Tel: 01495 247290

Tenants Letting Guide

Finding a property to rent can be a stressful business. Robert Holder can help you reduce this stress with our friendly and personal approach to understanding your property needs.

Our friendly and experienced team are happy to discuss tenant’s specific property requirements, so we can keep you in the loop regarding new and upcoming properties that may be suitable to ensure you don’t miss the opportunity when a new property becomes available.

Finding A Property

We recommend you start to look for rental properties at least two months before you plan to move. Nothing should be left to the last minute if you want to succeed in securing a property at the right rent and in the right location for you. 

The key point to remember is to be flexible. Be prepared to take time off work for viewings as not all properties will be available to view at any time if they are occupied. We try our very best to be as flexible as possible when arranging viewings for prospective tenants, however, sometimes we are limited to current tenant’s availability.

Once you have viewed a property and decided to proceed with the letting, the next step is the  referencing / application process.


Once all terms and conditions are agreed, Robert Holder will require information from you in order to process references with an industry accredited credit reference agency.

All parties taking the tenancy will be asked to complete a referencing form which will require Bank and employer details, details of any previous Landlord and/or someone able to provide a character reference.  These details are then submitted to a professional referencing company who will usually report back to us in 48 hours, sometimes quicker for urgent cases. 

Identification Checks

We are required by law to carry out Right to Rent Document and ID checks, so before the start of the tenancy we will ask you (and any adult occupants) to visit our offices so that we can check and copy the relevant documents for our records.

The Tenancy Agreement

Once sufficient referencing has been received, the tenancy agreement can be prepared (Written Statement Of an Occupation Contract to sign). This is a detailed legal document and we advise taking time to read this document thoroughly. We are very happy to answer any queries you may have on this. This document states the terms and conditions of the tenancy.


Occasionally if the referencing company is unable to obtain sufficient information on income, or you are recently self employed, we may have to ask you for a guarantor. This is someone, usually a family member, who is prepared to sign an agreement to fulfill your obligations as a tenant and pay the rent in the event of you being unable to keep up with the payments.

Security Deposit

This is usually equivalent to one or one and a half month’s rent depending on the rental value, whether the property is furnished or pets allowed.  It is held in an Approved Tenancy Deposit Scheme for the duration to protect the landlord in the event of unreasonable wear and tear or damage.  The property, including any carpets, white goods etc., is expected to be cleaned to a professional standard at the end of the tenancy, if this is not case the cleaning costs will be deducted from the deposit.


An inventory of the property condition, furniture, fixtures and fittings will be prepared by the landlord or independent inventory clerk. The tenant and landlord will be required to sign a copy to ensure both parties are in agreement at the start of the tenancy.

The agreement is designed to protect both the tenant and the landlord against disputes around the condition of the property and its contents at the end of the agreement.

At the end of the agreement, the inventory will be used to compare the condition of the property and a formal check out documentation prepared. The inventory clerk will also determine if any damage arisen during the tenancy is attributable to the tenants, to "fair wear and tear" or to the landlord as required maintenance.

Utility Bills

Unless previously specified in your contract, the tenant is responsible for all utility bills.

As a tenant you will therefore be responsible for Council Tax, Water Rates (if not included in the landlords maintenance charge,) Gas and Electricity and any contents insurance you wish to purchase. These items should be taken into consideration when budgeting for your new property.

Management Of The Property

Either Robert Holder or the landlord direct will manage the property. You will be notified of contact numbers for queries or issues during your tenancy agreement. Any maintenance work required on the property will be approved by Robert Holder or the landlord direct and will be performed by accredited local contractors and arranged for you.

Property Inspections

If we are instructed as managing agents for your property, we will carry out 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 agreed convenient time.

Renewals / End of Tenancy

Robert Holder will contact you prior to the end of the tenancy agreement to enquire if you wish to extend.

If you do not wish to extend, then the original end of tenancy date signed on the contract is applicable and will require you to move out of the property on this date.

Security deposits are returned after the end of the contract, subject to everything being in order.

During this time, you will need to accept viewings on the property for new tenants as Robert Holder market the property. Robert Holder will contact you in advance to notify of these times and ensure this is suitable for you.

At the end of the tenancy it is also your responsibility to make sure that you have meter readings, arrange for final accounts to be sent to your new address and settle the accounts.

If you have any further questions regarding renting a property, please contact us to discuss your concerns or for a general chat.

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With many years property experience and local area knowledge, Robert Holder would be happy to provide you with a realistic valuation of your property. Contact us today to discover your property value.


What Our Customers Say...

With years of experience, we have met many people who we have let and sold property for, provided mortgages and insurance to, and general property help and advice, here is what a few of them have to say about the service they have received from Robert Holder Estate Agents.

Excellent service from Robert Holder, from start to finish. Would highly recommend to anyone looking to sell their home in the future.

J. Pugh, Seller

Kept me informed during every process, very professional, couldn't have asked for more. Will defo be using again.

L. Jones, Seller

As a landlord, it's important I have a reliable agent that knows what they're doing, Robert ticks all the boxes.

S. Davies, Landlord

An excellent level of service at all times, wouldn't hesitate to use again. Helpful, knowledgeable and professional.

C. Harvey, Seller

When selling our house with Robert Holder, we found him to be very friendly and helpful, would definitely use again.

R. Morris,Seller

Always on hand to offer help and advice. Found us the perfect place for our family to rent. Great service at all times.

C. Habgood, Tenant

Our elderly mother was looking to move to a more suitable property, we approached Robert Holder for a valuation, instructed him and the property was sold within a couple of weeks. Awesome...

R. Powell, Seller

After using other agents to let my property, I wanted a change. Someone recommended Robert Holder to me and I'm so glad they did. A truly knowledgeable guy, and so glad I switched. Keep up the great work.

A. Gordon, Landlord