Our Tenant Guide

Referencing Procedure

As soon as a suitable property has been found, you will need to complete our registration form. We utilise the services of a credit-referencing agency to take up references. We require the following:

  • Personal & Photographic identification (passport or driving licence).
  • Previous Landlord references.
  • A Guarantor. (We require personal and photographic ID as above for your Guarantor)
  • If you cannot provide a Guarantor, we will accept six months’ rent paid in advance at the start of the Tenancy

Administration/ Reference Applications

A non-refundable holding fee of £100.00 + VAT is due at the start of the application process once the offer has been verbally agreed. This will secure the property for you (subject to satisfactory references being received on behalf of all applicable tenants).

An administration fee of £225.00 + VAT is payable which covers the preparation of the tenancy documentation and any other contract/administrative paperwork. Should your reference application be unsuccessful or you withdraw from the application, the administration fee is non-refundable.

It is imperative that you disclose all relevant facts that may adversely affect your reference outcome, prior to entering into the above. It may save you money.

Tenancy Agreement

Both the Landlord and tenant/s will be required to sign a tenancy agreement prior to the tenancy commencing, the agreement outlines both tenant and landlord obligations.

Generally, most tenancies run for a period of twelve months and we will contact you after the first two months of your tenancy to see whether you wish to renew your agreement for a further period. We will then liaise with the landlord to organise the documentation. It is important you note that the agreement is made between landlord and tenant, we act for the landlord only.


Once a moving date has been agreed and references have all been approved by the landlord, the tenancy agreement will need to be signed by all parties. Payment will be required before collecting keys and moving in to the property as follows:

  • The first months rent in advance. (rent is worked out on a per calendar month basis), which is, if you are not aware; the weekly rent, multiplied by 52 weeks and divided by twelve months to give the per calendar month rental figure.
  • Deposit (usually one month’s rent)

The above payments need to be in a cleared form before the tenancy is able to commence. Payment by means of a bank transfer, debit or credit card or paid directly into our client bank account and showing as cleared.

Managed Properties

We do get instructed to fully manage some of our landlord’s properties, if this is the case, with your tenancy we will inform you prior to your tenancy commencing. If we are managing then any faults with appliances or problems within the property will need to be reported to us and we will deal with the problem as quickly and efficiently as possible. Failure to report an ongoing problem may turn the onus onto you; please report any problems you feel need attention.

Rental Payment

Rental payments must be made by standing order or bank transfer to Robert Allen Sales and Lettings rent account to be received on or before the 1st day of each month.

Notice to end a tenancy

To terminate your tenancy early you will need to either find a suitable replacement tenant to take over your tenancy or, until a suitable replacement has been found and they have signed the Tenancy Agreement and paid their first month’s rent, your rent remains due and payable until the end of your tenancy. Any replacement tenant will need to be agreed by Robert Allen Sales and lettings and they will need to pay an administration fee of £225.00 + VAT.


A well-prepared inventory and check-in report protects landlords and tenants alike, providing an accurate description of the condition and contents of a property at the start of a tenancy.

The condition of the property and its contents at the end of the tenancy is then compared back to this report in the form of a check-out report. The inventory clerk will also provide an opinion on whether any damage that has arisen during the tenancy is attributable to the tenants, to ‘fair wear and tear’ or to the landlord as required maintenance.

It is in a landlord’s interest to ensure that inventories are prepared for properties that they own. In the worst case scenario, should you end up in court, the judge will tend to look more favourably on an impartial, unbiased inventory prepared by a third party unconnected to either the landlord or the tenants. Inventories prepared by landlords could be viewed as biased and one-sided.

Normally an inventory of the property condition, furniture and fittings and effects will be prepared by the landlord, or an independent inventory clerk instructed by the landlord prior to the tenancy commencing. The tenancy is checked and agreed between the tenant and the landlord at the tenancy commencement.

Tenants’ obligations

The responsibility for the property lies with the tenant during the period of tenancy, always ensure that the property is fully secured and that during the winter months steps are taken to prevent freezing of the water and heating system.

Property Inspection

If we are instructed as managing agents for your property, we will carry out quarterly inspections to assess the condition of the property and that everything is being kept in a satisfactory condition. We will always arrange this with you at a mutually convenient time.

Council Tax & Utilities

It is the tenant’s responsibility to inform the utility companies of their occupation of the property at the commencement of the tenancy, and to pay council tax to the local authority. Tenants, who may be exempt from the payment of council tax, are responsible for informing the Local Authority of this.

Wherever applicable VAT will be charged at the current VAT rate.

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Tenant Services


Robert Allen works in both Sales and lettings and provides an all encompassing service for our customers. This includes offering some of the best accommodation both for Sale and for Rent in Folkestone.

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Landlord Services


At Robert Allen we provide the bridge between tenants and landlords. Using years of property management experience, we are committed to looking after your investment whilst providing a cost effective lettings service.

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