NEW TENANCY  
INFORMATION 

Find out where we are up to with your new let & see if there is anything that you can do to help speed up the process 

PROPERTY ADDRESS:  

Landlord Name: 
 
Landlord Address: 
 
Post Code: 
 
Landline Number: 
 
Mobile: 
 
E-Mail: 
Landlord Overseas: If Yes, NRL8 Rec'vd:  
Landlords Bank Details Rec'vd: 
Terms of Business Signed: 
 
Property Information Completed: 
 
Landlord Insurance Upto Date: 
 
Cover Date 
 
 
Terms & Fee Agreed:  
 
Keys Received: 
 
Alarm Code: 
 
Passes:  
 
Car Park No: 
Permit:  
 

Advertising 

Recommended Marketing Rent 
Current Occupier Vacation Date 
Available Date 
Check Gas, Elec etc Below 
Any Part of Property NOT Included? 
Is Marketing Correct? 
 
 
 
 
 
 
To Let Board 
EPC at least an E? [2018] 
Buildings & Contents Insurance 
Check Current AST for Viewing Details 
Is Marketing Correct? 
Tenancy Preferences 
 
 
 
 
 
 

Current Tenant / Occupier 

A To-Let Board Will Go Up 
Call & Text & E-Mail for Viewings 
Permission To Do Viewings 
Does Tenant Want To Be Present 
When is NOT Convenient 
 
 
 
 
 
Name 
Tel & Mobile 
E-Mail 
Social Media 
 
 
 
 
 
 

Marketing 

Pictures 
Floor Plan 
Available Date 
New OR Re-Let 
Advertising Sheet 
System 
Rightmove 
To-Let Board 
Test Call / Visit 
Tenant Hub 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

New Tenancy Details 

Tenant Name 
Rent 
Deposit 
Period 
Notice Period 
Break Clause 
Start Date 
 
 
 
 
 
 
 
Tenant Fees Charged 
Deposit Due 
Deposit Paid 
Deposit Held By 
Authority Received from Tenant 
Proof of Registration Received 
Rent Received 
 
 
 
 
 
 
 
Application 
Application letter sent & signed, inc: 
How to rent leaflet 
Tenancy terms 
Bank details for deposit payment 
Link to specimen tenancy agreemment 
New application received 
Deposit received 
Landlord reference completed 
Employers reference completed 
Credit search completed 
Character reference completed 
I.D. seen 
Bank statements seen 
Bank reference received [sometimes bypassed in favour of bank statements] 
Latest Update 
Date 
Application Approved by Landlord 
Landlords Information received inc. proof of ownership 
Deposit registered 
Tenancy agreement created 
 
 
Post Approval - Tenant 
How to rent leaflet 
Deposit certificate 
Deposit prescribed information 
Tenancy agreement - to include, if required:  
- Guarantor 
- Pet 
- Special Clauses 
Inventory 
Gas safety certificate 
Electrical  
Legionnaires tenants guidance notes 
EPC 
 
 
Post Approval - Property 
Co2 alarm
- Present 
- Working 
- In Date 
- If not, has a new one been ordered? 
Smoke detectors
- Present 
- Working  
- In Date 
- If not, has a new one been ordered? 
Landlords gas safety certificate
- Passed 
- Date 
Electrical 5 year inspection
- Passed 
- Date 
Electrical Visual 
Electrical PAT 
Legionnaires risk assessment: 
- Date 
EPC present: 
- Date 
Inventory Booked 
 
Any charges to landlord 
 
 
Check-In 
Rent received before check-in 
Future rent set-up 
Tenants insurance seen 
Intitial inspection discussed 
How to rent leaflet provided 
Deposit certificate provided 
Deposit prescribed information provided 
Inventory signed 
Key acknowledgement signed 
Gas safety certificate released 
Electrical information released 
Legionnaires tenants guidance notes provided 
Mangement contact details provided 
Maintenance information provided 
 
 
 
Post Check-In 
File tenancy agreement & supporting documents 
Upload tenancy details onto system 
Pay landlord rent minus any fees 
Produce & send landlord statement 
Inform utility providers of change of occupancy 
 
 

Utilities 

Utility Provider 
Contact Details 
Meter No. 
Readings 
Electric 
 
 
 
Gas 
 
 
 
Water 
 
 
 
Council Tax 
 
 
 
Oil 
 
 
 
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