Viewing and Applications

Viewings & Applications

This is an application process; following the steps below does not guarantee you the property and multiple applications may be made at certain times for any property. Should you be unsuccessful in securing the property, we will contact you as soon as possible to inform you. We will then either put you forward for your next choice or give you the option to transfer your application and supporting documents to another available property (please note that guarantor will need to complete their form again with the new property address). We keep paper applications for 14 days before we shred them, and our applications website would only hold your personal information for 3 months of last submission.

1. Check latest properties and listings

Check on our website for the latest properties available. We also advertise on all of the major letting portals such as Citylets, Zoopla, Rightmove etc.

We recommend you sign up for listing alerts where you can enter your requirements.

2. Booking and Attending a Virtual Viewing

  • Please note that in line with Covid-19 procedures we now offer virtual viewings on all of our properties as the default method. A physical viewing is only possible once the Landlord has accepted an application and will be offered to the successful applicant, prior to signing the tenancy agreement, and with certain restrictions (see section 5 below)
  • We are currently limiting all virtual viewings to just once per week, to ensure that the properties have minimal access during this time and as to not disturb our current tenants in their home.
  • To book an appointment for a virtual viewing, simply find the property on our website, and click on the “Book viewing” button displayed within each advertisement. Please note that not all properties may offer for a virtual viewing, however these properties should have a marketing video within the property advertisement which you can view instantly.
  • When booking an appointment you will be asked for your name, contact number, email address and preferred moving in date.
  • You will receive an email or text message as soon as you book, and also a reminder text (or email if no UK number given) the day before the viewing, usually around 6pm, with the time of the virtual viewing, the viewer’s name and contact details. If you haven’t received these details by the morning of your viewing, please call our office.
  • Please note that to partake in a virtual viewing you will be responsible for adding in any additional people to the video call. Depending on interest, virtual viewings can be capped anywhere between six and fifteen minutes. You will also be contacted for the virtual viewing within 30 minutes of the proposed “start” time of the virtual viewing.
  • You are welcome to ask the viewer any property specific questions or any queries relating to our application process. If you think of any additional questions at a later stage, that is not answered in this page, please contact our office.

3. Applying for a property

  • You can apply online by clicking this link Property Application Form and following the informative steps (please make sure you have the supporting documents outlined below ready to upload).
  • When you submit an application for a property, you may also list a second and third choice of property. This means that if you are unsuccessful with your first choice, your application will automatically be transferred to your second choice (and so on), providing that the property is still available.
  • You may be required to submit a Guarantor Detail Form as part of your application, if you are instructed to do so, instructions on what is required are detailed below. This must be signed and witnessed.
  • The forms can be found in the Tenant Forms section on our website or by clicking this link Tenant Forms.
  • We aim to get back to you within 3-6 working days to let you know if the landlord has shortlisted your application. If you have been shortlisted we will then begin checking your references and request all supporting documents listed below.
  • Please note that this does not guarantee you the property. Please do not give money to anyone until you have been accepted for the property.
  • If you do not have access to the internet, please call our office on 0131 510 0051 to arrange applying via an alternative method.

4. Supporting documents

It is a blanket requirement that applicants must earn at least 2.5x their monthly share of the rent. If not, a guarantor may be required (see requirements below for a guarantor).

Each applicant over the age of 16 must provide:

  1. Photographic ID (driver’s license or passport)
  2. Proof of current address (e.g. utility bill, bank statement – dated within the last 3 months or current tenancy agreement)
  3. Proof of income (pay slips or bank statements for the last 3 months – if you are starting a new job a copy of your employment contract is also accepted. If you are self-employed and don’t receive monthly pay slips then an SA302 is also acceptable – this can be provided by HMRC).
  4. Visa (if non-EU resident)
  5. Guarantor ID
  6. Guarantor proof of current address
  7. Guarantor proof of income

The supporting documents are required on initial application when an online application, and within 2 days of being shortlisted for the property when doing a paper application, otherwise your application will be assumed withdrawn (unless communication is made to state otherwise).

