Renting with Urpad – how the process works and what you’ll need

Renting should be clear, fair and efficient from start to finish. At Urpad, we’ve designed our process to give tenants a smooth experience, whether you’re moving to your first home, relocating for work or settling into a new city. Understanding the steps in advance – viewings, securing a property, referencing, deposits and moving in- helps you plan your budget and timeline with confidence

The process begins with viewings. We strongly encourage tenants to browse available properties online and book viewings at times that suit their schedule. Attending in person is the best way to assess the property, its condition, the neighbours and the local area, including transport links, shops and schools. During viewings, it’s worth taking notes and, where allowed, photos, and asking about bills, furnishings, parking arrangements and any house rules that might affect your day-to-day life. This information helps you decide whether a property truly fits your needs before you commit.

Once you’ve found a property you like, there may well be the need for a holding deposit to reserve it while we complete referencing and prepare the tenancy agreement. By law, this holding deposit is capped at one week’s rent. It shows us that you’re committed to the property and allows us to take it off the market while checks are carried out. The holding deposit is normally deducted from your first month’s rent or your tenancy deposit once you move in, so it forms part of your overall move-in costs rather than an additional fee.

After the property is secured, all adults who will live there must complete a Tenancy Application Form and provide supporting documents. This allows us to reassure the landlord that everyone is properly referenced, legally allowed to reside here and named on the agreement. Typical documents required are proof of identity such as a passport or driving licence, with non-UK nationals also providing visa evidence or a share code for right-to-rent checks.

We will also ask for proof of income, such as three recent payslips, an employment contract or, for self-employed tenants, two to three years of accounts or an accountant’s letter. Bank statements for the last three months are usually required to show regular income and outgoings, along with a reference from a previous landlord or a letter from your current accommodation provider if you’re a first-time renter. Students may need to provide university and course details and, in many cases, a guarantor if they don’t have an established income or rental history.

We conduct reference checks on all tenants and guarantors to ensure tenancies are “sustainable and compliant”. This includes right-to-rent checks, which are a legal requirement to verify your right to occupy property in the UK, as well as identity and affordability checks to confirm who you are and that you can afford the rent. Employment or self-employment verification confirms your income source, while a previous landlord reference looks at your rental history and conduct. If necessary, and with your consent, we may also run a credit check to identify any adverse history such as CCJs or bankruptcy. Under the Tenant Fees Act 2019, we cannot charge you for referencing, credit checks or administration fees, so these checks are included as part of our service.

Once referencing is complete, we arrange a time for you to sign the tenancy agreement. All parties must sign before the tenancy starts to ensure everyone understands their rights and responsibilities. You’ll then pay a tenancy deposit, which is capped at five weeks’ rent for most properties, or six weeks if the annual rent is £50,000 or more. Your first month’s rent is also payable in advance. Your deposit is protected in a government-approved scheme, such as the Deposit Protection Service, MyDeposits, or the Tenancy Deposit Scheme, within 30 days, and you’ll receive written confirmation of where it is held and how to get it back at the end of your tenancy.

On your move-in date, we’ll hand over the keys and complete an inventory check with you, or via our appointed representative, to record the property’s condition at the start of your tenancy. 

This inventory is important for both tenants and landlords, as it forms the basis for any end-of-tenancy discussions about the deposit. You’ll then set up utilities, internet and contents insurance as needed, and confirm how you’ll pay rent (usually by standing order). If you’re a student without a regular income, we may ask for a guarantor, typically a parent or close family member, who agrees to cover the rent if you’re unable to pay. Guarantors are referenced in the same way as tenants.

By having a simple, step-by-step process, we aim to make renting with Urpad as straightforward as possible. If you have questions at any stage, our team is on hand to guide you through the process and help you settle into your new home.