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Information For Tenants 


With roots established for well over a century, Davis Brown has good local knowledge in the property market covering Fitzrovia, Covent Garden, Marylebone, Bloomsbury, Soho, and Mayfair.  Our ARLA qualified staff will be able to help and advise you on every aspect of your property search.

Making an offer

When you have found a property that you wish to rent, one of our lettings negotiators will put forward your offer to the Landlord.  It is company policy to complete one of our Offer Application Forms in order to propose an offer to the Landlord. You will be asked to provide as as much information as possible, including:

  • Names of all tenants
  • Proposed rent
  • Move in date
  • Length of contract
  • Name of the tenant(s)
  • Payment frequency, i.e. monthly, quarterly etc.
  • Special /additional requirements
  • Current address 
  • Existing landlord details
  • Salary details 

We can help you decide on the details of your offer, and advise you of the Landlords requirements at any point during this process.  All offers are accepted on a ‘subject to contract basis’ which means that until the final tenancy agreement is signed, no offers or agreements made are legally binding. 

Holding Deposit

Once your offer has been accepted, and the basic terms of your tenancy are agreed, you will be required to pay a holding deposit.  This is non-refundable and is equivalent to one weeks rent.  On receipt of the reservation deposit, the property will be marked as ‘Under Offer’ whilst we undertake the necessary reference checks, and complete the associated administration.  When your tenancy proceeds to completion, we will deduct the one week holding deposit deposit already paid, from the monies due for your tenancy deposit on the property.  If at any time during that extended period you decide not to proceed with the tenancy, then your holding deposit will be retained by our firm. By the same token, if during that period you unreasonably delay in responding to any reasonable request made by our firm, and if it turns out that you have provided us with false or misleading information as part of your tenancy application or if you fail any of the checks which the Landlord is required to undertake under the Immigration Act 2014, then again your holding deposit will not be returned.  Please contact us if you would like further details. 


On receipt of the reservation deposit, Davis Brown will commence the reference checks, which are undertaken by an independent credit reference agency. You will be asked to complete an application form which will ask for your personal details, employment details and contact details of your current/previous Landlord.  We will also require sight of your passport, driving licence or ID card as well as your visa (if applicable).  Please note, that new regulations mean that agents cannot by law let a property to a tenant without seeing original documents that prove the tenants right to rent.  For more information please visit

If you are a full time student the UK, we will require confirmation from your educational establishment and details of a UK based guarantor. The guarantor will also need to complete a credit reference application. Should you be unable to provide a UK based guarantor, the Landlord may require the rent to be paid in advance for the total term of the tenancy. 

Tenancy Administration

Davis Brown will advise you of the type of tenancy agreement applicable to you and your tenancy.  This will be dependent on the terms that you agreed when making an offer, but can be subject to change.  The tenancy agreement will form the legal obligations between the Landlord and the tenant and you should ensure you take the time to read through the agreement thoroughly.  If you have any questions regarding the contract, please ask one of our negotiators for assistance.  Each party will be asked to sign the agreement and have their signature witnessed. Once both parties have signed the contract, it will be dated and will become legally binding. 

Initial payment

Before you move in, Davis Brown will send you a Request for Payment outlining the break-down of costs required to be paid prior to the tenancy start date. Payments can be made BACS/CHAPS transfer or in the form of a bankers draft. We must receive cleared funds in our client account before we are able to hand over the keys. The break-down will usually consist of:

  • First rent payment, i.e. one month is rent is to be paid monthly, six months if rent is to be paid bi-annually etc.
  • Deposit – usually equivalent to five weeks rent unless the rent is exceed £50,000 per annum, in which case, a six deposit will be taken.

If you are moving in to the property over a weekend, or are sending the money from overseas, it is suggested that you send the final amount due in advance of the move in date.  This is to ensure that all monies have cleared in our accounts ready for your move in, and that no delays occur.


Unless otherwise stated, we will hold the deposit as ‘stakeholder’ in a separate client account. As members of the Tenancy Deposit Scheme, your deposit will be protected under the terms of the TDS for the duration of your tenancy.  The TDS is an independent company which was established to provide insurance backed tenancy deposit protection, as well as an impartial dispute resolution service for when and if disagreements over deposit deductions arise.  For more information about the Tenancy Deposit Scheme, please visit

Utility Accounts

As a tenant under the terms of the tenancy agreement you will be responsible for the following:

  • Gas
  • Electricity
  • Water
  • Telephone and internet services
  • Council Tax – students should note that they will still need to register for Council Tax, although in most cases they will be exempt from this charge

It is your obligation to contact the relevant utility companies and provide them with your details and we recommend that applications are made at least 7 days prior to the commencement of the tenancy to allow sufficient time for your accounts to be opened. 

