Your Guide to the New Application Process

Updated in line with the Renters’ Rights Act (2026)
 
At Harlestone Property, we have updated our onboarding journey to ensure full compliance with the latest legislation, providing a fairer and more transparent experience for all prospective tenants.

 

 

APPLICATION PROCESS 

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 We review applications based on suitability and affordability to ensure the property is a right-fit match for your needs.
 Once you’ve viewed a property, the first step is to complete our application form. Under the new Act, we operate on a fixed-price basis - meaning we do not accept "rental bids" or offers above the advertised price.
 
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Guarantor
In some cases, if you don’t meet the necessary requirements to move into a rented property, you may be required to provide a guarantor with your application, who would be responsible for paying any shortfalls in rent or for repairs to the property should you, as a tenant, fail to make any payments.   
 
Guarantors must also provide documents to prove they can cover the rent if need be. These documents include proof of income, proof identity, current address and relationship with the tenant.  

WHAT DOCUMENTS YOU NEED TO RENT FROM US

 To proceed, we require documentation to verify your identity, Right to Rent status, and financial affordability. 
 
 ✓  Identity verification 
Please provide a valid ID card or passport along with your visa OR share code (if applicable). 
  • UK Nationals and EU passport holders may simply provide their passport, driving licence, or any other government-authorized ID.
  • Non-EU passport holders will need to provide their passport and a copy of their visa (such as a student or work visa).
  • Students are required to provide their university acceptance letter.
 ✓ Proof of address 
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ID-verification
 ✓ Proof of right to rent in the UK
 
 Under UK law, landlords are required to verify that every adult (aged 18 or over) who will live in the property as their primary home has the legal right to reside in the UK. This check must be completed for all occupants, even if they are not officially named on the tenancy agreement.
 
Please Note: We are legally unable to grant a tenancy or allow a move-in until the Right to Rent check has been successfully completed for all adult occupiers 
How to Prove Your Right to Rent
 Depending on your citizenship and status, you can satisfy this check in the following ways:
  • British and Irish Citizens
    Can show a current or expired passport, or a combination of other documents like a birth certificate and a driving licence 
  • EU, EEA, and Swiss Citizens
    Generally must provide a share code generated via the official GOV.UK service to prove their settled or pre-settled status. 
  • Non-EEA Citizens with a Visa
     Use a share code (if they have an eVisa or BRP) or show original immigration documents. 
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 ✓ Proof of income and Credit check report
These are required to prove that you can afford the rent on the property
  • Recent three months bank statement.
  • If you are Self-employed, you will need to provide your earnings over a longer period of time as well as a tax return showing your income. 
  • A credit check will be required as part of the moving-in process . This is so we can gain insight into your credit history to get an idea of how reliable you may be with rent payments. 
 ✓ Written reference from your current landlord (If applicable) 
 You may also need to provide a letter of recommendation from your previous landlord.

 

HOLDING and SECURITY DEPOSITS

Please note:  Please only pay once we have specifically confirmed your application is moving forward. 
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If your application is successful, we will invite you to pay a Holding Deposit (equivalent to 1 week’s rent). This officially reserves the property and takes it off the market while we complete final checks. If the tenancy does not go ahead, the repayment or retention of this deposit is strictly governed by law depending on the circumstances. 
 
Once your referencing is successfully completed, we will ask you to pay Security Deposit (capped at a maximum of 5 weeks' rent) before signing the agreement. No rent payments can be taken at this stage. This deposit will be protected in a government-approved scheme within 30 days of it's receipt. We work with the Tenancy Deposit Scheme (TDS) under their Insured scheme.  

 

WRITTEN STATEMENT and TENANCY

Pre-Signing Information

Before you sign anything, we will provide you with a Written Statement containing all key information about the tenancy, alongside a sample tenancy agreement. This ensures you have all the facts regarding your rights and responsibilities.
 
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Finalizing the Agreement
Once you have reviewed the statement and agreement, and all parties have signed, the First Month’s Rent becomes due before you move in. 
 
 
The 1-week holding deposit you already paid will be safely credited directly toward your first month's rent. Your remaining rent balance will simply be the first month’s rent minus that 1-week credit. 

 

MOVE-IN

On your tenancy commencement date, you will be provided with a selection of mandatory documents and safety certificates, either as hard copies or via email. Please keep these stored safely together for your records. 
 
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From the 1st of May, your tenancy will operate on a monthly periodic basis. Under the Renters’ Rights Act , there are no "fixed terms," providing you with greater flexibility from the start of your stay. Consequently, you may choose to end the tenancy at any time by providing two months' written notice, which should be scheduled to expire the day before your next rent payment is due to keep the transition simple. 
 
Should you have any questions, please feel free to contact us!
Office opening hours are Monday to Friday from 7.30 am to 4.30 pm  (Bank Holidays CLOSED)
Smart Living & Working Starts Here Your trusted residential lettings and office space provider in the heart of Northampton Mob 07882138752
Harlestone Property Ltd, which is registered in England and Wales under company number 08978481.
Registered Office is Northampton Business Centre, Lower Harding Street, Northampton, NN1 2JL.
VAT Registration Number is 191749277
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