New Tenant Checklist for DIY landlords
New tenant checklist
21 steps to take DIY landlords from pre-tenancy to handing over keys
There are many steps to renting out a home. This article is a comprehensive guide through the process in 21 easy to follow steps.
Before viewings
1. Update your property photographs and description
If you are lucky, it has been some time since you last advertised this property. Take some time to read through your advert and make sure it is still accurate and written in a way to attract your target tenant. You also want to take recent photos of your rental home. Poor or inaccurate pictures will lead to lower interest and disappointment for those who come to view the home. Read our Dos and Don’ts of property photography if you are new to it.
Consider allowing deposit replacement products to increase the interest in your rental home.
Pro tip: If you want to take it to the next level include a floor plan, 3D model or a virtual viewing video to increase the number of applicants.
2. Advertise on your chosen platform
There are a number of sites to advertise your property on. Some of the well-known ones are Gumtree (free), Spareroom (free), and Facebook Marketplace (free).
Pro-tip: Adverts with floor plans & virtual tours will produce better qualified tenants i.e. more interested.
3. Book add-on & compliance services
All UK landlords must be compliant with government regulations. You need to make sure your rental home is safe for people to live in. If your safety certificates like EPC, gas certifications have expired or are closer to, now is the time to organise them especially if your property is vacant.
4. Screen your enquiries
If you have done a great job with your photography and advert you should start getting enquiries pretty soon. This is a double-edged sword. You don’t want to arrange viewings for 50-60 people. We recommend screening the enquiries first to make sure they are serious. To make this easier, have the tenants fill out a screening questionnaire.
5. Review screening responses
Only the serious applicants will bother to fill out your questionnaire. Eliminate anyone who does not fit your criteria or has not indicated that they will be prepared to go through a referencing process. Pay close attention to the income sources. It is not worth proceeding with anyone who might struggle to afford the rent.
Pro tip: Monthly rent should be around 40% of monthly income (UK average). The South East and London can be up to 60%. Scary right!
6. Arrange viewings
Hopefully you now have a short list of tenants to show your property to. Having a virtual tour will also help whittle down the uninterested parties. So, at this point, the likelihood of a tenancy progressing is very high.
Pro tip: Be sure to text tenants about 3 hours before the viewing to make sure they are still intending to turn up.
After viewings
7. Select a tenant, Take a holding deposit & send ‘how to rent’ guide
If an applicant puts in a firm rent request ask them for a holding deposit (1 week of rent). Give them a receipt for the holding deposit and a copy of the how to rent guide. If you are planning to conduct your own tenant referencing then send them a full application form and right to rent form at the same time.
Some landlords choose to hedge their bets by progressing more than one tenant to step 9 and skipping steps 7 and 8 altogether. This means continuing to hold viewings and referencing multiple tenants simultaneously as and when they show interest. Although doing things this way may seem like more effort and money in the short term, if can save you time if your chosen tenant fails referencing for whatever reason. Moreover it might be best to do this if your rental home is popular. If you chose to go this route, you cannot take holding deposits from tenants as that is binding.
Pro tip: Only request a holding deposit from applicants you are prepared to take on. You will need to return it if you change your mind.
8. Pause your advert
Do not cancel it entirely as the tenancy is not certain at this point. Some landlords choose to hedge their bets and skip steps 7 and 8 altogether. This method takes more effort and money because it means continuing to hold viewings and referencing multiple tenants at once. If you chose to go this route, you cannot take holding deposits from tenants as that is binding.
9. Reference your chosen applicant
This is perhaps the most important step. You definitely want to make sure that your tenant can pay and will pay. There are several options here based on your risk appetite. Read more about your options on our tenant referencing guide.
Pro tip: Husmus Tenant Reference will give you a full financial analysis of income and rent payments. Add on our rent guarantee insurance and you cannot go wrong.
After you have chosen a tenant
10. Share necessary documents
If you are satisfied with the information from the reference checks let your tenant know and send them the tenancy agreement (AST) for the property. You should also present them with a tenancy pack. It should contain your:
Energy Performance Certificate (EPC),
Electrical Installation Condition Report (EICR),
Gas safety certificate (CP12),
Inventory (if you already have one)
Pro-tip: have your tenant sign and date the check-in inventory to acknowledge receipt of all the legally required documents. If you are sending them electronically, have them reply to the email to acknowledge they have been received.
11. Tenant signs tenancy agreement
Have the tenant sign the tenancy agreement and return to you. Do not sign it yourself at this point.
12. Receive deposit and first rent
Have the tenant send you the deposit and first month rent. If you have chosen to use a deposit replacement product then ask for evidence of their coverage. Husmus Deposit Promise is the only product available direct to landlords.
Pro Tip: Cash deposits need to be protected within 30 days of their receipt. So, if you are securing a tenant way in advance, it is worth waiting until closer to the move in date before accepting the full deposit.
13. Sign the tenancy agreement
Only after you have received both the first months’ rent and deposit should you sign the contract.
14. Protect deposit & update your insurance
It is imperative you register your deposit with one of the three deposit protection services. Failure to do so will lead to fines. At this point, update any insurance documents you have with the new tenancy details if necessary.
Pro Tip: The tenant must receive the ‘Prescribed Information’ within 30 days of paying the deposit.
15. Provide essential documents
It is mandatory at this stage to have provided the following:
Energy Performance Certificate (EPC),
Electrical Installation Condition Report (EICR),
Gas safety certificate (CP12),
Inventory (if you are not performing a walk through on move in day),
Tenancy agreement (AST) for the property,
Deposit protection certificate and prescribed information
How to rent guide & checklist (England only)
16. Spruce up the property
Put right all the items identified in the checkout inventory from your outgoing tenant. If you need to refurbish the property now is the time to do it. It is worth remembering that tenants only have to return the property to the state they found it at the start of their tenancy so update anything you are not happy with.
Pro tip: Ask your incoming tenant if they want to input on the décor changes. Tenants who are able to make a property feel like home stay longer! Read more here.
17. Perform check-in walk through/inventory
On move in day, go through check in inventory with the tenant. Demonstrate things like smoke and CO2 alarms and how to change their batteries. Point out where the electric panel, gas and water stoppers are. Give the tenant manuals and user instructions for any provided white goods and home appliances such as the boiler, heating controls and washing machine.
Pro tip: Pre-fill your inventory so you can simply point things to the tenant during a walk through. Read more here.
18. Sign acknowledgement receipt
If you have not already, have your tenant sign and date the check-in inventory to acknowledge receipt of all the legally required documents. Leave them a copy and save one for yourself.
Pro-tip: If you have not done a live walk through of the inventory, put a deadline of 5 days on any challenges.
19. Hand over keys
Now you can hand over the keys and wish your tenants well in their new home. There are however a few more things for you to do.
20. Set up direct debit
Remind your tenant to set up a direct debit for their future rent payments.
21. Cancel property advert
Now your tenant is in situ, you can cancel your property advert.
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