Woodholls Estate Agents - Tenants guidance notes

Tenants guidance

Getting Started

Having viewed the property and arrived at a decision to make an application to rent you will be required to:-

Initially pay a holding deposit of £400.00

Provide your original passport(s)/Visa(s) (if applicable) to us in person to our office. We need to see this is in person prior to tenancy start date and it must also be provided with a 28 day window prior to the tenancy start date due to our ‘right to rent’ legal required checks

Complete an online reference application for within 48 hours of receipt

(We cannot agree to a tenancy without satisfactory replies from those referees.) 

Reference Procedure Woodholls use a professional referencing company to carry out the References. An electronic form is to be completed by every adult who will live at the property. The form will be sent to you via your email for you to fill out online.  

A Guarantor may need to be provided and the office will inform you of this when applicable and in this event we will need your chosen Guarantor to complete a further reference form without additional charge for the first guarantor.

(If for any reason you are unable to complete a form online we can arrange for it to be completed at the office.)

Holding Deposit

  • A £400 holding deposit will be required to secure the property. 

The holding deposit will be deducted from your account when the tenancy commences, however, should your application prove unsuccessful you will forfeit the deposit.

However, should the landlord change the circumstances or cancel the application then the deposit will be return less any reference charge but you will be supplied with the reference report.

What are our Administration Charges?

  • Our administration charge is £75.00 (+vat when applicable)  
  • Our referencing fee is £50.00 (+vat when applicable)  

These costs cover the referencing procedure, our administration and cost of providing the Tenancy Agreement and is due before the tenancy commencement day along with the first rental payment and the dilapidations deposit. The entire amount will need to be paid in cleared funds on or before the day of moving in. 

  • An inventory and check out fee will be charged by the inventory company prior to your tenancy start date and shared between landlord and tenant. The charges will be as follows for each visit:
  • Studio                   £100.00                                 £108.00
    1 bed                    £110.00                                 £130.00
    2 bed                    £130.00                                 £150.00
    3 bed                    £150.00                                 £170.00
    4 bed                    £170.00                                 £190.00
    5 bed                    £190.00                                 £220.00

Deposits and Rent

The above prices are inclusive of the vat charged by the contractor.

Given satisfactory references you will be offered the tenancy of the property subject only to the terms of the Tenancy Agreement.

  • If rents/deposits etc, are payable by cheque we must have at least seven Banking days for clearance of that cheque 
  • Rent is always paid calendar monthly in advance, the first payment being made by Bank Transfer, Bank/Building Society cheque or cash.  Subsequent payments are by Standing Order.  If the payment of rent is late for any reason, interest may be payable.
  • The deposit required acts as security for the performance of your obligations as a tenant under the tenancy agreement.  This deposit will be returned to you at the end of the tenancy terms without interest, and subject to dilapidations or any deductions that may be necessary to compensate the landlord for any breach of the tenancy agreement.  Please see our Tenancy Agreement for complete details of how the Tenancy Deposit will be dealt with at the end of the Term.
  • Woodholls is a member of the Tenancy Deposit Scheme.  Please see our Tenancy Agreement for details. 


We strongly advise the Landlord and Tenant that a satisfactory inventory is prepared. It is recommended that a professional inventory is compiled in order to ascertain any damages at the end of the Tenancy and to avoid any doubt regarding the return of the deposit.

The inventory will then form the basis of assessment of the property's condition, including inventory items at the end of the tenancy term.  Fair wear and tear will obviously be taken into consideration.  

If the inventory and check-out report is carried out professionally an extra cost will be met by both Landlord and Tenant to have this compiled equally.

Any commission earned for example by referrals to Inventory companies will be retained by Woodholls.

Rent (Multiple Tenants)

Where there are a number of tenants sharing accommodation, it is only acceptable that one Standing Order payment is made to Woodholls for the entire months rent.

Each tenant is jointly and severally responsible for the whole rent so that they are equally liable for the non-payment of rent by of their co-tenants should they fail to pay.

Summary of Monies to be paid

On Application:

  • Holding deposit of £400.00

Balance of Monies Due before Agreement Commences (the £400.00 holding fee is deducted from this):

  • Dilapidations Deposit (usually a month and a half of the rent value)
  • Balance of One month’s rent
  • Administration fee of £75.00 inc VAT per person 
  • Reference fee of £50.00 inc VAT per person
  • Inventory fee as outlined in Administration Charges

It is the responsibility of the landlord to insure the building and their contents, however it is the responsibility of the tenant to insure their own contents. Woodholls will refer you to our recommended insurer Homelet who will contact you to supply a no obligation quotation. 

We work in partnership with Tenant Shop who provides access to great deals on telephone, TV, broadband and general utilities. You will be contacted by Tenant Shop using any of the contact details you provided and they will discuss your needs and help you get connected where they can. Should you not wish us to pass on your details please let us know. 

Woodholls accept no responsibility should the tenancy start date be delayed for any reason caused by the landlord, current tenant or yourselves. Should the reference checks or return of papers delay the start date then you hereby agree that the tenancy shall still commence at the date agreed but you will not be permitted to occupy the property until the satisfactory paperwork is completed. 

To ensure the final payment is received as cleared funds in our account prior to the tenancy start date our account details will be supplied at the time of transaction

If you are thinking of moving, why not request a free no-obligation market valuation of your property?

Request Valuation