Inventory and Check-in 

On the day of the move-in, an inventory clerk will meet you at the property and sign the keys over to you.  In most cases, they will have prepared an Inventory and Schedule of Condition which details the condition and contents of the property at the time of move in.  These documents are extremely thorough, and contain descriptions and photographs of the whole of the property.  You will be sent the Inventory Report within a week of move in, at which point you will usually have 14 days to make any amendments or add your own comments.  It is important to take care when checking through the inventory as these will provide the basis for checking the condition of the property when you move out. 

Inventory and Check-out

Davis Brown Estate Agents Fitzrovia will contact you approximately two months prior to the end of the expiry of the tenancy. If you do not wish to remain at the property, we will commence re-marketing. On the final day of the tenancy, we will arrange an inventory clerk to conduct a check out which is usually compiled using the check in report.  The property should be left in the condition that it was taken, excluding fair wear and tear and any maintenance issues.  For example, if the property was professionally cleaned when you moved in, it will need to be professionally cleaned before you move out.  


During your tenancy, the landlord will normally have buildings insurance, which will cover the property against risks such as fire and flooding.  However, insuring your personal belongings is your responsibility.  This will ensure that if the need ever arises, your own items are protected and insured.

Television, Telephone and Internet  

All households in the UK that watch television live, including live-stream from a laptop or tablet device, require a television licence.  As a tenant, unless otherwise stated, the cost will be your responsibility.  More information can be found at

Usually a telephone line is required to use internet in a property and there a many companies that offer a combined package for internet and telephone line.  The landlord will usually have a line installed in the property ready to be used, however should there not be a connection present, please get permission before having one installed.


Properties will usually be rented on a fully furnished, part furnished or unfurnished basis.  Fully furnished most commonly means that the property will contain all essential furniture and appliances, in most cases including cutlery, crockery and linens.  Part furnished properties will usually have some items of furniture provided such as a sofa and bed.  However, if you are renting a property on a part furnished basis it is important to clarify exactly what items are included when making your offer to avoid any confusion at point of move in.  Unfurnished properties come with no ‘soft’ furniture whatsoever; however integrated and white goods such as washing machines are usually included – again it is a good idea to get clarification on this before signing your agreement. 

Occasionally, tenants find a property that they love however situation with the furniture may not be ideal.  There are always alternatives such as storage for unwanted furniture, or rental for needed furniture.  Please do not hesitate to ask if you wish to find out more about these options. 


All set of keys, including any extras you have cut must be returned at the end of your tenancy.  Tenants are liable to the actual cost of replacing any lost key(s) or other security device(s). If the loss results in locks needing to be changed, the actual costs of a locksmith, new lock and replacement keys for the tenant, landlord any other persons requiring keys will be charged to the tenant. If extra costs are incurred there will be a charge of £15 per hour (inc. VAT) for the time taken replacing lost key(s) or other security device(s).

Post and Forwarding

Just before the end of your tenancy if you do not choose to renew, is vital that you make the appropriate preparations for your impending move.  Post can be forwarded by completing a simple form at the Post Office and this will ensure that you do not miss out on any important letters or parcels.  Whilst we endeavour to help tenants in any way we can, when a new tenant has moved into the property, we cannot obtain access to collect your post and forward it on.  We do require however, a forwarding address for you, as well as your new contact details (should these have changed).  We may need to get in touch with you after you leave the property and so it important that these details are given to us.


 At the end of your tenancy you must notify your utility providers that you will be leaving the property.  You must also provide them with a forwarding address and your final meter readings (these will be read and noted in the check out report).   


We are always delighted when tenants wish to renew their tenancy, and once we have agreed new terms, we will draw up the associated paperwork for you and the landlord to sign.  

Additional Charges and Fees

Please see our ‘Fees To Tenants’ guide for further information about additional charges and fees. 

Useful Contacts

The Tenancy Deposit Scheme -

TV Licence –

Internet & Telephone – / 0800 100 400      

David Philips Furniture Rental –

Government Right To Rent Information -

EDF Energy (gas & electricity): / 0800 056 5927

British Gas: / 0800 048 0202

N-POWER: 0800 073 3000

Westminster Council: / 020 7641 600

Thames Water: / 0845 9200 888 


Davis Brown Estate Agents, Fitzrovia would be delighted to help you find the perfect property, and can support you every step of the way.  Contact us to speak to a member of Residential Team on 020 7637 1066.  

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