Moving Into Your New Home
Step One: Signing Your Tenancy Agreement
All tenants/guarantors will receive an email from Jotform Sign for their e-signature. Once fully signed a copy will be sent to all parties for their records.
Step Two: Making Payments of Deposits / Rent
We do not accept cash payments. Our preferred method is via BACS and Standing Order.
The bank details for making payments are stated on your Tenancy Acceptance 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.
Your Deposit – this is due by 8am the following working day from you accepting the provisional acceptance.
Your 1st rental payment – 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 payment will be stated in your application accepted email. 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.
Step Three: Collecting Your Keys
On your tenancy start date your keys will be available from our office ‘On The Square’. This is on the provision that your deposit & rent has been paid, all outstanding application documents have been received and the Tenancy Agreement fully signed.
If you are not planning to collect your keys on your start date, please notify your Property Manager in advance so they are aware. We find this is often the case with student tenancies where term start dates can vary. You can collect your keys anytime after your official start date, within office working hours, you will just need to let your Property Manager know so they can ensure that the keys are ready on the day.
Keys can be collected from our office at the times shown below, on the day your tenancy starts:
· 2.00pm and 5.00pm – Monday to Friday
· 8.30am – 12.30pm – Saturday (our office is closed on Sunday).
· Please note that before collecting keys, all payments (deposit & initial rental payment) must have been received from all tenants and tenancy agreement fully signed.
The code on your key fob (ending with the letter L or P) is your property reference and should be used in all correspondence with your property manager and the SouthSide team.
Step Four: Inventory
We work with 2/3 different inventory companies and one of these independent companies will visit the property before you move in to conduct an inventory and condition report; they will also take photographs and meter readings.
You will be provided this via email within 10 working days of move in. Upon receipt you have 7 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 us 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 7 days for comments starts on the date you collect the keys if the inventory has been sent prior to that date.
At SouthSide we make it our highest priority to ensure a smooth process with the minimal of cost and disruption to you. On occasion there may be challenges with the condition or cleanliness of the property resulting from previous tenants that are not always picked up or hidden at the check-out. Should this problem arise, please notify your property manager and provide supporting photos within 3 working days of the lease commencement and we will endeavor to resolve it as quickly as possible.
Step Five: Cleanliness & Maintenance
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 them 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 any maintenance issue that is out with this then please follow the below.
· Emergency Issues Within Office Hours – Please call your property manager on 0131 51 000 51 – option 3
- Non Urgent Issues – Report via our website here – Report an Issue | SouthSide Property Management or email your Property Manager with a description of the fault and supporting photos/videos
- 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.
Step Six: Setting Up Utilities & Council Tax
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. To find out who your gas supplier is please contact 08706 081 524. You can search your address on this link to find the current gas supplier https://www.findmysupplier.energy/webapp/index.html
Even if you are exempt from Council Tax, you still have to apply for this and provide proof if/when you vacate.
Please note: utilities are not included in your rent unless specifically agreed in your tenancy agreement
Setting Up Your Accounts
When you move into the property you will need to set up an account with your utility providers and inform them of the meter readings at the start of your tenancy. You will also need to inform the Council for Council Tax purposes. If you are student(s) you need to apply for tax reduction directly on Edinburgh Council website. If you have any further queries regarding this discount, please call Edinburgh Council directly on 0131 200 2000 or visit https://www.edinburgh.gov.uk/discounts-exemptions/student-council-tax-discount/1
Please note that unfortunately we do not accept card payments. Therefore we advise that you set up a standing order/regular payment with your bank for your monthly rental payments (rent is due on 1st day of the month for all properties and applicable bank account details can be found in your lease). A standing order/regular payment means that rent will automatically be taken from your account which will avoid any late fees later down the line. It also means that you won’t need to remember to transfer your rent each month.
