Tenant FAQs
Prospective Tenants FAQs
Current Tenants FAQs
Viewings & Application Process FAQs
We only offer viewings to those applicants shortlisted by the Landlord. In order to apply for a property simply head to www.southsidemanagement.com and click “Apply for a Property” on the homepage. We do have virtual tours available for the majority of our properties and these can be found within the advertisement of the property. You will receive a confirmation email after submitting your application. If shortlisted by the Landlord, we will contact you to arrange a viewing.
Due to the high levels of applications we receive, there may be other viewers attending at the same time. The date and time will be arranged and the viewer will greet you outside the property before showing you around. Please respect our current tenants as the majority of our properties will be occupied. Please do not interupt our current tenants until our viewer turns up and please do whatever possible to be on time as the viewer will have another appointment after this viewing and we try our upmost to keep to these viewings times for yourself and our tenants.
You do not need to have viewed a property in order to apply for it.
A guarantor is required if the tenant does not earn at least 2.5x of the rental amount they are responsible for. For example, a £400pcm rental would mean the tenant must earn at least £1000pcm (net income) or provide a guarantor.
The guarantor must earn at least 2.5x of the monthly rental.
Overseas guarantors are accepted, however, due to not being able to credit check an overseas individual, double the deposit should be paid for that tenant.
A guarantor may also be requested if the tenant is newly employed, a student, has a low credit rating or is in receipt of benefits.
A guarantor is required if the tenant does not earn at least 2.5x of the rental amount they are responsible for. For example, a £400pcm rental would mean the tenant must earn at least £1000pcm (net income) or provide a guarantor.
The guarantor must earn at least 2.5x of the monthly rental.
Overseas guarantors are accepted.
A guarantor may also be requested if the tenant is newly employed, a student, has a low credit rating or is in receipt of benefits.
New tenancy agreements (from 2017), known as Private Residential Tenancies (PRTs) are for a minimum of 28 days, but have no fixed lengths. Tenants are simply required to give a notice period of 28 days whenever they wish to move out. The Landlord may give 28 or 84 days’ notice to leave stating a qualified ground.
During The Application Process FAQs
After you submit your application we will discuss it with the Landlord and, if shortlisted, you should hear within four working days. However, if you are not shortlisted by the Landlord, then unfortunately you will not be contacted to take the application further.
You can’t edit your application if you have submitted it. If you wish to make changes or add something important you have missed – please call our office 0131 51 000 51
Yes, you can submit as many applications as you want. You can also call us to transfer an unsuccessful application to a different property.
Please call the office on 0131 51 000 51 so we can remove your old application to allow you to reapply.
Please complete the post viewing decision form sent to you on your viewing confirmation email. You should receive an answer from the landlord within 2 working day after viewing the property. Once you have been accepted you will then be asked to submit your supporting documents and references.
This is done via the supporting documents Jotform link, you will have been sent this in your viewing confirmation email and in your application accepted email.
Moving In To Your New Let FAQs
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 payee 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. 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 pay your rent.
Yes it is the same bank details. Please always use your property reference number when making payments e.g., 0020L EDI NS. You will find your property reference on your application accepted email.
We would ask for it to come from one account. However, if it is necessary to set up from more than one account, please ensure that each one has the property code as the reference.
Once all supporting documents are received, our legal team will draft the tenancy agreement and complete background checks
We will endeavour to send it over to you within 2 weeks from the date you have been accepted.
If your tenancy starts earlier than that, we will send your agreement as soon as we can once the legal team have conducted all the final checks.
All tenants and their guarantors (where applicable) must sign the tenancy agreement electronically.
Everyone will receive an email from PING SIGN with a link to this document.
Each person and their guarantor (if provided) will receive an email with the link
Please check inbox & spam folder for email from no-reply@pingsign
If you have guarantor(s)- please notify them as well as their signature(s) are also required
Everyone will receive their own link to their own part – you cannot forward email or sign on anyone’s behalf
On your tenancy start date (stated on your Application Accepted email) your keys can be collected from our office at 30 Nicolson Square. It is not possible to arrange for the keys to be picked up from the property itself or for someone to meet you there. 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 on your application 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.
You will need to bring photo ID to collect your keys.
If you wish your friend/family member to collect on your behalf – please email their details to your Property Manager (their email address is in the application accepted email) as soon as possible. That person will be asked to show their ID on collection.
The timescale for feedback will start from when you collect the keys. However, for cleanliness, there may be a build-up of dust depending on how long after the tenancy starts that you collect the keys
If you wish to alter any part of your property or lease including redecoration and keeping pets please complete this Variation to Tenancy form which can be completed online and sent back to your Property Manager there. Alternatively, you could email your Property Manager.
Unless otherwise specified in your tenancy agreement, the bills are the tenants’ responsibility.
We cannot advise how much your gas and electric would be as it depends on your usage; you can use price comparison sites to find a tariff and energy company that suits you.
We will notify current gas and electricity suppliers of the change of tenancy. City of Edinburgh Council (or relevant local authority depending on the location of your property) will also receive your details and tenancy start date and will send you a letter with your liability figure.
If you are student(s) you need to apply for tax reduction/exemption 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
Internet supplier will not be contacted as contracts are always signed with the person, not the address. You need to set up broadband yourself, a comparison site can be used for best results.
Meter readings taken on check in date will be provided to current suppliers to calculate your liability.
You can either stay with current supplier or switch to another provider. We do not assist further in this process.
