Did you know: The industry average time taken to move a tenant into a property is 30 - 40 days. The average at Sandersons UK is 12 - 19 days (based on data from referencing provider Goodlord). Here are some of the steps involved in the process to help you understand what is involved:

Marketing material: Once an agent is instructed, an appointment will be scheduled with the landlord or current tenant if occupied for photos. With Sandersons UK, this would be with an in-house, professional photographer who would also prepare a floorplan, including measurements. They can dedicate as much time as needed to get it right as opposed to third parties who are often trying to photograph as many properties as possible in the shortest timeframe.

Tenant match & portal advertising: The first step in moving a tenant into a property is finding a suitable property that meets the tenant's needs and preferences. The agent will work with the tenant to identify their requirements and search for properties that match those criteria. At Sandersons UK, we see on average 100-150 new tenants each week registering direct with us for new property alerts. The tenants complete a series or qualification and registration questions as part of the process- by doing this in advance, they can be prioritised for viewings to see the property first. These tenants tend to be the most motivated and actively ready applicants. Many agents do not have a facility for tenants to register for tailored alerts direct with them and complete qualifying questions in advance.

Property viewings: The agent will arrange a series of viewings. This allows the tenant to see the property in person and assess whether it meets their needs. Providing the agent uses in-house negotiators for viewings and does not sub-contract it to third parties, the agent should consider qualifying the applicants when they meet.

Offer and negotiation: If the tenant is interested in the property, the agent will negotiate the terms of the tenancy agreement and submit offers to the landlord on their behalf. This will also include any conditions of the let they wish to propose such as pets, rental amount, start date, tenancy term, maintenance or improvements.

Reference checks: Before a tenant can move into a property, the agent will carry out reference checks to ensure that the tenant is likely to be reliable and can afford the rent. This typically involves checking the tenant's employment status, UK Right to Rent, income, and credit history. This can be one of the lengthiest parts of the process as you are at the hands of perhaps an HR company in a large organisation who take a long time to process such requests or a previous landlord who is proving difficult to reach. When choosing an agent, check how this stage is managed as it can impact the time it takes to administer the move in. At Sandersons UK, we have a dedicated New Lets team who are constantly working to drive applications forward and chase referee contacts. Applicants are encouraged to accept open banking which enables the referencing company to check the regularity of salary payments into their bank account against a valid payslip and outgoing payment e.g. for rent or a mortgage to see it is made on time each month.

Contract signing: Once the reference checks have been completed and the offer has been accepted, the agent will prepare a tenancy agreement for the tenant to sign. This outlines the terms and conditions of the tenancy, such as the rent amount, how it is paid, the duration of the tenancy, deposit and any restrictions or obligations on both the tenant and landlord. Some agents require tenants to attend their offices to sign contracts in person which many find inconvenient. We encourage the use of electronic signing for speed, ease and convenience of all parties, particularly guarantors who may not be local.

Compliance: The agent will check again all compliance matters and safety checks have been completed to ensure the landlord is meeting all their legal obligations. Failure to conduct the appropriate checks and provide the necessary documentation to the tenant can result in significant fines for the landlord. With over 160 articles of legislation governing the lettings industry, appointing an agent to take on that liability on the landlords behalf is advised.

Move-in preparation: Once the tenancy agreement has been signed, the agent will prepare the property for the tenant's move-in. This may involve organising a clean, perhaps checking out a previous tenant, carrying out any necessary repairs or maintenance, and ensuring that all utilities are in working order.

Inventory: When the property is ready an inventory & schedule of condition report needs to be prepared. It is worth appointing a professional to do this on your behalf as preparing it accurately with the suggested level of detail and photographs can be time consuming. This document is sent to the tenant when they move in and critical for comparison at the end of the tenancy, especially if the landlord needs evidence to justify any deductions for dilapidations.

Move-in day: On the agreed-upon move-in day, the tenant will collect the keys for the property and be given a copy of the inventory to check and sign. They also need to be sent safety certificates for compliance with current legislation. If not sent correctly or within the correct timeframe it could invalidate any notice of termination the landlord wishes to serve at a later date. Therefore, it is critical this is completed accurately, ideally by the agent.

Post move in administration: The deposit needs to be registered with a Government scheme and the tenant needs to be provided with the relevant documentation within 30 days. Failure to do so can result in significant fines. Utility providers need to be notified of start dates for the new tenancy and all parties need to have copies of the contract and inventory.

Overall, the time it takes to move a tenant into a property can vary depending on the specific circumstances and technology used by the agent to speed up the process. A good agent should be able to facilitate the process quickly and efficiently, ensuring that the tenant can move in as soon as possible. If you are choosing an agent to represent you, check how they manage the new let process. If they operate a very manual system it is likely to take much longer than an agent who has invested in the best tools and technology for each stage listed above.