A clear route from application to moving day
Each stage depends on the one before it. This guide explains what we need from you, which documents to expect and how payments and key collection fit together. It is practical guidance rather than a replacement for your tenancy agreement.
Offer accepted
After viewing a property, give us your proposed move-in date, household details and the information needed to present your application to the landlord. We will confirm the position in writing when the landlord accepts the application in principle.
Respond promptly to questions and check the names, property address and advertised rent. Acceptance in principle remains subject to the necessary checks and agreed documentation; it is not permission to occupy the property.
Holding deposit
We may ask for a holding deposit of up to one week's rent for the proposed tenancy. You receive payment instructions and the deadline for entering the agreement, normally 15 calendar days from receipt unless varied in writing.
If the tenancy proceeds, we return the holding deposit or, with your agreement, credit it against your security deposit or first rent payment. If it does not proceed, refund or retention is governed by the Tenant Fees Act 2019. An unsuccessful reference does not automatically mean you lose it.
Terms of business
Read the Tenant Terms of Business and payment schedule before completing the application. We explain what can be charged, the treatment of holding deposits and the responsibilities involved in proceeding.
We provide the documents in the agreed format and explain the signing process. Ask for help or an accessible alternative if needed. Keep copies of anything you sign, and do not sign a declaration you do not understand.
Referencing
Provide accurate identity, employment, income, address-history and previous-landlord details as requested. Any guarantor will need to provide the information relevant to their undertaking. We identify the referencing provider and the data needed for its checks.
Return requests promptly and let us know about an error in a report. A check helps the landlord assess the application but is not an automatic substitute for considering the individual circumstances fairly.
Right to Rent
The required checks apply to adult occupiers of relevant residential accommodation in England. We explain which accepted process is suitable for your circumstances and complete it before the tenancy starts.
British and Irish citizens
Accepted original documents or, where available and appropriate, an approved digital identity process can be used.
Online immigration status
Where your status is held as an eVisa, provide the appropriate Home Office share code and date of birth so the online check can be completed.
Other accepted document or Home Office checking routes may apply. Do not assume that a physical biometric residence permit alone is sufficient or that every overseas national must attend in person. A follow-up check may be needed for a time-limited right. We apply checks consistently and lawfully.
Reviewing the tenancy documents
You can review draft paperwork while checks are being completed. We confirm when the agreement is ready for execution and identify any outstanding requirements. Read the property, rent, occupier and deposit details carefully.
| Document | What to check |
|---|---|
| Tenancy agreement | The landlord, property, rent, payment dates, occupiers and terms of the assured periodic tenancy. |
| Guarantor agreement, where applicable | The scope, duration and responsibilities of the guarantee. |
| Gas safety record, where applicable | The relevant inspection and property details. |
| Electrical Installation Condition Report | The electrical inspection record and any required follow-up confirmation. |
| Energy Performance Certificate | The rating and information for the property. |
| Required written tenancy information | The statutory tenancy information or government information sheet appropriate to the tenancy. |
| Deposit prescribed information | Who holds the deposit, the approved scheme, amount and repayment/dispute process; supplied within the statutory deadline. |
Signing instructions will be provided directly. We identify any electronic signing service used for your agreement. All required parties must sign before we accept rent.
The final balance
After the tenancy agreement is signed, we confirm the lawful balance and agreed payment date. For a monthly tenancy, the first rent payment requested before occupation is no more than one month's rent.
| Payment | Usual amount | When it is dealt with |
|---|---|---|
| Holding deposit | 1 week's rent at most | At reservation, with the terms and agreement deadline confirmed. |
| Remaining security deposit | Usually 4 weeks' rent, or 5 at the higher deposit cap | Where the full 1-week holding deposit is credited to a 5- or 6-week deposit. If it is not credited, the balance is different. |
| First rent payment | Up to 1 month's rent for a monthly tenancy | Only after the agreement is signed by the required parties and before the agreed start, as lawfully requested. |
| Total security deposit | Up to 5 weeks, or 6 at £50,000+ annual rent where applicable | Protection and prescribed information within 30 days of receipt, not 30 days after move-in. |
Inventory and check-in
Where the landlord has instructed an inventory, a clerk records the property before or at the start of occupation. Review the record, take your own dated photographs and send any differences promptly.
We aim to send an instructed inventory within 5 days of move-in; please raise corrections within 7 days of receipt. A missed administrative response date does not make an inaccurate inventory conclusive. Keep the report safe for the end of the tenancy.
The landlord pays the agreed inventory service charge. It is not a tenant administration or check-in fee.
Setting up utilities
Record opening meter readings and confirm responsibility for gas, electricity, water, council tax, broadband and television services. The tenancy agreement tells you which bills, if any, are included in the rent.
Any home-setup assistance offered by Wingate is explained separately. Optional services remain optional, the provider is identified before an introduction and you may choose your own supplier where your tenancy and the law allow.
Maintenance support
Your welcome information identifies whether Wingate or the landlord manages repairs. For a managed property, use the reporting channel confirmed for your tenancy. The usual process is:
- 01
Report the problem
Give the property address, a clear description, photographs where useful and any immediate safety concern.
- 02
Initial assessment
The team checks urgency, clarifies the issue and gives safe practical guidance where appropriate. Use the reporting route given in your welcome information.
- 03
Arrange the next step
Where appropriate, a contractor may assess the issue remotely or arrange an appointment. We explain access requirements and keep you informed.
- 04
Attendance and follow-up
An authorised contractor attends where needed. Let us know whether the issue has been resolved and report any recurrence.
Move-in day
We confirm the handover arrangements when checks, signatures, safety information and the lawful payments are complete. Have the identification requested for collection and check that you receive the agreed keys and access devices.
Rent instructions
The confirmed amount, due date, payment reference and verified payment details.
Property contacts
Your managing agent or landlord's contact details and the route for urgent issues.
Repairs guidance
How to report a problem and arrange safe, authorised access.
Your document record
The agreement, inventory and relevant safety and deposit information, with any statutory documents to follow within their legal deadline.
Check the opening readings, report anything that needs attention and familiarise yourself with the home's safety arrangements. A payment portal or tenant account is supplied only where one has actually been set up for your tenancy.
