Rental process

Start your search

Looking for a property to rent can be very stressful, but we find that the easiest way forward, is to begin by working out what you are able to afford. Remember to consider things such as council tax, gas and electricity bills and if you have a car, make sure you aware of any parking charges that may apply. Once you have an idea of what you are looking for, register your details with us and we will match your requirements to properties we think may be of interest to you.


By registering your details with us, you will be alerted to any new properties prior to us marketing them on the various property search engines, thus giving you the advantage of booking in a viewing before the general public.


Booking in a viewing

If you like the look of a property, we will look to book you in for a viewing as quickly as possible. Once an appointment has been scheduled, you will be notified by both email and a text of the time one of our letting’s consultants will meet you at the property.  Whilst you are on the viewing, our consultants will talk you through our rental process and what is required from you in order to secure the property. This will cover all the fees you will be liable to pay, the term of the tenancy, the deposit and any additional requirements you may have. However if the property is not what you are looking for, please do let us know why it’s not for you, so that we can refine your search criteria to ensure that we can send you other property details that are more suited to your taste.


Making an offer on a property

If you like a property that we have shown you and you are interested in putting forward an offer, we would require that you fill in an offer form, which will be provided to you by the letting’s consultant. As part of the offer, we will require some basic information from you, so that the landlord has enough information about the offer to make an informed decision as to whether or not he or she will accept it.


  • Rental Amount offered
  • Proposed move in date
  • Full name of all parties involved
  • Employment details and personal income
  • Any additional requirements that form part of your offer


The letting consultant will then put your offer forward to the landlord and will discuss it with him or her. Once the landlord has reached a decision, we will inform you either way. If your offer is accepted by the landlord, the lettings consultant will send you an email advising you of what is required from your you, in order to secure the property.


Securing the property

After an offer has been accepted by a Landlord, which will be subject to contract and receipt of satisfactory references, it is normal for the prospective tenant(s) to place with Samuel Estates a holding fee as a sign of their good intent. This will be the equivalent of 1 weeks rent.


Samuel Estates will, in turn stop marketing the property while the referencing process is carried out. All prospective tenant(s) will be asked to provide the following documents within five days of their offer being accepted. Failure to provide these documents within this time frame will result in Samuel Estates re-marketing the property. 


  • Photographic Identification (Drivers Licence or Passport)
  • Proof of current address (no more than 3 months old)
  • 3 Months payslips
  • Written reference of employment
  • Written reference from your current landlord or agent


Should the prospective tenant(s) decide not to proceed with the tenancy or if a satisfactory credit assessment and references are not obtained, the tenant(s) will forfeit this holding fee. 


Should the Landlord decide not to proceed the holding fee will be refunded. If the tenancy goes ahead the holding fee will be added to your rental account and deducted from the balance of monies due prior to the start of the tenancy.


Samuel Estates reserve the right to use a professional tenant referencing agency to assess potential tenant(s) (and Guarantor if required). Each named tenant (and Guarantor if required) will be required to complete an application form. The tenant referencing company will ask you for details of your employer, bank, previous Landlord and a character referee. Your references will be shown to the Landlord or an interested party acting on their behalf.


We are required to undertake document checks to establish whether each named tenant has the right to rent a property in accordance with the Immigration Act 2014. We must obtain original versions of one or more acceptable documents and check the documents validity in the presence of the holder before the start of the tenancy.


Initial Payment

The initial payment will consist of the holding fee (equivalent to 1 weeks rent).


Payment may be made by any of the following methods:


  • Direct transfer to our bank account. Account details will be provided to you
  • Bankers draft (payable to Samuel Estates Ltd)
  • Payment in cash in person (Limited to £5000)
  • Payment via our referencing partner GoodLord payment platform


Contract fee, balance of deposit and First month’s rent

Provided we receive satisfactory credit assessment and references, and approval from the landlord, we will proceed to drafting up a tenancy agreement which will be sent to the tenant(s) for review. At this point we will request that the tenant(s) pay the balance of the deposit (which is equal to 5 weeks rent) and the first month’s rent. The first month’s rent must be shown as ‘cleared funds’ in our client account at least 3 working days prior to the start of the tenancy or the move in date will be moved back.



The deposit of an amount equal to, not more than five weeks’ rental is required and, in most cases, will be held by Samuel Estates as Stakeholder. Samuel Estates is a member of the Tenancy Deposit Scheme which operates to safeguard your deposit and to ensure that any dispute over the return of the deposit after the tenancy has ended is resolved swiftly, inexpensively and impartially. Further details are available


Please be aware that in some instances the landlord may wish to hold and register the deposit themselves. If this is the case, we will advise you accordingly.


How and when do I receive my Tenancy Agreement?

Once the references have been accepted by your landlord and we have been given permission to proceed to contract, we will send you a draft Tenancy Agreement via email for you to read through. If you have any questions that may relate to clauses in the tenancy agreement, please feel free to discuss these with your Lettings Consultant or your Lettings Coordinator as they will be able to talk you through them and help you understand any that you may not.


Our standard Tenancy Agreement is based on a two year term with a 1 year break clause; although this may not always be the case and you will need to check with your Lettings Consultant or your Lettings Coordinator.


Once everything has been completed and you have moved in, we will send you the following documents that relate to your tenancy via


The move in day

In most cases our Lettings Coordinator will arrange a set time for you to meet an Independent Inventory Clerk at the property on the day your contract starts. You can decide whether or not to be present at this appointment, but we do recommend you attend.

If you are present the Check In Clerk will walk you around the property, make notes of the condition of the property and will take the meter readings. Once finished, you will be given the relevant sets of keys.


If you decided not to attend then the process will continue in the same way, but the keys will be brought back to a Samuel Estates office, awaiting your collection during office hours.

In both circumstances the inventory report will be sent to you by email. You will have 7 days to look over this report, from the day we send it, to make us aware of any discrepancies or items you are not happy with. Once we have been advised and agreed any amendments the report will be updated.


Please be aware that in some instances the landlord may wish to complete and provide their own inventory. If this is the case, we will advise you of the process accordingly.


What about the utilities?

For Properties that are Managed by Samuel Estates - we will notify the relevant utility suppliers and your local council that you have moved into the property. You must also follow this up on your side and set up a preferred payment method with the supplier.

For Properties that are Managed by the Landlord - you and your landlord will be responsible for contacting all of the utilities and your local council to ensure that they have all your details. Please liaise with your landlord.


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