Tenancy Forms for Private Letting
It is important to provide all potential tenants with an application form because:
- it ensures the collection of accurate personal data so that suitability can be properly assessed
- it provides the required information for referencing purposes
- it confirms the applicant's intention to proceed and it grants the landlord the authority to seek additional data from third parties (such as banks and employers).
Even more importantly:
- it can provide the landlord with a means of regaining possession through the courts using Ground 17. This relates to a tenancy based on information supplied by an applicant which is later found to be false or misleading.
The best application form is one devised to meet your own particular needs and circumstances. However, there are certain elements that are common to all landlords and all properties. These include:
1. The applicant's full name.
2. The applicant's full postal address, post-code and occupancy status (owner-occupier, tenant, lodger, parent's home, etc). Existing tenants should supply their landlord's contact details.
3. The applicant's prior address (if less than five years at the one above). As in 2 above, the status of residency should be identified.
4. The applicant's date of birth.
5. The full name (s) and age (s) of any person (s) intending to live with the applicant at the property. Note: a separate application form should be completed by each person over 18 proposing to be a joint tenant, i.e. who intend paying rent and/or residing as a Co-tenant.
6. The relationship of all named at 5 above to the applicant, for example, husband, wife, partner, parent, guardian, colleague, friend.
7. Occupation details including whether full-time, part-time or self-employed. The period with the current employer, salary (excluding bonuses, commissions and over-time), position held, and the full name, address and telephone number of the employer.
8. If not employed, the funds from which rent will be paid. This may be a pension, housing benefit, capital in bank, etc.
9. Details of previous or existing criminal convictions (Rehabilitation of Offenders Act) or County Court Judgements (CCJs). If none, it is important the applicant states so in writing.
10. Whether a pet will be kept in the dwelling and, if so, the type of pet.
11. Whether the applicant is a smoker.
12. Bank details including the name of the account (important with joint accounts if the second account holder needs to give permission for information to be released), the account number, sort-code, and name and address of the bank.
13. Accountant's details (if self-employed) plus a copy of the last year's annual accounts.
14. Whether the applicant has ever been declared bankrupt.
15. Character reference details.
16. The applicant's National Insurance number.
17. The name, address and relationship to any intended guarantor. If there is none arranged, then the applicant should confirm this.
18. Proof of identification. It is important to confirm the person applying for tenancy is the same person who views the property. Ask for copies of the applicant's passport and driving-licence or birth-certificate.
