Services to make renting easier

Our aim is to find you the perfect property to suit your requirements with the minimum of hassle.

Finding a property:

It is wise to start looking about two months before you wish to move, as the more desirable properties are viewed and reserved quickly. 

• To view our selection of available properties to let please use the Property Search box above.
• Please note that for your safety and peace of mind –
• All our properties are Gas Safe certificated, inspected for electrical safety, and furniture fire safety.
• All our Tenancy Deposits are held with the DPS in accordance with the Deposit Protection Regulations.
• All our client’s money is protected by Money Shield CMP scheme, membership ref: 57770034.
• We are members of The Property Ombudsman, membership number: D10197
• Every member of our team is FARLA qualified with the Level 4 Senior Housing & Property Management qualification.
• All our staff have been DBS checked.
• A member of our staff will check all smoke/carbon monoxide alarms in your presence on handover.

Our Letting Procedure

Booking a viewing

Please note that it is a requirement to view a property before an application can be made to rent it. Initially we will need the applicants contact details and the times/dates you are available to view. We will also need financial details to assess affordability criteria and employment status. Viewings will be arranged at times to suit you where possible, including evenings and weekends by appointment, and you will invariably be accompanied by a member of our team, who can give advice and answer any questions you may have.

Attending a viewing

Please arrive promptly to your viewing, especially if relying on public transport, typically viewings last between ten and twenty minutes and we cannot guarantee that the member of staff allocated will be able to wait. The Plymouth Estates representative will show you around the property, answer any questions you may have and briefly explain the procedure if you wish to make an application. If the property is tenanted, in the interests of the tenant’s privacy and security, no photos are permitted.

Applying for a property

If you would like to rent a property that you have viewed, you should notify us as soon as possible as demand is currently outstripping supply and this would be subject to landlord approval. At this point we will ask you for a provisional start date for the tenancy to begin and discuss any issues that you may have. We do not take a holding fee to secure the property, but we will remove from the portals while we are referencing. Our team will then email you the following documents: A draft copy of our standard APT agreement, current EPC, tenant application form, Plymouth Estates tenant’s information, your application illustration which contains full costing and additional information, and a Guarantor form (only if required). Completed forms and required documentation must be returned to our office within 5 days by all applicants applying for the property, otherwise your application will be assumed withdrawn (unless communication is made and agreed to state otherwise). For your application to succeed it is important that all documents are completed in full, honestly and provide accurate information. Any personal information we hold about you on our database will be deleted 3 months after the last submission or when instructed by you before this date if a tenancy is not agreed.

Once you are due to start the application process our team will email you the following documentation:

• A tenants Information sheet very similar to this page outlining our procedures.
• A draft copy of our standard APT agreement so you may see the standard terms and conditions.
• Your application cost illustration which shall also contain the name of your landlord(s).
• EPC.
• Money Shield Client Money Protection Certificate (CMP).
• Application form (to be printed for each applicant, a guarantor form may be supplied if required).
• DPS template (This information is used to lodge your deposit with the DPS or recognised scheme).
• Any other documentations deemed relevant at time of application.

Completed forms and required documentation must be returned to our office within 5 days by all applicants applying for the property, otherwise your application will be assumed withdrawn (unless communication is made and agreed to state otherwise). For your application to succeed it is important that all documents are completed in full, honestly and provide accurate information.

From 14^th May 2025 it is a legal requirement to carry out AML (Anti Money Laundering) and Sanction checks on all tenants and landlords and as such you will receive a text, email or both from our current approved compliance checking company with a link for you to follow to conduct these checks.  Please do not delay in responding as this may cause delays as a property handover can not happen until this is completed.

Any personal information we hold about you will be retained during the period of the tenancy and anything we are not legally obliged to retain at the end of your tenancy will be destroyed either electronically or via our confidential waste contractor.

You will be requested to supply the following by either dropping off to our office (by appointment) or sending via emailing:

• Fully completed tenant application forms for each applicant.
• Passport/Photo ID of each applicant (current or expired).  If emailing, it is recommended in the first instance you supply colour scanned copies of your ID and passports, but the originals must be brought with you when attending the office to sign the tenancy agreement prior to handover to enable us to validate your ID documents if not already done so when dropping off paperwork in accordance with Right to Rent rules.
• Proof of current address (e.g., driving licence, bank statement, utility bill-dated within the last 3 months of current tenancy agreement or current residence)
• Proof of income (pay slips and bank statements clearly showing income – if you are starting a new job a copy of your employment contract is also acceptable. If you are self-employed a copy of your last 2 years of accounts or a SA302 which can be provided by HMRC).

• Copies of your last two months bank statements for all applicants.

• Completed Deposit Protection Service form (DPS template) for which the supplied details will be used to lodge your deposit.

• Copy of current tenancy agreement (if applicable).

