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Tenants Rent A Property Guide – Your Guide to Renting a Property

This guide has been prepared by Polar Property Service to answer the most frequently asked questions we receive from prospective Tenants who are looking to rent a property.

We recommend that one of the first things you do is to take a look at our Rent Affordability Chart. This will give you an idea of how much you can afford to pay to rent a property and it is used by credit referencing companies as a guide when accepting or declining your application for a tenancy.

If your annual income (which may be a joint income) is insufficient then you may still be offered a tenancy if you can provide a suitable Guarantor. A suitable Guarantor is a person who is a homeowner, in full time employment and will also pass our credit reference searches. Your Guarantor agrees to act for you, the Tenant(s) should you fail, for any reason, to meet the commitments arising from the tenancy agreement entered into in respect of renting a property.

When you contact Polar Property Services to express your interest we will arrange a viewing accompanied by the Landlord or a member of our Lettings Team.

If you wish to apply to rent a property, then you and any additional joint Tenant(s) will each need to complete a Tenancy Application Form, as will your Guarantor, if appropriate. You will need to pay a one-time administration and credit reference fee of £99.00 which is non-refundable should you fail the credit checks or should you change your mind.

Your Guarantor does not have to pay a fee.  

Applying for a Property

If you wish to apply for a property now please make payment here.

Once we have received payment we will contact you to arrange for your credit and referencing checks to be carried out.

We would normally expect to tell you the results of your credit checks within 3 working days of applying.

To apply to rent a property you must be over 21 years of age.

Once you have been offered a tenancy we will agree a moving in date and you will need to secure the property with a holding fee. The holding fee will ensure that the property is removed from the market. On the day you move in your holding fee can then be used as your deposit.

Should you subsequently decide to withdraw your application for the property, or fail to move in on or before the agreed date, your holding fee will not be refunded and the property will be put back on the market.

If you wish to rent a property look at our selection of property’s to let

Renting a Property  Guide – What Can a Tenant Expect On The Day They Move Into Their New Home:

All our properties are offered with a valid gas certificate and energy performance certificate (EPC) which provides you with important information including how adequate the property is insulated and heated.

What can a Tenant expect on the day they move into their new home:

1.       An in–depth Inventory will be agreed by you and the Landlord or Agent.

2.      You will need to pay one months rent in advance.

3.       You will need to pay a deposit (normally equivalent to one months rent).

4.      A Standing Order form will be completed for rent to be paid directly from your chosen bank account. Future rental payments will be arranged to be debited 4 days in advance of your rental date to allow for cleared funds on the day your rent is due.

5.       Gas and Electric meters readings will be taken by the Landlord or Agent and forwarded to the appropriate Utility suppliers.

6.      An Assured Shorthold Tenancy agreement will be signed.

As the Tenant you will be fully responsible for Council Tax, Water Rates, Gas, Electricity and any other services to the property from the day you sign your tenancy agreement to the day you have handed back the keys.

NB. Tenants are not permitted to have pets unless there is  prior consent from the Landlord.

Tenants Guide to Renting a Property – Rent and Deposit Collection

Once the Tenant has been offered a tenancy a moving in date will be agreed and the Tenant will need to secure the property with a holding fee. The holding fee will ensure that the property is removed from the market. The holding fee will be paid in cleared funds to the Landlord or to Polar Property Services. On the day you sign your Assured Shorthold Tenancy agreement you may nominate the holding fee to be used as the funds for your deposit.

Should the Tenant subsequently decide to withdraw their application for the property, or fail to move in on the agreed date, the holding fee will not be refunded and the property will be put back on the market.

If the Tenant subsequently decides to withdraw their application for the property, or fail to move in on the agreed date, the holding fee will be transferred to the User/Landlords nominated bank account.

If there is a dispute between the Tenant(s) and User/Landlord then Polar Property Services will retain the funds until such time the dispute has been resolved by the Tenant and User/Landlord.

