correspondence with the owner, or our staff, are expressly deemed to be subject to application, reference and contract. A current tenant cannot speak on behalf of the landlord or Greenleaf Property Services

  4. Securing a property

    Once you have selected a property, you will be required to contact Greenleaf Property Services to secure the property.

    Confirmation of personal details and contact information – This will be required for everyone who will be residing at the property over the age of 18. Each applicant will be required to complete an application form.

    Proof of identity – This is a legal requirement under Anti Money Laundering Regulations and Immigration Act 2014 Right to Rent legislation and without the required identification your application cannot be processed.ID will be required for each adult applying to rent the property. Both personal ID and address verification will be required. If you are unsure what is required or whether you have suitable ID please speak to a Greenleaf Lettings Representative.

    Personal ID – Valid passport or equivalent and a valid visa where applicable.

    Address Verification – Current UK driving license showing current address – Up to date utility bill with current address.

    Holding Deposit – You will be required to complete some initial paperwork and pay a holding deposit to reserve the property. The holding deposit will be the equivalent of 1 week’s rent. To calculate this :1 month’s rent x 12 / 52 = 1 week’s rent. To expand on this formula, if you multiply one month’s rent for your property by 12, then divide that total by 52, you will have the amount of one week’s rent. You can then multiply that by five, for an accurate security deposit amount.

  5. Application, referencing & credit checks

    You will be required to complete application forms and pass a credit check and referencing process. We use an external company to carry out this process which takes between 5 and 7 working days on average (though can take longer in some circumstances).

    We will contact you once all references and checks have been carried out to confirm move-in dates.

    Important: If you have a specific date or timetable to move in, this must be advised at the application stage. However, no guarantees can be given as to a move in date until all references and checks have been satisfied.

  6. Moving in

    Once referencing is complete you will receive digitally all the documents you will need to sign digitally prior to the start of the tenancy.

    We will then request the remaining move in monies to be transferred via bank transfer prior to your move in date.

    On your move in date you will be able to collect keys from the office at 160 High Street, Rochester ME1 1ER at the booked appointment time. You will have 7 days to approve or make any changes to the inventory.

How to rent guide

Permitted payments and tenant protection information

For properties in England, the Tenant Fees Act 2019 means that in addition to rent, lettings agents can only charge tenants (or anyone acting on the tenant’s behalf) the following permitted payments:

Holding deposits – a maximum of 1 week’s rent; calculated by multiplying the monthly rent by 12 (12 months of the year) and dividing by 52 ( 52 weeks in the year). This gives the calculation of 1 weeks rent.

Tenancy Deposit – a maximum deposit of 5 weeks’ rent for annual rent below £50,000, or 6 weeks’ rent for annual rental of £50,000 and above); calculated by multiplying the monthly rent by 12 (12 months of the year) and dividing by 52 ( 52 weeks in the year) and then multiplying this by 5. This gives the calculation of 5 weeks rent or multiply by 6 for the 6 week calculation.

Payments to change a tenancy agreement eg, change of sharer – Capped at £50
Payments associated with early termination of a tenancy – capped at the landlord’s loss or the agent’s reasonably incurred costs

Utility Bills – Where required paid separately, (electricity, gas or other fuel, water, sewerage), (communication services “telephone, internet, cable/satellite television), TV licence

Council tax – payable to the billing authority

Interest payments for the late payment of rent – up to 3% above Bank of England’s annual percentage rate payable after day 14.

Lost keys or security device – The Reasonable costs for replacement of lost keys or other security devices – i.e the cost of the item

Contractual damages in the event of the tenant’s default of a tenancy agreement.

Greenleaf Property Services Ltd are members of the Property Redress Scheme (PRS) membership number: PRS003992

Greenleaf Property Services Ltd have client money protection with Propertymark – Click here to view our certificate membership – C0128543

How to reserve a property link

In order to reserve a property you will be required to pay a holding fee of the equivalent to one weeks rent, whilst we carry out reference checks. This will then come off of monies due to move in which are a five week deposit and one month’s advance rent. If you require any further information just give the team a call or email on [email protected].

How to rent guide PDF link