Stage 1: Application Accepted (Days 1–3)

• Confirm acceptance to the applicant in writing
• Collect holding deposit (maximum 1 week's rent)
• Issue written receipt for holding deposit
• Set the deadline for agreement (15 days from holding deposit, unless extended in writing)
• Instruct referencing agency or begin own checks

Stage 2: Referencing (Days 1–14)

• Carry out right to rent checks for all adult occupants — mandatory before tenancy starts
• Obtain employer reference (or accountant reference for self-employed)
• Obtain previous landlord reference
• Obtain credit check
• Assess guarantor application if required (obtain guarantor references and credit check)
• Retain copies of all right to rent documents

Stage 3: Agreement and Documents (Days 7–21)

• Prepare tenancy agreement — use a Renters Rights Act-compliant template
• Confirm all compliance certificates are current (GSC, EICR, EPC)
• Obtain any missing or expired certificates before proceeding
• Prepare deposit prescribed information
• Prepare required written tenancy information — for tenancies from 1 May 2026, prescribed information about key terms must be provided before the tenancy is signed or otherwise agreed; may be included in the tenancy agreement or provided separately
• Prepare inventory — inspect the property and take dated photographs
• Prepare welcome pack and emergency contacts sheet
• Prepare move-in checklist

Stage 4: Pre-Move-In (Days 14–28)

• Send tenancy agreement to tenant(s) for review
• Confirm move-in date and time
• Confirm payment method for first month's rent and deposit
• Arrange standing order for ongoing rent payments
• Cut keys — one set per tenant plus one spare
• Carry out final property check and clean
• Complete property ready checklist

Stage 5: Move-In Day

• Collect first month's rent (cleared funds)
• Collect deposit (cleared funds)
• Deduct holding deposit from first payment
• Sign tenancy agreement — all parties
• Serve all required documents: Gas Safety Certificate, EPC, EICR, and required written tenancy information (if not already provided before signing)
• Serve deposit prescribed information (or note 30-day deadline)
• Complete and sign inventory — both parties
• Record meter readings — gas, electricity, water
• Hand over keys and obtain signed key receipt
• Test smoke alarms in tenant's presence
• Test CO alarm in tenant's presence (where present)
• Show tenant stopcock and fuse box locations
• Provide appliance instruction manuals
• Provide welcome pack and emergency contacts sheet
• Complete and retain move-in checklist

Stage 6: First 30 Days

• Protect deposit in a government-approved scheme within 30 days
• Serve deposit prescribed information within 30 days (if not done on move-in day)
• Notify gas supplier of new occupant and meter reading
• Notify electricity supplier of new occupant and meter reading
• Notify water supplier of new occupant and meter reading
• Notify council tax office of new tenancy
• Confirm standing order is set up and first payment received
• Diarise first inspection (6–8 weeks from move-in)
• Diarise compliance renewal dates

Key Deadlines Summary

• Right to rent checks: must be completed before tenancy starts
• Deposit protection: within 30 days of receipt
• Deposit prescribed information: within 30 days of receipt
• Required written tenancy information: must be provided before the tenancy is signed or otherwise agreed (for tenancies from 1 May 2026)
• Gas Safety Certificate: must be served before occupation
• EICR: must be served before occupation
• EPC: must be available before marketing

Related Resources

• Move-In Checklist — complete on the day keys are handed over
• Property Ready Checklist — confirm the property is ready before marketing
• Document Serving Record — log all documents served and evidence retained
• First 90 Day Planner — manage the critical first three months
• Tenant Welcome Pack — professional welcome document for new tenants