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Renting a property

Ben Property has been renting out properties to tenants for over 97 years. We pride ourselves on the condition of the properties we let and the excellent service we provide to tenants. The process of renting a new home is as follows:

Viewing a property

If you would like to view one of our available properties, you can either telephone the office on 0131 271 5000 or submit an enquiry. All viewings are accompanied and are conducted between 9.30am and 5pm, Monday to Friday, except Bank Holidays. If you would like to set up a viewing outside of these hours, we will do our very best to accommodate your request.

Please bear in mind that, in most instances, we will need at least 24 hours notice in order to arrange a viewing.

Application procedure

In order to be fair to all prospective tenants, our properties are let on a first-come first-served basis, provided the prospective tenant is deemed suitable. If, having attended the viewing, you would like to lease the property, we will require the following from you in order to ensure the property is held prior to being taken off the market once you go through our referencing process:

  • A fully completed and signed tenant application form
  • £200 holding deposit, for properties under £1,000pcm
  • £400 holding deposit, for properties over a £1,000pcm

The above can be processed either at the viewing of the property or at our office. Payments can be made by cash, banker’s cheque or using a debit or credit card. Personal cheques are not acceptable.

We will also require:

  • A fully completed and signed reference form per tenant

The reference form(s) may be taken away for completion, however, they must be returned within three working days of receipt of the holding deposit otherwise the property will be placed back onto the open rental market and you will forfeit your holding deposit.

On receipt of the reference forms, your details will be submitted to a specialist referencing agency for checking and, in most cases, you will be notified of the outcome within 48 hours.

If you are successful, you will have five working days from notification of the outcome of the reference to visit the office and sign the lease agreement* and pay the first month’s rent. N.B. Each tenant must also provide proof of residency and a recent pay slip from their current employer. If the above criteria are not met, Ben Property reserves the right to resume advertising and you will forfeit your holding deposit.

In the event that your application fails, we will return your holding deposit. However, if this is due to inaccurate or false information being submitted, or if you decide not to proceed with the tenancy during any stage of the process up to and including the proposed date of entry, this sum will be used towards the cost of re-advertising the property to let, including web site and To Let board costs, hourly time charges for paperwork preparation and visits by staff to the property to prepare an inventory and take meter readings.

If a guarantor is required, they will need to complete a separate reference form and must sign a guarantor’s covenant, which legally binds them to the terms of the lease, prior to the lease being signed by the tenants. Please note that they must also be a UK resident.

* All tenants over 16 years old must come to the office to sign the lease agreement.

Moving in

On the day of entry, you should come to the office to pay the deposit, which is equivalent to one and a half month’s rent, less the holding deposit, complete and sign a standing order form, and collect the keys, inventory and welcome pack. You will also be required to sign up with the gas and electricity suppliers.

All our properties are thoroughly inspected prior to tenants moving in. We will check to see if everything is in order for you to move in. However, if you feel we have missed something, please let us know so that we can have it fixed.

We will inform the council of the change of occupant(s). All students must register with the council in order to receive an exemption notice. Contact the council for more information.

Please note that the monthly rent does not include council tax, gas, electricity, TV licence, telephone, broadband or communal charges such as stair cleaning or gardening.

In order to provide a fair and impartial service to tenants, the inventory is prepared by an independent professional inventory clerk. Tenants must meet the inventory clerk at the property on the first day of the tenancy, or appoint a competent person to represent them, for the purpose of checking through the inventory and signing it as being an accurate record of the state and condition of the property and its contents.

We strongly advise all our tenants to take out contents insurance to safeguard their personal possessions against damages or a break-in. All our landlords have relevant buildings and contents insurance. However, neither of these provide cover for any of the tenants’ items. We are happy to recommend the services of our FSA regulated insurance partner – please ask for more details.

During the tenancy

Ben Property is your first point of contact for all issues relating to the property. If you have a maintenance issue please refer to the Maintenance section.

Moving out

When you decide you would like to move out of the property, you will need to notify us in writing, giving no less than two months notice or four weeks notice dependent on what is written in your tenancy agreement. We will send you a letter outlining the property vacating procedure which will give details of the final inspection, closing utility company accounts, final rent payment, return of the deposit, forwarding of mail and cancellation of the standing order.