If the dispute cannot be resolved within 30 days then Polar Property Services terms and conditions shall prevail.

On paying the holding fee the Tenant agrees to the terms and conditions of Polar Property Services.

On receipt of the Tenant(s) deposit in cleared funds Polar Property Services will register the deposit with the Deposit Protection Service (DPS) if the Landlord so requests. Once the funds are registered with the DPS the Tenant, Landlord & User accepts that any claims that they have on the deposit is under the terms and conditions of the DPS.

The Tenant, Landlord & User accepts that Polar Property Services have no liability to repay the deposit to the Tenant, Landlord & User, once the deposit is registered with the DPS, should a claim be made against the deposit.

On receipt of the holding fee in cleared funds by debit card Polar Property Services will send a receipt by email to the Landlord, User and Tenant.

Once the Tenant has been offered a Tenancy a moving in date will be agreed and the Tenant will need to pay the first months rent. This can be paid to the landlord/User directly or by debit card to Polar Property Services. The date the first rental payment will be paid will be by agreement with the Tenant, Landlord, User or Polar Property Services.

When the first month’s rent is received by Polar Property Services in cleared funds via a debit card they will transfer the funds, minus agreed fees, to the User/Landlords nominated bank account.

On receipt of the first months rent in cleared funds by debit card Polar Property Services will send a receipt by email to the Landlord, User and Tenant.

Should the User/Landlord subsequently decide to withdraw from the agreement to offer a tenancy any claim for the return of the first months rent by the Tenant is solely the responsibility of the User/Landlord.

Should the Tenant subsequently decide to withdraw from the agreement to accept the offer of the tenancy and make a request for the return of the first months rent it is solely the responsibility of the User/Landlord to return the funds.

The Tenant, Landlord & User accepts that Polar Property Services have no liability to repay the first months rent once it has been transferred into the Landlord/User nominated bank account.

Tenants Guide to Renting a Property – Maintenance

When a Tenant rents a property they have a responsibility to ensure it is maintained correctly. This also includes raising any issues to the Landlord or Agent that may lead to further damage or be a safety concern to the Tenant(s) and the property. If the property requires any maintenance / repairs you must inform the Landlord.

For tenancies that are being managed by Polar Property Service and In the event of a repair or maintenance being requested the Tenant should contact the office on 0844 870 7903 Monday to Friday between 9am to 5pm or send an email to maintenance(at)polarpropertyservices.co.uk

In the event of an emergency

In the event of an emergency outside office hours Monday to Friday, weekends and Bank Holidays the Tenant should contact the office mobile on 07956 268 913.

Tenants are advised that this number should only be used in an emergency. If a Tenant misuses this service they may become liable for all cost incurred by the Company.

For tenancies that are being managed by Polar Property Service you will need to inform us immediately if there are any repair issues by emailing           maintenance(at)polarpropertyservices.co.uk or, if urgent, phone 0844 870 7903.

Tenants Guide to Renting a Property – At The End of Your Tenancy

If you wish to leave the property you may give notice at the end of the minimum tenancy agreement which is usually 6 months. You will need to give one month's notice, to the Landlord.

For tenancies that are being managed by Polar Property Service you will need to give one month's notice to us, in writing, to Polar Property Service, 476-478 Broadway, Chadderton, Oldham OL9 9NS or by email to customerservice(at)polarpropertyservices.co.uk

Tenants Guide to Renting a Property  – Register Today

Some of our Landlords are willing to consider applications from tenants who are in receipt of Housing Benefit on condition that they pass our credit and reference searches and can provide a suitable Guarantor. A suitable Guarantor is a person who is a homeowner, in full time employment and will also pass our credit and reference searches. Check the Landlord requirements on the property you are interested in to see if this applies.

If you have not found a suitable property today we recommend registering for updates. We will send you details of all our properties that match your requirements as they arrive. Register

We hope you found this Tenants Guide to Renting a Property useful.

RENT AFFORDABILITY CHART