Application to Rent a Property

All persons aged 18 years and over, who will occupy the property, must be named on the Tenancy Agreement. Each Tenant will be assessed for their share of the total rent. Where a Joint Tenant is not contributing to the rent, a Credit and Identity check only, is required.

The Administration Fees are outlined below and include vat:

Single Occupancy: £275.00      Additional Tenants: £125.00 per person

Guarantor: £125.00 per person      Company Let: £500 including VAT

Short Term Let: £500                 Express Move in (under 5 days) additional £125

These fees are non-refundable if you decide to withdraw from the proposed Tenancy, if your references prove to be unsatisfactory, or if you are unable to proceed in accordance with the initial terms of your offer.

Document Check List

In order for you to move into a property we must have the following:

Passport & Utility Bill or Bank Statement dated within the last 3 months

3 Months Wage slips & 6 Months recent Bank Statements

Signed copy of Offer letter
Signed Tenancy Agreement1st Month’s Rent, Deposit & Inventory

Check Out Fee


We must see original documentation in order to comply with Anti Money Laundering Regulations. We will advise on which documents are suitable for proof of address. These documents are also required for Guarantors.

Funds Required prior to tenancy commencement and occupation:

The 1st Month’s Rent, and any other advance rent that has been agreed, the Security Deposit and the Inventory Check Out fee, must be paid prior to the commencement of your Tenancy – via Online Banking, Cheque or Bankers Draft.  Payments are accepted by Cairds Subject to Contract.

NB We do NOT accept Cash payments for rent, deposits or inventory fees.

Online Banking Payments should be made to:

Bank: Santander Sort Code: 09-01-27 Account Number: 4310**** (please call our lettings team for the last 4 digits on 01372 731966)

You must ensure sufficient time for funds to reach our account. We will not allow your Tenancy to commence without cleared funds as required.


You may require a Guarantor (subject to agreement from the Landlord), if any adverse credit history is recorded or if your income is insufficient for the agreement.  Guarantors are subject to the same reference and ID checks as the prospective Tenant. A Guarantor must be a UK Passport Holder, be Resident in the UK and be a UK Homeowner. Cairds will also need to meet the Guarantor in person. If you have any adverse credit history or are concerned your income may be considered insufficient, please notify us prior to reserving the property, as refunds cannot be issued in these circumstances.

Tenancy Agreement:

Once Cairds are in receipt of satisfactory references, we will prepare the Tenancy Agreement; this is an Agreement between the Landlord and the Tenant.  This must be signed and returned by both parties, prior to the commencement of the Tenancy.

Documentation To Be Sent To Tenants Prior To Signing Tenancy Agreement:

Gas Safety Certificate, Energy Performance Certificate and How to Rent Guide

Immediate Part Payment towards Rent and Deposit:

We require an immediate payment of between £500.00 and £1000.00 (dependant on the rental value of the property), towards the rent and deposit, as soon as satisfactory references have been received. The remainder of the rent and deposit will be due to Cairds 5 working days before the tenancy commences.


Before a Tenancy commences, the Tenant is required to pay the security deposit

(equivalent to 1.5 months rent).  The Deposit is held against any damages to the property or expenses incurred by the Landlord, by breach of the Tenancy Agreement.  The Deposit will not be released until all Tenants have vacated the property and all rent is paid up to date.  If you have pets, the Landlord will require a 2 month deposit.

Deposits will be lodged by Cairds, with the Deposit Protection Service, details of which can be found www.thedepositprotectionservice.com Tel 0330 303 0030.  In the event of a dispute the DPS offers a free Adjudication Service, providing an assured short hold Tenancy has been used.

The Landlord may be a private member of a deposit scheme.  If so, the Landlord must provide you with evidence of their membership and register your Deposit with an approved Deposit scheme.

Client Money Protection

Client Money Protection is a legal requirement for all letting agents who deal with client money from 1st April 2019. Under current legislation, the Consumer Rights Act 2015 made it a legal requirement for every lettings agent in England to display whether or not they are a member of a Client Money Protection scheme. Letting Agents in Wales are required to be a member of a Client Money Protection scheme (and display this to consumers) as part of their Rent Smart Wales registration.

Cairds (Epsom) Ltd t/a – Cairds The Estate Agents are covered by Property Mark Client Protection Scheme 

Rental Payments

Future rent payments should be made by Standing Order, either to Cairds or directly to the Landlord, as advised.  It is the Tenant’s responsibility to set up the Standing Order. The rent must be received in cleared funds on the agreed date each month.  Standing Orders cannot be changed by Cairds or the Landlord.  At the end of the Tenancy, it is the Tenant’s responsibility to cancel any standing order in place.

Moving In

For most tenancies, there will be a “Check-In” at the property with an independent Inventory Clerk. The Inventory Clerk will release keys to you at this time. You will be provided with a copy of your Check-In Report shortly after you move in.  An Inventory Report is arranged at the discretion of the Landlord.  They may only require Cairds to hand over keys to you, or they may do their own Inventory and meet you at the property on the day you move in.


Tenants are responsible for all Utilities unless otherwise stated.  It is the Tenants responsibility to advise the Council, Utility companies (Gas, Electricity, Water), TV Licence, Telephone and Broadband providers of their occupancy. Telephone and internet companies will not accept instructions from third parties; it is the Tenant’s responsibility to ensure that there is a working active line available.

Absence From The Property

All Tenants should be aware of their responsibilities for the property during the Tenancy.  It is particularly important that any leaks, gas or electrical problems, are reported immediately.  In addition the property must be secure when left unattendedDuring the winter months, steps must be taken to prevent freezing of the water, heating systems and pipes.


Tenants are required to take out the appropriate Tenant insurance to cover their personal belongings and accidental damage to the Landlord’s contents, which includes third party cover.  Insurance must be in place as soon as your Tenancy commences.

Cairds Obligations

Our obligations vary depending on which level of service we provide to the Landlord.  Tenants will be advised of our obligations prior to the commencement of the Tenancy.

Introduction Only

You will be required to liaise with the Landlord upon the commencement of your tenancy with any rental or management queries you may have.

Rent Collection

Rental payments must be made to Cairds.

Management queries must be directed to the Landlord.

Managed Properties

If Cairds are instructed to Manage the property we will undertake inspections of the property and deal with Management/Maintenance issues.


You may wish to be released within the Fixed Term of your Tenancy Agreement.

This may be allowed at the Landlord’s discretion and agreement and with an advance Early Release payment to Cairds of:

£1500 including vat for Rentals from £3000 per calendar month upwards

£1250 including vat for Rentals from £2000 – £2999 per calendar month

£950 including vat for Rentals from £1500 to £1999 per calendar month

£650 including vat for Rentals from £1000 to £1499 per calendar month

£550 including vat for Rentals from £500 – £999 per calendar