Rental Process & Fee Guide

Here’s a step-by-step guide to help you understand each stage of our rental process.

Get in touch if you need more information about our residential rental process.

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Find a property

Via the web, phone or in person, our expert letting staff will help match you with the right homes and can if needed drive you to see them.

 Corporate Services

We assist many local companies who are looking to find properties for their employees. Renting a property through this specialist department has the benefit of your own dedicated Account Manager, detailed local information, advice and guidance on the letting process and rental market.

Making A Viewing

Our offices are open 9am-5pm Mondays, 9am-7:00pm Tuesdays – Thursdays, 9am-5pm Fridays and 9am-4pm Saturday. In addition you can call our head office to arrange viewings on 01772 654 624.

Holding Fee

You’ve found the perfect property, and our holding fee reserves the property for you (subject to passing reference checks and the landlords agreement), and takes it off the market. Our holding fee is £150.00 per property; this is a proportion of the total cost payable upfront not an additional fee, and once your application is successful, the fee is deducted from the final letting fee. The Holding Fee can hold the property for a maximum of 28 days (subject to terms and conditions on The Renting Process Document).

 Example Breakdown of Costs

This is an example of the total cost on a property with a rental of £600pcm.

Rent £600.00
Bond £700.00
Total £1,300.00
Minus Holding Fee (£150.00)
Total £1,150.00


Reference Checks

Once the offer has been accepted, we will then carry out reference checks. You must be in fulltime employment with monthly income of at least 3 times the monthly rental (please see the Renting Process Guide for more details). In the event that you are retired, some landlords will take savings into account, however you must have an amount that is equal to 36 times the monthly rent that has been in your account for at least 6 months.

If you are unable to prove income then we may ask for an advance payment of rent for the duration of the fixed term or a guarantor. If you are self -employed you may need a guarantor and we will require to have been trading for a t least 3 years and have at least 2 years personal accounts; you’ll need either an accountant to confirm your income or have at least 2 years SA302 (self-assessment) form.

Completion & Check-In

Once all references have been passed by all parties (tenants and guarantors) we will get the landlords agreement and then book in Completion appointment. This appointment will take approximately 30 minutes and is carried out at our offices.

At your completion appointment the agent will go through all legal paperwork, provide copies of the mandatory safety certificates, and evidence of the deposit being protected and will also provide you with the keys. Please note that the keys cannot be released and no personal belongings of furniture can be moved into the property prior to all final monies being received and having all relevant parties signatures on all documents.

We will also have an independent inventory check carried out to record condition of the property on arrival. Once you have collected the keys you will have 7 days to check this inventory document to ensure you agree to its content. For emergencies at night, such as flooding, call our 24-hour Emergency Helpline 01772 654 624 where we will advise you on the best course of action to take until an engineer can be called out.

Tenancy Renewal

Before your tenancy is due to finish, normally 2 months & 2 weeks before the end date, we will contact you by letter to ask your plans and if you wish to renew your tenancy. If you wish to stay and renew, then we contact the landlord and subject to their agreement will draw up a new Tenancy Agreement for a further 6 or 12 month period or for it to roll on to a periodic month by month tenancy.


The ‘Check-Out’ is when you leave your property at the end of the tenancy. One of our agents will visit your property and go through the inventory document to confirm that everything has been returned in a professionally cleaned condition and that the décor hasn’t been changed or damaged and everything is in good working order.

We always recommend that you are present at the Check-Out however we can carry this out without you being present however all keys must have been returned in advance of the final day of the tenancy. You will be sent an End of Tenancy Checklist outlining the cleaning that will be required, your final rental payment due and explaining how and when to book your Hand back appointment.

To help make the process as easy as possible, we can arrange or recommend professional cleaners if needed, with a large proportion of tenants now using this service. If there are no deductions from the deposit for damages, dilapidations or cleaning, we will endeavor to return the deposit within 48 hours of the final day of the tenancy.

Permitted Charges

Late rental payments

A default fee of 3% above base rate will be charged for late payment of rent but only where the rent payment has been outstanding for 14 days or more (from the date set out in the tenancy agreement)

Loss of a key or security device giving access to the property and requiring a replacement

A default fee of £50.00 (In some cases of some security fobs this could be as much as £100.00 due to the price of the device) will be charged for a lost key or equivalent security device. Easthams & Co will provide evidence in writing to demonstrate that the costs they have incurred are reasonable.

Changes to a tenancy

This could be making changes to the tenancy agreement to enable:   pets to be kept in the property   a change of sharer in a joint tenancy   a business to be run from the property   or any other amendment which alters the obligations of the agreement. A one off charge of £50.00 per alteration will be payable.

Early termination charge

If a landlord agrees to a tenant leaving their contract early this is on condition that the tenant continues to pay the rent in full up to the date a new tenant takes occupation.  The tenant will also be responsible for all the landlords associated costs including agents re letting fees.

Property Redress Scheme

Easthams Ltd trading as Easthams & Co are a member of The Property Redress Scheme

Ref: Easthams & Co – PRS012516

CMP Client Money Protection Scheme

Easthams Ltd trading as Easthams & Co are a member of the Safe Agent Scheme

Ref: 01242 801 848  |  [email protected]

Safe Agent – SAFE – Safe Agent Fully Endorsed – is a mark denoting firms that protect landlords and tenants money through client money protection schemes.

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Download Our Guide

Download our rental process and fee guide. The guide is packed full of all the information needed to explain our processes and current fees.

Click here to download.

Foreign Language Guides

Download our rental process and fee guide in the below languages:

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