Each Student Applicant
1. Tenant Detail Form FULLY filled out
2. Photographic ID (passport or drivers licence)
3. Student card or university acceptance letter
4. Proof of current address (e.g. utility bill, bank statement, letter from doctors dated in the last 3 months)
5. Visa (if non EU resident)
6. Guarantor Form (signed and witnessed)
7. Guarantor Photographic ID
8. Guarantor Proof of Current Address

Guarantor Requirements

We may ask for a guarantor if you:

  • Are a student
  • Not in full time employment
  • In a probation period for a new job
  • Under 2 years of self employment
  • Do not have sufficient income (a student loan does not count as an income).
  • If your credit rating is insufficient (deemed by Experian or other relevant credit check companies we use) then a guarantor is also likely to be requested.


  • The guarantor must receive an income of at least 2.5x the amount of the monthly rental (for example, a £1000 per calendar month flat shared between two people with low income would require two guarantors with at least £1250 net monthly income or one guarantor for both tenants with at least £2500 net monthly income).
  • If you and/or your guarantor do not currently live in the UK, or cannot be traced to a UK address, we may ask for the first and last month’s rent to be paid up front, prior to the tenancy start.
  • If a guarantor is self-employed, a credit check may be carried out on the business. A tax return, letter from an accountant or bank statements may also be requested.
  • There is also the option to pay the first 5 months and the last 1 months rent, this would then eliminate the need for a guarantor for that period.


The supporting documents are required on initial application when an online application, and within 2 days of being shortlisted for the property when doing a paper application, otherwise your application will be assumed withdrawn (unless communication is made to state otherwise).

5. Application Decision & Physical Viewing

  • You will receive an email telling you whether or not your application has been accepted.
  • If your application has not been successful and you have viewed another property that you would like to apply for, you can request that your application is transferred.  Please call us to make this arrangement or to talk through your options.
  • If your application has been accepted, you will receive contact details for your designated Property Manager. At this stage, your deposit becomes due within 48hrs.
  • Your deposit will be transferred to Letting Protection Scotland (LPS) within 30 working days of your tenancy commencing and we will provide them with your contact details. LPS will return your deposit directly to you at the end of your tenancy, upon receipt of all the required documents. Please keep these details safe as you will need them again when you come to check out. More information can be found on the LPS website or they can be contacted on 0330 303 0031.
  • Furthermore, you will be offered a physical viewing of the property prior to signing the tenancy agreement, which must be completed within 72 hours of being accepted for the property.
  • If you wish to have a physical viewing, this will be arranged with our Head of Property Visits and you will be contacted to arrange a suitable date/time. Please note that only one household can attend the physical viewing and this is limited to a maximum of two households = 3 people maximum. Therefore, if you and a partner are looking to move to a property but currently live separately, only one of you will be able to physically view the property. If you are applying for a larger flat, for example, a six bed HMO, and four of you already live together, only a maximum of two of you will be able to physically view.
  • Whilst carrying out a viewing, current tenants will be asked to wait outside or in another room.

6. Signing a Private Residential Tenancy (PRT)

  • You will receive an email with a link to the online signature website, PingSign, where you will be able to view your tenancy agreement in full and e-sign. If there are any guarantors attached to the tenancy they will receive the same email, and will be able to view the tenancy agreement and sign the guarantor section.
  • All tenants and guarantors MUST sign the tenancy agreement before collecting keys. Your property manager will then sign our part of the tenancy agreement. All tenants will then be sent a fully signed copy of the tenancy agreement.
  • Keys can be collected from our office on the day your tenancy starts Monday – Friday between 2pm – 5pm or Saturday 10am – 1pm.

Tenants Guide

Tenant Guide

SouthSide Property Management

If you have visited our website today to search available properties, flats to let, houses to let in Edinburgh surrounding areas, please use the form at the top of this page or select the latest Properties tab to view all listings.