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Tenant Guide

  1. Referencing Procedure
  2. Holding Deposit
  3. Administration/Reference†Applications
  4. Tenancy Agreement
  5. Payment
  6. Managed Properties
  7. Rental Payment
  8. Notice to end a tenancy
  9. Inventory
  10. Deposit Returns
  11. Tenantsí obligations
  12. Property Inspection
  13. Fees and Charges
  14. Council Tax & Utilities

Referencing Procedure

As soon as a suitable property has been found, you will need to complete reference application forms. 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, salary confirmation.
  • Personal & Photographic identification (passport or driving licence).
  • Previous Landlord references.
  • Students (Guarantor or proof or funding).
  • Housing Benefit (Guarantor)
  • Self-Employed (Accountants references, trading details etc)

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Initial Payment

A Initial payment will be required which will also cover your administration fee(see below).
This is in order to show your interest in the property and for your application to be put to the landlord. Should the tenant withdraw from the proposed letting, through no fault of the landlord or the agent, all of the 'initial payment' will be retained in order to cover any reasonable costs. None of the initial payment will be retained should the Tenant's withdrawal be due to a breach of the proposed letting agreement by the landlord or managing agent.

The initial payment shows good faith on the part of a prospective tenant enabling the landlord to take further action in the confident knowledge that the applicant is serious and fully committed to the property:

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Administration/ Reference†Applications

All administration/reference fees are due at the start of the application process once the offer has been verbally agreed and will secure the property for you subject to satisfactory references being received on behalf of all applicable tenants.

The administration fee covering preparation of the tenancy documentation and any other contract/administrative paperwork are detailed below in the fees section. These fees are fully refundable in the event of the landlord withdrawing from the deal.


It is imperative that you disclose all relevant facts that may adversely affect your reference outcome, prior to entering into the above. It may save you money.

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Tenancy Agreement

Both Smartmove 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 twelve months with a 6 month break option, 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.

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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 move in monies in full will become due:

This is made up of the following:

  • Deposit normally equal to one months rent.
  • The first months 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 funds before the tenancy is able to commence, payment by means of either a bankers draft, cash†or paid directly into our client bank account and showing as cleared.

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Managed Properties

We do get instructed to fully manage some of our landlordís properties, if this is the case, with your tenancy we will inform you prior to your tenancy commencing. If we are managing then any faults with appliances or problems within the property will need to be reported to us and we will deal with the problem as quickly and efficiently 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 tenantsí bank account to the landlordís bank account or to smartmoves bank account.

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Notice to end a tenancy

To terminate your tenancy subject to term, you will normally be required to give us at least one month notice in writing of your intention to leave, 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 Ďfair wear and tearí or to the landlord as required maintenance.

It is in a landlordís 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, a full inspection of the property will be carried out, either by the landlord or Smartmove. The security deposit can then be released in accordance with the Deposit Protection Scheme, if there is no dispute and both landlord and tenants are in agreement, the security deposit will be returned within 14 days of the agreement between both parties as to how the deposit should be divided. However if both parties cannot come to an agreement then the matter shall be passed to the deposit Protection Scheme as a disputed for their independent resolution.

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Tenantsí 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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Fees and Charges

SmartMove Tenants Fees are as follows.

  • To be considered for a property to Rent an Initial Payment to declare your interest in a property would need to be made of £350.00. Additional Applicants and Guarantors would each cost £100.00 per person on top of this amount. Please be aware this fee in non refundable should you not return your forms and all supporting documentation within three working days of placing your initial payment, if referencing fails on the application, or if the applicant withdraws from the rental. Should a landlord choose an alternative applicant to rent the property whilst your application is being considered. then initial payment will be returned in full. The Initial payment is also used to cover the cost of your referencing and administration costs.
  • Prior to start of a tenancy tenants are required to pay one full month rent and also the full deposit amount requested by the landlord. Deposit amounts vary according to rents and landlords specifications and are usually equal to one months rent amount.
  • Tenants will be charged a renewal fee at the end date of their tenancy should they wish to remain in the property. This fee is £120.00 per tenancy. This payment is for your new tenancy agreement.
  • On vacating a property tenants are charged a check out fee of £108.00 this payment is to allow Smartmove to inspect the property on behalf of both the tenant and the landlord to provide evidence should it be required for the purposes of the deposit release:
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    Council Tax & Utilities

    It is the tenantís responsibility to inform the utility companies of their occupation of the property at the commencement of the tenancy, 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.†



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    £320,000 PCM
    3 Bed | House | Rainham | RM13
    3 Bed | House | Rainham | RM13