Property Reservation Procedure

If you are looking to rent a property, the first key step, once you have identified the property of your choice, is to arrange with us to reserve the property. This will enable us to hold the property from marketing whilst we undertake the necessary checks and references and liaise with you and the landlord over your requirements.

You should not underestimate the value in viewing a property before making your decision on choice, we will always accompany you on viewings and can offer advice and assistance as required. However, we do recognise that for some, choices have to be made quickly to meet, for example, employment changes or particular relocation issues and that is why we offer the flexibility of reserving a property in one of two ways. Our options below offer you the chance to reserve your preferred property in the way that best suits you.

Option 1

View and reserve - select properties, arrange viewings with us and reserve a suitable property in the following ways :- at the property, at our office, or by phone.

This is by far the most frequent and safest way to select your property making sure you are happy with the property, that it has the space, facilities, fixtures and even the furniture that you require. Over 95% of people reserve rental property in this way and this is definitely our recommended procedure.

Option 2

Remote reservation - when you are busy or unable to view a property but wish to start the reservation process - for one specific property.

It may be that you have viewed a property with us recently and wish now to start the reservation process out of office hours. Or it is simply not possible to physically view a property before occupation because you are at a distance. This service is designed for busy individuals / families / visiting forces / companies where there is not sufficient time to view a property, or there are geographical and or time constraints meaning that is simply would be more convenient and practical to reserve and organise arrangements from a distance before arrival. Although we would always advocate viewing a property at least once we have introduced a service that makes it possible to provisionally reserve a property on this page. If you are happy that you can meet our remote tenant reservation criteria which is detailed below and have a property choice in mind, you might find this option more convenient.

(Please note that some of the following is designed only for the purpose of offering a reservation procedure without a physical viewing). There will be exceptions, for example, 3 persons or more sharing one property; we would first need to speak and meet with you to show you suitable properties where Landlords accept this tenancy make up. Please contact us during our office opening hours to discuss your requirements.

For individual tenants and families, please find below our standard criteria:-

• You and any co-sharers should be non smokers (or be prepared to smoke only outside the property to comply with the tenancy contract).
• If you have pets, you need to telephone us before reserving a property to see if we can gain agreement for pets with specific landords.
• All people named on the tenancy will need to be 18 years of age or older.
• More than two adults sharing (you would need to telephone us before reserving a property).
• At least one party from two applicants must be in full time employment or be contractually due to commence full time employment lasting the duration of your intended initial tenancy.
• Your sole, joint or several incomes must equal or surpass 2.5 times the annual rent value. (However if your employer provides expense or military housing allowances to cover rent please make us aware of this, as the above income multiplier will not apply).
• If you are self employed, you must be able to demonstrate your income and be able to provide 3 years trading accounts. An accountant’s reference must also be available.
• We are, unfortunately, unable to accept housing benefit or social security payments for rent or in income considerations.
• We are, unfortunately, unable to accept the council assisted deposit scheme
• You should have no county court judgements for debt made against you, your partner or any co sharers.
• If currently renting, you should be able to demonstrate at least 6 consecutive months rent payments on time and without fail.
• As relevant if you have rented property your landlord or agent would be able to give you, on our enquiry, a satisfactory reference towards how you have looked after any previous rental property occupied.

If you are happy that you can meet the criteria detailed above please continue to complete the following standard homelet tenancy application per adult which can be downloaded to print (Click Here for Individual Form). Once complete please sign and return either scan to e-mail enquiries@kirbyproperty.co.uk or fax Int' 0044-1954-710 496 or within the UK 01954-710 496

Please remember to complete in full entering the property reference town location and rental amount as detailed on this web site before returning to us. Once this has been received and before we process your references, we will firstly check availability of the property checking also with the landlord for a decision in principle subject to satisfactory references.

In order to formally reserve the property and to complete your tenancy application you will need to pay our standard administration and referencing fee - contact us for details about this, as the cost of this varies according to the make up of your tenancy and in all cases we offer competitive rates. We will then request payment and agree with you a planned move in date, subject as normal to satisfactory references being received.

Of course, we will be more than happy to deal with any queries you may have during office hours by telephone and e-mail.

For companies LTD / PLC or large organisations please find our standard criteria:-

• For company lets, most established PLC / Limited companies or large organisations are satisfacory providing three years trading records are available at companies house and satisfactory accountants references can be obtained
• You or any co-sharers should be non smokers (or be prepared to smoke only outside the property to comply with the tenancy contract).
• If pets are required you would need to telephone us before reserving a property to see if we can gain agreement for pets with specific landords.
• All people named on the tenancy will need to be 18 years of age or older.
• All occupants would need to be employees of the company applying for the tenancy.
• More than two adults sharing (you would need to telephone us before reserving a property).
• If the company / organisation currently rents other properties the business concerned should be able to demonstrate at least 6 consecutive months rent payments on time and without fail.
• As relevant if the company / organisation have rented property your landlord or agent would be able to give you, on our enquiry, a satisfactory reference towards how that business has looked after any previous rental property occupied by its employees.

If you are happy that your company or organisation can meet the criteria detailed above please continue to complete the following homelet company application which can be downloaded to print (Click Here for Company Form). Once complete please and return by either scan to e-mail enquiries@kirbyproperty.co.uk or fax Int' 0044-1954-710 496 or within the UK 01954-710 496

Please remember to complete in full entering the property reference, town location and rental amount as detailed on this web site, before returning to us. Once this has been received and before we process your references, we will firstly check availability of the property checking also with the landlord for a decision in principle subject to satisfactory references.

In order to formally reserve the property and to complete your tenancy application you will need to pay our standard administration and referencing fee - contact us for details about this, as the cost of this varies according to the make up of your tenancy(s) and in all cases we offer competitive rates. We will then request payment and agree with you a planned move in date, subject as normal to satisfactory references being received.

Of course, we will be more than happy to deal with any queries during office hours by telephone and e-mail

Reservation policy

You should meet our reservation criteria as outlined above, otherwise you should first make contact with us by telephone or e-mail so that we can deal with you enquiry during office hours. All reservations are subject to the payment of an administration and referencing fee and are subject to receipt of satisfactory references, undertaken through our own procedures and systems.

A formal reservation can only be completed once we check on availability and obtain a decision in principle from the Landlord, prior to (and subject to) referencing.

We must receive a completed application for each individual aged 18 years or older who will reside in the property.

Payment of the administration and agency fee is sufficient to reserve a property for 14 days.

References can generally take between 3 to 7 working days to complete, although in certain cases this may take longer.

Following the initial 14 day period, a signed and witnessed tenancy agreement with payment of the property security deposit will be required where the landlord has agreed to reserve a property for occupancy to commence within 30 days of the original reservation date.

Should you decide against a particular property in the first 14 days, before signing the tenancy agreement, the administration and referencing fee non-refundable but may be transferable to another property that Kirby Property Limited is realistically able to offer for a further duration of 14 day period.

Should the landlord of the reserved property reject a tenancy for any reason and not sign his part of the tenancy agreement before you take occupation, a refund of the referencing and agency fee can be made should you decline any practical alternative that we are able to offer.