Moving into your Property

New Tenant Guidance

On your tenancy start date (stated below on your Application Accepted email) your keys will be put in our contactless collection box at our office on 20 Nicolson Street and you will receive an email that morning with an instruction guide/video on how to access them. The collection is accessible between 2pm and 5pm only. This is on the proviso that your deposit & rent has been paid, all outstanding application documents have been received and the Tenancy Agreement fully signed. The amounts due and the outstanding documents are listed below on your accepted email. We will contact the lead tenant should there be anything outstanding preventing the keys from being put out for collection.

If you are not planning on collecting your keys on your start date please notify your Property Manager so they are aware. You can collect your keys anytime after your start date provided within working hours, you will need to let your Property Manager know so they can get them ready.

During the pandemic we can no longer accept cash payments. Our preferred method is via BACS and Standing Order. Should you not have access to these methods you can call our office and make payment via a UK debit card however there is a £6 bank charge incurred with this.

The bank details for making payments are stated on your Application Accepted email and in your Tenancy Agreement.

When setting up a Standing Order for your rent, it is preferable that this is paid from one account however we understand this may not be possible with Joint Tenancies so it is fine to pay separately. Please ensure that your property code is used as the paye Reference for all transfers.

For your deposit – this is due within 48 hours of your application being accepted.

For your 1st rent – this is due 3 working days prior to the tenancy start date to allow clearance in our account. If you are moving in part way through the month a pro rata amount will be due, the total due e.g you are paying rent upfront or paying 1st and last rent will be stated in your application accepted email - this total amount is due 3 working days prior to the tenancy start date. Thereafter the normal monthly rent is always due on the 1st of the month.

SPM do not take direct debits, you must instruct your bank to make the payments of rent to us via a Standing Order.

You will be provided this via email within 10 working days of move in. Upon receipt you have 5 days to comment and return the amendment form. If you haven’t received your inventory within this time scale please check your junk folder and then let me know. Please report any maintenance issues even if you haven't received your inventory yet. IF YOU DO NOT COLLECT YOUR KEYS ON THE MOVE IN DATE THE 5 WORKING DAYS FOR COMMENTS STARTS ON THE DATE YOU COLLECT THE KEYS IF THE INVENTORY HAS BEEN SENT PRIOR TO THAT DATE.

SPM will do all they can to make sure the property is ready and no issues when you move in however with everything, we cannot guarantee that there won't be any issues.  SPM will make sure the issues are rectified ASAP. If you are not happy with the cleanliness of your property on the day of your tenancy start date, please notify your Property Manager by taking a picture of the issues and emailing it to your property manager within 48 hours so that we may rectify this for you. You can also call your property manager.

For reporting maintenance   – There is information on tenants responsibilities within your tenancy documents however if there is an maintenance issue that is out with this then please follow the below. 


  • Emergency Issues Within Office Hours - Please call your property manager on their direct dial
  • Emergencies Out With Office Hours - Southside offer an out of hours service for emergencies with an On-call Property Manager that are contactable on 0131 510 2424. Please note this is only to be called in the case of fire, flood or unsecure property.



In order to save you time and money with delays on your utilities please ensure you take a photograph of your meter readings and contact the companies to set the accounts in your name. To find out who your electricity supplier is please contact 0330 1010 300. You can search your address on this link to find the current gas supplier Even if you are exempt from Council Tax, you still have to apply for this and provide proof if/when you vacate. UTILITIES ARE NOT INCLUDED IN YOUR RENT UNLESS SPECIFICALLY AGREED IN YOUR TENANCY AGREEMENT