• If you’re a non-UK resident you will need to supply a Share Code to enable your Right to Rent checks

Guarantor if required

Completed guarantor application form

Photographic ID of guarantor

Guarantor proof of current address (e.g., bank statement, utility bill-dated within the last 3 months of current tenancy agreement)

Guarantor proof of income (pay slips and bank statements clearly showing income).

Please note: During the process you will receive a text or email link for you to start the AML and Sanction checking process but you may also arrange a separate appointment to come into the office for assistance with this if required, especially if you do not own a smart phone or have internet access.

Please complete this action as a matter of urgency to avoid unnecessary delays!

Once referencing has completed

Once your application has passed credit/AML and Sanction checks, satisfactory references have been obtained, and your offer has been accepted by the landlord, you will then be emailed all the relevant safety certification and bank details for which to pay the DEPOSIT ONLY. This gives us enough time to lodge your deposit and generate the necessary paperwork and deposit certificate prior to the signing of your APT which will require booking in.

We will draft and email you a copy of the proposed APT prior to visiting our office to give you a chance to review the document and to check you are happy with all terms and conditions.

This APT will detail all the legal and contractual obligations that you must adhere to throughout the tenancy and is binding on all named parties ‘Jointly and Severally’.  Do not hesitate to get in touch should you have any questions or concerns. 

You will be notified of the tenancy deposit scheme we will use but Plymouth Estates Ltd uses The Deposit Protection Service (The DPS) Custodial scheme for which we legally must lodge your deposit within 30 days of the payment receipt.  Should a landlord require us to use an alternative recognised scheme you will be informed prior to payment.  (Please note that the tenancy deposit is repayable at the end of the tenancy subject to the property being left in a satisfactory condition, with no outstanding rent arrears).

More information can be found on the DPS website www.depositprotectionservice.co.uk or they can be contacted on 0330 303 0030.

Visiting our office to sign the tenancy agreement

Prior to handover all named parties will be required to make an appointment to visit our office to sign the tenancy agreement. Please note our business hours are Monday to Friday, 9am to 5pm and your appointment can only be arranged for during these opening times.

On the signing of your tenancy agreement, the first month’s rent will then need to be paid by bank transfer only and must be received in cleared funds into our HSBC client account at least 2 working days prior to the commencement of the tenancy agreement.

What to expect on move in day.

Property handovers are facilitated at the property, and all named tenants should attend.

One of our team members will meet you at the property on the day that your tenancy starts Monday-Friday between 10am and 4pm. (Actual time will be subject to availability and will need prior booking).

We will provide you with a written inventory and schedule of condition which will contain details in full of all fixtures, fittings and contents. We also video the interior and exterior of the property no more than 24 hours prior to check-in which supports the written inventory with videographic evidence. You will be asked to carry out a walk through and check the inventory and sign this during the handover, but you will also have a period to submit any further comments or defects to us in writing up to 7 days after the tenancy commencement date. We also encourage for their piece of mind tenants take their own pictures too.

You will have already received prior to the handover all safety certification.  After the handover and once all the additionally signed paperwork has been scanned back at our office you will receive over the coming days via email a Digital Property Pack containing all seen and signed documentation along with additional further copies of all relevant safety certification and any other relevant documents relating to your tenancy.  (You are likely to receive documents more than once).  Please keep this Digital Property Pack safe as it puts all these important documents in one easy to read file for you.

During the handover process we will give you a health and safety brief on dealing with any potential emergencies, for example; how to shut off water and gas should a leak occur and how to check your fuse board and the correct operation of heating and hot water systems. This is why we request that all named tenants be present during this process.

All smoke and carbon monoxide alarms will be tested in your presence and verified to be audibly functional.

We will record and photograph all meter readings and notify the relevant Council Tax Office on your behalf.  Tenants are required to contact relevant Utility suppliers themselves to inform them of your liability from the move in date using the information we will supply to you either on handover day or in your post-handover email (which contains the Digital Property Pack). 

Authorised Fees to tenants

We aim to be as transparent as possible when disclosing our services, procedures and fees charged to tenants. Plymouth Estates is a member of a redress scheme known as The Property Ombudsman (www.tpos.co.uk.). Copies of the TPO Code of practice and our complaint handling procedure are available at 45 Springfield Road, Plymouth, PL9 8EP. All of our client’s money is held in a separate client account. We have Professional Indemnity Insurance and belong to a Client Money Protection Scheme.

DURING YOUR TENANCY THE ONLY PERMITTED PAYMENTS PAYABLE BY A TENANT ARE AS FOLLOWS IN ACCORDANCE WITH THE TENANT FEE ACT 2019:

Before you move in:

The rent as advertised  –  This will be deemed payable at the signing of your tenancy agreement.

A refundable tenancy deposit capped at no more than five weeks’ rent where the annual rent is less than £50,000, or six weeks’ rent where the total annual rent is £50,000 or above.

We do not make any charges to residential tenants for administration, referencing, Right to Rent checks (identity, immigration and visa confirmation), AML, Sanction checks, inventory, drafting APT and obtaining references from current or previous employers/landlords to assess affordability.

