Viewing and Applications

Viewings & Applications

This is an application process; following the steps below does not guarantee you the property and we accept multiple applications 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). Our applications website would only hold your personal information for 3 months of last submission. By default, we keep your application on file in case the accepted applicant withdraws. If you would like your application removed, please contact us.

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. 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.
  • Upon submission of your application, you will receive an email to confirm that your application has been received. This email contains an important link that you should use to check for updates. Updates are not normally provided by phone.
  • 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 offer you a viewing and 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 are unsuccessful for the property then a note will appear on your application to advise you have been declined. If you listed a second and third choice, your application will be progressed (providing such choices are still available)
  • If you do not have access to the internet, please call our office on 0131 510 0051 to arrange applying via an alternative method.

3. Arranging a Property Viewing

  • Please note that in line with Covid-19 procedures we now only offer a physical (or a virtual) viewing once the Landlord has shortlisted an application. Viewings will be conducted with certain restrictions (see section 5 below)
  • If you are shortlisted for a property then we will contact you (normally by phone) to arrange a suitable appointment time for viewing. In some cases, there can be multiple groups offered the same viewing, and we do limit numbers or spread out appointments to avoid contact.
  • You will receive a confirmation email to confirm the appointment. This email will include important details relating to COVID-19 operations, such as the requirement for all viewers to bring face coverings. It also contains a link to a “post viewing decision” form, which you should complete after the viewing. If you are not able to commit to a viewing for several days, it’s worth remembering that other shortlisted applicants may be available to view before you. In this instance, the Landlord may choose to accept them if the applicant completes their viewing and are happy to proceed. For this reason, it’s important to check the status of your application on the day of your viewing, to ensure it is still going ahead.
  • You are welcome to ask the viewer any property specific questions or any queries relating to our application process. Upon completion of the viewing, you will be required to complete the “post viewing decision” form, that will be sent to you along with your viewing confirmation email. This is important to complete so we know if you wish to go ahead or not, or if you require any further information before making your decision.
  • Once you have submitted your post viewing decision form, please allow 2 working days for the Landlord to confirm, whether or not s/he wishes to accept your application

4. Supporting documents

We strongly recommend that applicants 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 form (if required)
  6. Guarantor ID (if required)
  7. Guarantor proof of current address (if required)
  8. Guarantor proof of income (if required)

The supporting documents are not required unless you have been shortlisted for the property, however, if you do require a guarantor, we recommend providing the guarantor form as quickly as possible.

Each student applicant must provide the below, in addition to the above:
1. Student card or university acceptance letter
(Proof of income is not required from students)

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

5. Application Decision

  • 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.

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.