Getting Started

 

Registering with Orkney Leasing

In order to register with us please start the pre application process via our website. This will provide us with your self declared information to start the ball rolling. No credit searches are carried out this stage.  

Once you decide to proceed with a tenancy, the information you have provided us will require to be verified. We accept references which have been verified by the Tenant Application company, "Sure Tenant". Please see the link below to the "Sure Tenant" website where you will find further details on the process.

https://suretenant.com/

You may wish to skip the pre application process and proceed with Sure Tenant which can further speed up the process. 

Please note that although we are happy to receive and issue a prospective Landlord with documentation/references that you have directly provided us, however you will still require to go through a referencing process in order for your information to be formally verified and for your suitability to rent to be assessed.

Viewings

Viewings are by appointment and can be arranged Mon-Fri during normal office hours.

Acceptance/Tenancy Agreement

If you wish to proceed to apply to Let a property we will issue you with an "Offer of Let" which will detail the property being offered and conditions of acceptance including any negotiations that have been agreed. This is not a Guarantee of provision of a property or "Grant of Tenancy", it is ultimatley the Landlord's decision to accept you as their tenant and no agreement is made until such time as Tenancy Agreements are signed and exchanged.
 
In the usual scenario where you have been pre-approved via the application process it is very uncommon for a Landlord to withdraw at that stage. The Landlord will usually ask us to proceed, at which stage we will then prepare the legal tenancy documentation for you to read and sign.

The most common type of agreement in the private rented sector is a Short Assured Tenancy (SAT). On instructions to proceed you will be issued with the Tenancy Agreement and a special form called an AT5. You must read and sign the AT5 form before signing your Tenancy Agreement.

The initial Let will be for at least six months and may continue on a monthly basis thereafter.

You will be required to pay a deposit in cleared funds (minimum value of one months rent and maximum value of two months’ rent dependant on the nature of your application) before or on the tenancy start date, and the rent will also be required to be paid in cleared funds on or before the tenancy start date and monthly in advance thereafter.

We operate a secure and insured Client Account into which all Prospective Tenant/Tenant monies are paid, your funds are not paid into our trade account and are not paid across to the Landlord until such time as the tenancy agreements have been signed and exchanged. If your Landlord withdraws prior to the agreements being signed the deposit and rental funds you have paid will be returned to you without delay. This is of great reassurance to many tenants who rent via ourselves as it is a protection of their funds, further we will also register and transfer any deposit you have paid to a Government Approved Deposit Registration Scheme within 30 days of recepit. Neither ourselves or your Landlord will hold or receive benefit from your deposit for the duration of your tenancy.

Tenant Information Pack

From 1 May 2013, a Tenant Information Pack must be provided for all new Assured and Short Assured tenancies. Landlords have a legal duty to provide tenants with this pack.

The Tenant Information Pack provides important information to tenants who rent their homes privately. The pack contains a summary of legislation relevant to private tenants. It includes information about the property, tenancy, landlord, and the responsibilities of both tenant and landlord.

When we prepare tenancy documentation, then we also issue tenants with a copy of this pack. This may be emailed and signed electronically or posted to tenants. For more information and a copy of this pack please see the following website- http://www.scotland.gov.uk/Topics/Built-Environment/Housing/privaterent/tenants/tip

Tenancy Deposit Scheme

The Housing (Scotland) Act 2006 and the Tenancy Deposit Schemes (Scotland) Regulations 2011 require any tenancy deposit accepted by a landlord to be deposited with an approved Tenancy Deposit Scheme. Additionally, the landlord must ensure that certain information is given to the tenant, including details about the amount of the deposit and about the scheme where it is being held. Landlords who receive tenancy deposits have a legal duty to

  • pay deposits to an approved tenancy deposit scheme
  • provide the tenant with key information about the tenancy and deposit

The duty in relation to tenancy deposits apply to landlords, however they can employ an agent to act on your behalf. We have chosen to lodge tenant deposits with Safe Deposits Scotland, because they are a not for profit organisation.

Deposit Return

At the end of a tenancy, we may help the landlord and tenant decide between them, how the deposit should be allocated. However if you can’t agree on this then the Deposit Scheme administrator will provide an independent adjudicator to resolve things. Both tenants and landlords will then be asked to provide evidence to support their claims on the deposit.

Property Maintenance

We provide a proactive approach to on-going property maintenance. Our website has a "Tenant Zone" function where you can immediately upload a photo of the issue along with details of the repair issue. This is then logged and ticketed on system for categorisation, please be aware that not all repairs are a Landlords obligation. You may also call our office during normal office hours to log the repair or issue an email to us.

  • Tenants are required to report promptly the need for any repairs.
  • Tenants are not to make alterations to the property without getting the landlord’s written permission.

Emergency Repairs

Emergency repairs are works to make safe where there is either a risk to the tenant or members of the public, or to make a property secure or prevent further damage. Examples of emergency situations are:

  • Fire 
  • Major structural damage to roofs, walls, doors or windows
  • Flood/burst internal pipes, cylinders, storage tanks
  • Serious electrical faults

In this situation you must call the Emergency Services on 999 without delay.

 

Urgent Repairs

Urgent repairs are works not classified as emergencies but would cause a high degree of inconvenience or may cause further damage if not attended to within 3 days. Examples of urgent situations are:

  • Partial loss of electric power or water supply
  • Unsafe timber flooring or stair treads

The Right to Repair for Scottish secure tenants and short Scottish secure tenants gives tenants guidance on tenants right to have small urgent repairs carried out by their landlord within a given timescale.

Routine Repairs

Routine repairs comprise of all other repairs which are not emergency or urgent. Examples of routine repairs are:

  • Dripping kitchen tap
  • Blocked gutters

We also carry out twice yearly periodic maintenance inspections to reassure your Landlord that you are taking reasonable care to look after the property.

Ending Your Tenancy

After the initial let period you and your landlord have the right to end the tenancy. However, Short Assured tenancies could be for longer, so you may want to discuss this with your landlord to see whether both parties would like a longer period of let.

If you want to leave and have a Short Assured tenancy it is important to consider the following:

  • If you want to leave when the fixed term ends, you should give your landlord written notice. Your tenancy agreement should state how much notice you need to give.
  • If you want to leave before the fixed term ends, you may find your landlord can still charge you rent until the fixed term ends, even if you need to move out before this.

You may download our Notice Form and use this to give written notice to the landlord via Orkney Leasing.

On receiving your written notice we will arrange a check-out appointment and provide you with a reminder of your responsibilities at the end of the tenancy, for example, cleaning, mail forwarding and ending your utility contracts.

The check-out procedure includes recording utilities and carefully checking the inventory recording any variances found. A report is then prepared for the landlord and the tenant notified of any charges the landlord requests for damage to the property etc.

At the end of a tenancy, we may help the landlord and tenant decide between them, how the deposit should be allocated. However if you can’t agree on this then the Deposit Scheme administrator will provide an independent adjudicator to resolve things. Both tenants and landlords will then be asked to provide evidence to support their claims on the deposit.

WE ADVISE THAT YOU SHOULD SEEK YOUR OWN INDEPENDENT LEGAL ADVICE OR CONSULT WITH CITIZENS ADVICE BEFORE PROCEEDING OR DURING YOUR TENANCY