Utilities are not included in your rent unless specifically agreed in your tenancy agreement
Information can be found via the Edinburgh Council website (or relevant local authority depending on the area e.g. Musselburgh would be East Lothian Council) for information relating to bins and recycling including which day is your bin day https://www.edinburgh.gov.uk/bins-recycling
You can search the make and model (you should be able to find this on the front of the boiler) of your boiler online and download a user manual, or there may also be one in the property however in residential properties they often get removed by previous tenants. There may also be a thermostat or control panel elsewhere in the property to allow you to put your heating on a timer.
The location of your meters should be on your inventory report, alternatively your energy supplier may also have this on their records. Electric meters are usually located in a cupboard close to your mains unit/ trip switches and can often be in high up places and you may need a ladder. Gas meters can often be located outside the property in a hatch close to the ground. It is important to ensure there is nothing obstructing access to your meters to allow any engineer access, it is also helpful to provide your energy supplier with regular meter readings so they can send you accurate bills.
Faults or maintenance issues can be reported directly to your property manager, you can email them or complete the form here https://southsidemanagement.com/reporting-issues-with-photo/
If there is a fault with an appliance you can obtain the make and model e.g. Hotpoint washing machine, from the appliance itself. It is also helpful to take a picture of the problem in order for the property manager to instruct the correct contractor to attend and to fix the situation as swiftly as possible
If a tenant wishes to move out of a property and the rest of the tenants want to remain, it will be the responsibility of the person planning to leave to find a replacement for their room. The Property Manager would explain the process and send the required forms to be completed to proceed with the tenancy swap. The replacement tenant will need to apply for the swap and an overview of this will be sent across to the landlord for approval.
When the day comes you decide to leave the property, please ensure you contact your Property Manager with your 28 days’ notice. This can be done via email by the lead tenant, as long as ALL other tenants are copied in this email. Viewings will commence during this period. You will be notified at least 48 hours’ in advance and all viewings are accompanied by a SouthSide team member.
SouthSide are delighted to refund full deposits to tenants, in order for us to do this, it is your responsibility to ensure:
- The property has been fully cleaned to a professional standard throughout (we can give you contact details for a cleaning company)
- All belongings/rubbish have been removed from the property
- All keys are returned to our office
- A Tenant Leaving Form (1 per tenant) is completed and submitted to our office with your forwarding address
- You provide proof that Council Tax and utility bills are up to date/finalised (if you are exempt from Council Tax an exemption letter should be provided)
- Please note deposits are held by Letting Protection Service Scotland.
Moving Out Of Your Let Property FAQs
Your property must be cleaned to a professional standard. This does not mean that you have to use professional cleaners, although we can recommend some cleaners if you wish. Your Property Manager will send you a cleaning checklist.
You will need to speak to your Property Manager to make arrangements that will suit both you and the landlord.
We spoke to our regulatory body for advice on this as there are a few tenants who have left the property and given notice and now in this situation.
They have advised that the tenancy should be extended until such time the items can be removed. We can negotiate the rent with the landlord on this but the tenancy would remain active so you would need to keep utilities running too. The landlord will be as reasonable as possible given the current circumstances, ultimately it will be their decision as to what they offer.
In the case that you don’t agree to extend the tenancy, then the clause for abandonment within your tenancy agreement would apply where the landlord would keep the items for 30 days however the tenants would be responsible for any removal/storage costs and if not collected within 30 days the landlord has the right to dispose of the items which the tenants are liable for the costs of.
Our office can be opened for emergency access to properties therefore if there is someone who can attend on your behalf to remove belongings we can give keys if required. Keys can be collected by someone on your behalf for arranging the removal of your items.
It might help to book your end of tenancy clean with a professional cleaner in advance of your move out date, to ensure they have availability that day. However, the deposit return process will depend on you returning the leaving documents.
You can drop your keys off at our office on Nicolson Street, or pop them through our letter box if we are closed. If you are posting the keys, it is very important that you do not write the property address within the envelope. Please use a secure, padded envelope, and write your name within it, your Property Manager and the Property Reference code – not address. Please discuss your key returning arrangements with your Property Manager first.
A leaving form is to be completed by every tenant and then returned to your Property Manager by email with your final utility bills and council tax proof that you have paid and closed the accounts. Your leaving forms are due once the property has been fully vacated otherwise you will not be able to complete it in full so the information will not be accurate. If you don’t complete it in full it can’t be accepted. There is an online version of the form within the email that your PM sends you confirming your notice.
As we cannot do a full checkout on the property for a room let, if you send a clear video of your room, your Property Manager will be able to assess the condition and arrange for your deposit return then.
We do not hold your deposit, it is held with a deposit custodial scheme. We will start the deposit return process with the Letting Protection Service (LPS) Scotland within 10-15 working days of receipt of all the documents requested, or from when the tenancy ended if you have submitted all your leaving documents prior to the tenancy end date.
When you move out of your property, you should make sure to redirect your mail with the Royal Mail. https://www.royalmail.com/personal/receiving-mail/redirection
If you get mail sent accidentally to the old property, you must let us know. We can give your details to the new tenants so they can arrange collection. However, if the property is vacant, we can arrange to go to the property and collect the mail and bring it to the office, but this service would be chargeable for the time involved in collecting.
If a tenant wishes to move out of a property and the rest of the tenants want to remain, it will be the responsibility of the person planning to leave to find a replacement for their room. The Property Manager would explain the process and send the required forms to be completed to proceed with the tenancy swap. The replacement tenant will need to apply for the swap and an overview of this will be sent across to the landlord for approval.
