Tenants Guide

Helping You Find the Right Property

At HF Lettings Ltd we pride ourselves on a pro-active approach to helping you find the right property for your requirements and ensuring a smooth running efficient tenancy for both tenants and landlords. HF Lettings is a member of CMP, which is a client money protection scheme, and also a member of The Property Ombudsman Scheme. As a member of the Property Ombudsman scheme we subscribe and adhere to the Code of Practice for Letting Agents.

A copy of the code can be obtained on request. If you decide you would like to proceed with renting a property through HF Lettings, we have compiled the following guidance regarding the process of organising a tenancy, to help you assess what is involved and required of you in the initial stages.

Referencing & Right to Rent Checks

We will need to obtain references to establish employment, financial and credit status. This is conducted through a professional credit referencing company, and usually takes 3-5 working days; the time scale generally depends on how quickly employers or accountants respond to their enquiries. This information will be collected from you by Goodlord and they will supply you with the link. You will need to provide proof of ID, such as Passport etc for the Right to Rent checks, bank statements and payslips.Please follow the attached link for information on the process; https://www.goodlord.co/support/tenants.

Holding Deposit

In line with the requirements outlined within Schedule 1, Tenant Fees Act 2019 you are required to pay a refundable holding deposit equivalent to one week's rent in order to reserve a property.The purpose of the holding deposit is to enable both the landlord and tenant to demonstrate commitment to entering into a tenancy agreement on the terms agreed whilst reference checks and right to rent checks are undertaken. The holding deposit creates a binding conditional contract between tenant and landlord. Under this contract, the tenant agrees to provide honest representations as to income, tenancy history and references, and to enter into the tenancy under the terms agreed with the landlord.

The landlord agrees to enter into the tenancy as per the agreed terms subject to satisfactory fulfilment of all pre-tenancy checks.The 'deadline for agreement' for both landlord and tenant will be within 15 calendar days from the date that the holding deposit has been received by the landlord or letting agent. The tenancy agreement must be signed by all parties within 15 calendar days from receipt of the holding deposit.The tenant will be notified of any extension to the 15 day deadline in writing. The tenant must request an extension to the 15 day deadline in writing.The property will be withdrawn from the market pending referencing and right to rent checks.

The holding deposit will be retained by the letting agent if false or misleading information is provided which affects a decision to let the property and calls into question your suitability as a tenant.The holding deposit will be retained by the letting agent if you fail the right to rent check. The holding deposit will be retained by the letting agent if you withdraw from the proposed agreement.The holding deposit will be retained by the letting agent if you fail to take all reasonable steps to enter an agreement when the landlord and/or agent has done so. If we intend to retain the holding deposit, we will advise you in writing the reason for this within 7 days of deciding not to enter an agreement. The holding deposit will be refunded to you if the landlord withdraws from this agreement or the deadline agreement is not met.

Security Deposit

Along with your first month's rent, required as cleared funds in advance of move in, we will require a deposit to secure against damage to the property. As required by law, these monies are held in a Tenancy Deposit Protection Scheme. This Scheme ensures your interests are protected and, although the situation is rare, will give you peace of mind that disputes over the return of deposits at the end of the Tenancy can be resolved quickly. Full details of the scheme will be supplied in due course. The amount of deposit that will be protected is typically one months’ rent plus £100 but may be up to a maximum of 5 weeks’ rent.

Move in monies

You will be asked to pay total move in monies at least 24 hours prior to check in. This initial payment will be paid to Goodlord. You can opt to pay by bank transfer or by bank card. It is the tenant's responsibility to pay at least 24 hours before check in. Failure to do so can delay your move.

  • Rental Commitments & Permitted Payments; During the Tenancy (Payable to the Agent)
  • Payment of £50 incl VAT to change the tenancy agreement
  • Payment of interest for the late payment of rent at a rate of 3% above Bank of England Base Rate
  • Payment of £50 incl VAT for the reasonably incurred costs for the loss of keys/security devices
  • Payment of any unpaid rent or other reasonable costs associated with the tenant's early termination of the tenancy
  • We may also charge for other permitted payments, not included above, under the relevant legislation, including contractual damages.

Rental Payments

These will be required by standing order, payable monthly in advance. We will supply you with a standing order mandate to complete. Very occasionally, when there are financial or credit status concerns, landlords will require 6 month's rent in advance, rather than the standard 1 month. This would of course be discussed and agreed with you well in advance.


Tenants may wish to take out insurance to cover their own possessions, Landlord's insurance does not cover tenants' possessions. Tenants may wish to insure their own belongings. We do, however, require you to obtain accidental damage insurance to cover the landlord's possessions and fixtures and fittings. If you choose to arrange your cover independently, we will need a copy of the cover note or schedule on signing the tenancies.

Pet Policy

If permitted by the landlord, additional rent maybe negotiated. The tenant is responsible for the proper care and control of said animal and for the reasonable costs or rectification of any damage or de-infestation etc.