Viewing and 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.

Current viewings and application process during COVID-19 explained in this video: https://www.youtube.com/watch?v=TD9-a6TLrzE&feature=youtu.be

 

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 a Viewing

  • Please note that it is a requirement to view a property (or have someone view it on your behalf) before an application can be made to rent it. This ensures you are fully aware of the contents, condition and location of the property, which are important to make sure are suitable.
  • Specifically for tenanted properties, we limit appointments to once or twice per week out of respect for our current tenants and so as not to disturb them too often in their home.
  • If you’ve seen a property you would like to view, the easiest way to book into a viewing is on our website, using our “Book a Viewing” button which is on each individual property page. You can also email us, phone us or pop into see us if you would prefer. If you call us out of hours, we will endeavour to return your call the next working day.  We aim to respond to all emails within 24 hours however during busy times, when we receive a high volume of enquiries, it can take 2-3 working days to reply.
  • For convenience, we hold evening viewings four days a week and Saturday viewings until 1pm.
  • When booking an appointment you will be asked for your name and a mobile contact number.
  • 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 by 7pm, with the address of the property, the time of the viewing and the viewer’s name and contact number. If you haven’t received these details by the morning of your viewing, please call our office.
  • We hold group viewings as this allows people wanting to see the property to get an appointment sooner. The maximum number of people able to view at one time will depend on the size of the property.

3. Attending a Viewing

  • Please arrive promptly to your viewing, as we cannot guarantee that latecomers will be able to attend. Typically, the viewing will last fifteen minutes, however, if you are ten minutes late it may be the case that only the remaining five minutes can be allocated to you viewing the property
  • If you arrive at the viewing and there is no sign of the SouthSide representative, please call their mobile number (which would have been sent to you prior to the viewing) if there is no answer then please call our office.
  • The viewer will hand out information in relation to applying for the property and briefly explain the procedure.
  • If the property is tenanted, we ask that you view the property room by room in the interests of the tenants privacy and security.
  • No photos are permitted if the property is tenanted due to Data Protection.
  • Friends and relatives are welcome to come along to a viewing however if the group becomes too large the viewer may need to conduct the viewing in two stages (this is often the case with student lets)
  • If you have any questions once you have left the viewing, please don’t hesitate to contact us and we will be happy to answer them as best as we can.

4. Applying for a property

  • You can apply online or with our paper forms. Simply visit the SouthSide Applications website and follow the informative steps. (Please make sure you have the supporting documents outlined below ready to upload).
  • Alternatively, you can complete a paper Tenant Detail Form (one per tenant aged 16+) and hand/email/post into our office.
  • At this stage, you will also need to complete and send a Guarantor Detail Form (if required, see below).  This must be signed and witnessed.
  • The paper forms and online forms can be found in the Tenant Forms section on our website: https://southsidemanagement.com/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 our viewers or any other person until you have been accepted for the property.

5. 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 4 months and the last 2 months rent, then this would eliminate the need for a guarantor for that period.

THE GUARANTOR IS ALSO REQUIRED TO E-SIGN THE TENANCY AGREEMENT SHOULD YOU BE ACCEPTED FOR THE PROPERTY.

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).

6. Application Decision

  • You will receive an email telling you that your application has been accepted.
  • At this stage, you will be required to pay your deposit within 48 hours.
  • When paid, 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 required documents. Please keep these details safe as you will need them again when you come to checkout. More information can be found on the LPS website or they can be contacted on 0330 303 0031.
  • Once your application has been accepted, you will receive an email from your application coordinator with your designated property manager’s contact details. Please keep a note of these for future reference.
  • You will be required to pay the first month’s rent on top of the deposit. If you move in on or after the 15th of the month, you will be required to pay the pro rata rent for that month, plus the next month’s rent. If you have an overseas guarantor and are required to pay the last month’s rent upfront, this will be payable at the same time as the first month’s rent.

7. 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.
  • You will be contacted to make arrangements for all tenants (aged 16+) to meet with a member of our team – usually your property manager. This will normally take place within 2 weeks of your application being accepted, and will be from Monday-Friday between 8am and 4pm.
  • All tenants and guarantors MUST sign the tenancy agreement before the afore mentioned meeting. After the meeting 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.
  • Please leave a minimum of 30 minutes for the appointment so there is sufficient time to run through the property overview sheet, which contains important information relating to your tenancy and ask any questions regarding your tenancy.
  • Keys can be collected from our office on the day your tenancy starts Monday – Friday between 2pm and 5.30pm or Saturday 11am – 1pm.