Company applications: Our standard company referencing fee is £360.00 including VAT.

During your tenancy

During the tenancy, when it has been requested by the tenant to draft a new tenancy agreement for a change of tenant and if necessary, re-lodging the deposit if the lead tenant has changed. Tenancy amendment fee: £50.00 (including VAT)

Default fee for late payment of rent exceeding 14 days or more from the rent due date. Fee will not exceed 3% above the Bank of England’s base rate for each day that the payment has been outstanding.

Lost key or security device giving access to the property and requires replacement. Default fee charge to replace lost key or security device at cost price.

Payments in respect of utilities, communication services, TV license and Council tax.

The fees above will be paid in addition to any rent and deposit that is due under the Tenancy Agreement.

General information

Further information on References

We will take up references on behalf of the Landlord. As a minimum we will require satisfactory references from your current employer, any former landlord or agent. In addition, a credit check will be undertaken along with various other checks that may be required. We may on occasion and if required for insurance purposes use the services of an independent referencing company to obtain and evaluate these references.

We are required by law to carry out Right to Rent checks as of 1^st February 2016 which will require the tenant to bring certain documents in person to our office as previously mentioned so that we may check the validity of the document(s) in the tenant’s presence for which we will also make copies and will make a record of these checks. More information can be found about this by visiting gov.uk/righttorentchecks.  This is applicable to any and all applicants.   Please note, any named authorised occupants living in the property who are not a named tenant will still have to have a Right to Rent check carried out, (Not AML or Sanction checks as they are not entering into a financial transaction with us).

As previously mentioned in the applying for a property section, AML and Sanction checks are now a legal requirement and must be completed by all named tenants and landlords.

Where a Tenant is unable to meet the required income or credit checks, the Tenant may have a Guarantor agree to underwrite any rent liabilities (Subject to certain conditions and the landlord consent).   

Rents

Rents are normally quoted calendar monthly, and payable monthly in advance. The tenant is usually also responsible for Council Tax, Water Rates, Gas, Electricity and Telephone/broadband costs (unless otherwise advised).

All rents are payable by standing order (unless alternative arrangements are agreed in advance) to our HSBC Company Client account monthly in advance, with the first month’s rent due when the tenancy agreement has been signed. Where Plymouth Estates are not managing the property on going rental payments (after the first month’s payment) shall be payable direct to the landlord by standing order for which details shall be supplied to the tenants.

Deposit

This will be the equivalent of no more than 5 weeks rent or less. Check with our representative for an accurate costing. Where we are managing the property the deposit will be held with the Deposit Protection Service Custodial scheme, however we reserve the right that if there is a change in circumstances  this deposit may be either held by us or a landlord and covered by an authorised insurance backed scheme, e.g., My Deposits, The TDS  or The Deposit Protection Services’ Insurance backed scheme. We will inform you in writing of which scheme is used and you will be provided with the appropriate Prescribed information as required. Where we are not managing the property, the deposit will be held with a recognised scheme of the landlord’s choosing in line with current regulations for which the appropriate prescribed information will also be supplied depending on the scheme used by the landlord.

The deposit is held to cover any breakages, damage, rent arrears or other tenant liabilities. Where we are managing the property, at the end of the tenancy we will check the property in the presence of the Tenant and assess if there are any damages and deductions due.  In the event of certain damage, it may be required to obtain quotes from contractors or to assess the deduction amount depending on certain factors like for example but not limited to – Carpets and decoration, their age and in comparison, to their original condition etc before the deposit can be processed.  For properties managed by the landlord please discuss with them their process for check out.  Please note for managed properties a property take back must be booked in advance and you should allow for up to 1 hour for this process and can only be conducted within business hours.  Please note where a tenancy ends on a weekend or public holiday a tenant will be permitted to hand the property back on the next available business day without any additional rent due.

Final meter readings are to only be taken at the point the property is returned (i.e. keys returned, with the exception of a tenancy ending on a non-business day for which we respectfully request the tenants photograph their final readings before we meet for the return). We will take the necessary photographs of final meter reading to give to all parties.  Tenants are responsible for utility charges, including daily standing charges up to point of return where it falls on a business day, even if you have chosen to vacate earlier and are returning to clean etc (with the exception of Council tax) – Please ensure you do not attempt to close them early as this can cause billing mismatches.

Contents insurance

You may or may not be aware of this, but the landlord’s buildings insurance will not cover your personal contents. You are responsible for the insurance of your own contents and accidental damage to the landlord’s belongings. It is strongly recommended that you hold adequate contents insurance for the property. We are unable to give you insurance advice and recommend you make necessary enquiries with either a broker or search online.

Client Money Protection

All our client’s money is paid into a ring-fenced HSBC client account and protected by Money Shield CMP scheme, membership ref: 57770034.

Money Shield Scheme rules – follow link.

Client Money certificate link.  

The Property Ombudsman

Our TPO membership number is: D10197