Process For Tenants

Our step-by-step guide to renting a property

Renting a property through Parkheath is simple. We try to make the renting experience as straightforward as possible, thus enabling you to enjoy the area for however long or short your stay. This step-by-step guide will help to clarify the renting process for you, and we hope will remove some of the stress involved in moving home.


If you require further information or advice, contact your local office to talk to one of our experienced members of staff.


Register with Parkheath

The first step to finding your new home is to either contact or visit your local office to discuss your property requirements with one of our experienced members of staff.


Alternatively, you can register online


When registering, please give us as much information as you can about your requirements so that we can find the right home for you.


Looking for a property

Once you know your budget you can start searching for a property. As soon as you have registered with us and given us your requirements, we’ll keep you up to date with the local housing market, let you know when suitable properties become available and arrange viewings on your behalf. It is advisable to give us as much information as possible about your requirements as this will help us find you the right property.


We will keep you up to date with any new properties that we have been instructed on by telephone and email.



Viewing hours can be a little restricted and we do ask people viewing a property to be punctual. We will endeavour to arrange appointments to view properties at times that are convenient to you.


It keeps things simple if you can let us know straight away if you are interested – or not – in taking matters further regarding a property after viewing it. We act on behalf of the Landlord and will be happy to pass on any queries you may have.


Making an offer

Once you have found the right property you will want to make an offer. Let us know if there are any items in the property or specific stipulations to which your offer depends, to be included in the Tenancy, as well as your preferred move-in date, the length of Tenancy you require and whether you require a break clause or not, as these are not standard in our Tenancy agreements.


We will put the offer forward to the Landlord. If your offer is not accepted and you are still interested in the property, negotiations will take place. We make every effort to keep this process as simple and as stress-free as possible.


As soon as an offer has been accepted, we will need to remove the property from the open market by taking an initial payment to allow us time to take references and prepare draft tenancy agreements. You will be asked to provide details of your referees. References will be applied for and the information passed to the Landlord for acceptance. Any offers made on a property are subject to satisfactory references being received.


Tenancy Agreements

Once the Landlord has confirmed they would like to proceed, we will draw up the relevant paperwork and form an agreement (the Tenancy Agreement), which is signed by both parties.


A Tenancy Agreement is a legally binding contract between a Landlord and a Tenant, which sets out the contractual responsibilities of both parties. All persons over the age of 18 must be named on the Tenancy Agreement, to a maximum of 4 Tenants. Prior to the commencement date of the Tenancy, the agreement must be signed by all of the parties and executed.



In most instances an inventory will be prepared prior to the commencement of a Tenancy, which details the contents of the property and a schedule of its condition. Parkheath complies with the EEC regulation, stating: ‘it is imperative that the Landlord provides an independent inventory prepared by an independent clerk”, however, if the Landlord refuses to prepare an inventory and schedule of condition, it is not the responsibility of Parkheath. A copy of the inventory will be supplied to both Landlord and Tenant.


Paperwork Required

We will need to take a copy of your Passport and Visa (if applicable) and current proof of residency in the form of a recent utility bill and hold on file. Such copies will need to be taken in person at one of our offices. This is in line with the Right to Rent Immigration checks under Section 22 of the Immigration Act 2014.


Deposits & Rent


A rental deposit is required from the Tenant. This deposit is held for the duration of the Tenancy and will be returned to you at the end of the Tenancy, subject to the details of your agreement and the findings of the inventory check-out report.


As per recent legislation, where relevant, your deposit will be held by a third party as part of the TDPS (Tenancy Deposit Protection Scheme). In the event that there is an unresolved issue over the allocation of a deposit, it can be referred to the scheme for an independent third party adjudication, which will provide a resolution fair to the Landlord and Tenant.


Parkheath are members of the Tenancy Dispute Service (TDS) and are legally entitled to hold deposits on behalf of Landlords. Further information is available at www.tds.gb.com or www.arla.co.uk.



An advanced rental payment is required prior to the commencement of the Tenancy.


You will also receive a statement of account showing the initial monies due to Parkheath. This statement will normally include the first rental payment, deposit and reference fees for which you are responsible.


Tenants Pre-Tenancy Charges & Costs:

Please be aware that if you are a prospective tenant interested in renting a property via Parkheath the following costs will usually be due prior to the commencement of a tenancy. Where we are advertising a property on behalf of another letting or managing agent, the fees may differ from the below and we will inform you on enquiry.


Reservation Fee

This is usually paid when you have agreed an offer, equivalent to 2 weeks rent and can be deducted from the first monthly rent when the tenancy proceeds. Further details will be contained within the reservation fee form.


Tenancy Agreement Fee

In order to process the new tenancy and issue the Tenancy Agreements a fee of £199.00 inc VAT will be charged per tenancy (for 2 tenants and £99.00 inc VAT for each additional tenant)


Reference Fee

£30.00 inc VAT minimum per Tenant or Guarantor being referenced. (Student with Guarantor and Fast-Track references are charged at £60.00 inc VAT and international credit reports can cost up to £75.00 inc VAT.


Security Deposit

This is usually equivalent to 6 weeks rent and will be held in accordance with the Government Tenancy Deposit Guidelines and may be returned at the end of a Tenancy. Higher deposits can be requested for various reasons such as the added risk to property due to pets etc.


Check in and Check Out Inventory Costs

It is usually the Tenants responsibility to pay for the check-out inventory at the end of the tenancy when renting a property via Parkheath. This will be detailed within the Tenancy Agreement. The cost varies depending on the size of the property, number of floor levels and whether there is a garden or the property contains furniture and if you do not attend an appointment, you may be charged an abortive fee. Please ask a member of staff for approximate price however the prices vary from studio flats at £85.00 inclusive of VAT to 6 bedroom houses at £300.00 inclusive of VAT.


Tenants Fees During or at the End of a Tenancy:


Renewal Fees


In the event of a Tenant renewing their tenancy after the initial fixed term, there will be a Renewal of Tenancy Administration fee of £90.00 inc VAT per extension thereof.


Replacement Tenants

Should the Tenant wish to replace one tenant with another tenant during the Tenancy subject to the Landlords approval then the Tenant/s agree to pay the agencies Tenancy Agreement and reference fees as listed above.


Unpaid Rent and Returned Payments

Interest at 3% above the Bank of England base rate may be charged from the rent due date if not received.


Professional Cleaning

Most properties will have been professionally cleaned prior to move in and this will be listed on the inventory. Where a property is not returned in the same condition as it was rented, further cleaning charges may be charged and deducted from the Tenants Deposit. Please ask a member of staff for an approximate price depending on the size of the property.





We always recommend that Tenants arrange insurance to provide cover for their own contents and personal belongings, as the Landlord’s insurance will not cover any of the Tenants’ contents or personal belongings.


On the day the Tenancy commences, you will generally be checked into the property by an independent inventory clerk and have the keys to your new home handed over to you.



This guide is intended to help readers navigate their way through the renting process under the estate agency systems in England and Wales. Readers take any advice at their own risk. Parkheath accept no responsibility for any action taken, or loss occurring, as a result of any advice and/or information in this guide. If you require further information or advice, contact your local office to talk to one of our experienced members of staff.