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Now You’ve Accepted an Offer From a Prospective Tenant, What Happens Next?
After you have accepted an offer from a prospective tenant, we will then request payment of a holding deposit from them in order to commence the referencing process.
Once the holding deposit has been paid, the property will be withdrawn from the market and viewings will be put on hold whilst we undertake reference checks on the tenants. This will include credit checks, sanctions checks, right-to-rent checks, verification of income and affordability, and, where applicable, a reference from their current landlord.
As the reference process relies on responses from third parties, it can sometimes take up to 10 working days, however, we will do everything we can to progress the checks as quickly as possible, especially where a provisional tenancy start date has been agreed for less than two weeks away.
Once satisfactory references have been obtained, we will be able to request payment of the tenancy deposit and issue the tenancy agreement for signature. After the tenancy agreement has been executed by all parties, it becomes legally binding. Until that point, the tenant’s application remains subject to contract.
Due to the rules introduced under the Renters’ Rights Act 2025, the first month’s rent cannot be requested until after the tenancy agreement has been executed, and it is not legally due until the tenancy commencement date.
Other Information Relating to Pre-Tenancy Certificates, Checks and Documentation:
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Terms of Engagement
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EPC
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Gas Safety Certificate
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EICR
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Inventory
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Smoke Alarms & Carbon Monoxide (CO) Alarms
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Keys
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PAT (Portable Appliance Test)
Licensing
- Where we have identified that the property falls within the criteria of a local authority licensing scheme, we require a copy of the licence before the tenancy start date.
Where applicable, please provide us with a copy of the licence as soon as possible. If you do not have a licence yet, an application must be made (and the Part One fee paid) before the tenancy start date and we require written confirmation of the submitted application. - If we manage the property on your behalf, we can manage the application process on your behalf. The cost is charged in accordance with our Terms of Engagement.
Fire Risk Assessment (Licensed Properties Only)
- In order to comply with the Fire Safety (England) Regulations 2022, where an HMO Licensing inspection has yet to be completed by the Local Authority, we require an Independent Fire Risk Assessment to be completed before the tenancy start date.
- Where The Letting Game are managing the property: We can organise a Fire Risk Assessment on your behalf. The cost is charged in accordance with our Terms of Engagement, and this service includes arranging quotes and works in relation to any follow-up improvements that are required following receipt of the report.
- Where we are not managing the property: It is the landlord’s responsibility to carry out the required checks and ensure compliance with the regulations, or to arrange an independent Fire Risk Assessment. When self-assessing, we recommend recording details of the checks and retaining photos/videos as proof of compliance.
Fire Safety – Communal Areas (if applicable)
- If your property is a flat or apartment (typically leasehold), responsibility for fire safety within the communal areas falls under the Regulatory Reform (Fire Safety) Order 2005. The duty sits with the “Responsible Person”, usually the freeholder, managing agent, or block management company responsible for the building.
- The Responsible Person is legally required to ensure that suitable fire safety measures are in place for the building as a whole. This should include a current Fire Risk Assessment (FRA) for the communal areas, typically reviewed at intervals of no more than five years, or sooner where there have been significant changes to the building, layout, or occupancy. Any recommendations or remedial actions identified within the FRA should be addressed without delay.
- Please note that The Letting Game does not act as the “Responsible Person” for communal fire safety matters, even where the landlord owns the freehold, holds a share of the freehold, or owns multiple (or all) flats within the building.
- We strongly recommend obtaining written confirmation from the relevant party that an up-to-date FRA is in place, together with a copy of the latest assessment for your records. Retaining this documentation helps demonstrate that reasonable steps have been taken to support compliance and safeguard tenants.
