Tenants Guide to Renting

Cherwell Property Services – Helping You Find Your Perfect Home

Our aim is to take the stress out of finding and renting your new home. We are here to guide you through every stage of the process, ensuring your move is as smooth and straightforward as possible.

If you would like to discuss your requirements in more detail, please contact us or visit our office - our friendly team is always happy to help.

We recommend starting your property search around two months before your intended move date, as rental properties are often in high demand.

As managing agents, we act on behalf of the landlord and are also your main point of contact throughout your tenancy. We are here to ensure everything runs smoothly and that the property is maintained to a high standard.

VIEWINGS

To begin, you will be asked to complete a simple registration form so we can understand your requirements, including:

Property Location
Property type and size
Budget
Preferred move date

SECURING A PROPERTY

Holding Deposit
Once you have found a property you wish to proceed with, a holding deposit (equivalent to one week’s rent) is required to reserve the property.
At this stage:

The property will no longer be marketed
Holding deposit deducted from first months rent if application successful
Proposed tenancy terms will be confirmed
Commencement date of tenancy agreed

he holding deposit will be deducted from your first month’s rent if your application is successful.
It may be retained if:

False or misleading information is provided
You fail a Right to Rent check
You withdraw from the application
You do not take reasonable steps to proceed

PROPERTY APPLICATION & REFERENCING

All applicants must complete a referencing application, which includes:

Employment and income verification
Previous landlord/agent references
Copy of passport or driving licence
Credit Checks

RIGHT TO RENT & SANCTIONS CHECKS

We are legally required to verify that all tenants have the right to rent in the UK.

Original ID must be seen in person
Share codes are required for visa holders
UK and Irish nationals must provide a passport
Proof of address (recent utility bill, bank statement, etc.) dated within the last 3 months

PAYMENTS BEFORE MOVE-IN

Before your tenancy begins, you will be required to pay (by bank transfer):

First month’s rent in advance (less holding deposit)
Tenancy deposit (equivalent to five weeks’ rent)

RENT

Rent must be paid in full and on time, by standing order.
Paying your rent on time is essential and helps maintain a positive rental history.

TENANCY DEPOSIT PROTECTION

Your deposit will be protected in a government-approved scheme:

Registered within 30 days
Full legal compliance
Managed through The Dispute Service (TDS) Custodial
Certificate of registration provided

TENANCY AGREEMENTS

Our tenancy agreements are professionally prepared and fully compliant with current legislation, including the Renters’ Rights Act.

Your tenancy agreement will clearly outline:

Your rights and responsibilities
Rent payment terms
Compliance with the Renters’ Rights Act 2026
Deposit protection details
Regulations regarding pets, alterations, and property use
Notice requirements
Repair, maintenance, and reporting responsibilities
Utility bills, council tax, and other paymens obligations
The tenancy continues until ended by either party in line with legal requirements
Landlord and Tenant notice requirements for ending the tenancy

We will guide you through the correct process when the time comes.

PROPERTY CONDITION & INVENTORY

Before you move in, a detailed Inventory and Property Condition Report will be prepared.

A detailed description of each room within the property
The condition of all fixtures, fittings, furnishings, and contents
The standard of cleanliness throughout the property at the start of the tenancy
A comprehensive photographic record to support the inventory report
If items such as carpets, ovens, or appliances are professionally cleaned before your tenancy, they must be returned in the same condition when you leave.
Tenants are required to carefully review and sign the inventory document
The signed inventory will be used as a point of reference during the check-out inspection at the end of the tenancy
The inventory helps ensure a fair and transparent assessment of the property’s condition throughout the tenancy period
Smoking is strictly prohibited inside the property.
Meter readings and key handover details recorded where applicable

MAINTENANCE & REPAIRS

Landlords responsibility:

Maintaining heating, hot water, and electrical systems in safe working order
Carrying out structural and exterior repairs to the property
Ensuring compliance with all relevant safety regulations and legal requirements
Providing valid Gas Safety Certificate (if applicable) Electric Inspection Condition Report (EICR) and EPC (Energy Performance Certificates)
Maintaining installations for the supply of gas, electricity, sanitation, and water
Ensuring smoke alarms and carbon monoxide alarms are installed and functioning correctly
Arranging repairs within a reasonable timeframe once issues have been reported

Tenants responsibility:

Keeping the property clean, tidy, and reasonably well ventilated
Taking reasonable steps to prevent condensation, damp, and mould growth
Reporting maintenance and repair issues promptly
Replacing consumable items such as light bulbs and batteries where appropriate
Keeping the property secure and locking doors and windows when leaving unattended
Using fixtures, fittings, appliances, and facilities in a responsible manner
Disposing of household waste appropriately and following local collection guidelines
Allowing reasonable access for inspections, safety checks, and repairs with appropriate notice

If an emergency occurs outside of our normal office hours, please call our office as usual. Our answerphone message will provide details of an out-of-hours contact number for urgent issues.

ENDING A TENANCY

To end your tenancy, you will typically need to give a minimum of two months’ notice, in line with your agreement, on or before the rent date.

We will confirm the correct notice requirements at the time.

DEPOSIT RETURN

A full check-out inspection will be completed
The property condition will be compared against the original inventory and schedule of condition
Fixtures, fittings, furnishings, and cleanliness standards will be reviewed
Meter readings and returned keys will be recorded where applicable
Any agreed deductions for damage, cleaning, missing items, or outstanding charges may be applied

Your deposit will be returned via The Dispute Service (TDS) Custodial, usually within 10 days of agreement.