01785 596 003 info@habitans.co.uk

Google Drive and Adobe fill and sign

When creating a new tenancy there are a lot of documents/ files that need to be shared and signed between multiple parties. We recommend creating a google drive that can be shared between yourself and the tenant, and a lettings agent if you have one. This keeps everything in one place and means everyone can see all the same documents. Adobe fill and sign is also really useful – this allows you and the tenant to electronically sign documents. This can be a big time saver, no more meeting just to sign some documents and no scanning in signed documents. It also provides the tenant more time to carefully read the documents, so they fully understand what they are signing. It makes auditing and paper trials easier to follow and provides additional proof if any disputes arise


Habitans New Tenancy Checklist

We use our New Tenancy Checklist to ensure all legal requirements and best practice recommendations are fulfilled. We save a blank copy of this in the Google Drive folder and use it as a ticked task list when creating a new tenancy. This document is signed by the tenant when everything is ticked off. It is another form of evidence if any disputes arise. The Checklist splits tasks in to Prior Documentation and On or After the Move in Day

Save pre existing documents in the Google Drive

Some tenancy documents already exist online and if all aspects of our Property Compliance and Best Practice Recommendations have been followed, the majority of the prior documentation will already exist!

How to rent guide: This must be provided to a new tenant by law and the latest copy is available online. It outlines tenants rights and provides them with guidance on a tenancy.

EPC, EICR, Gas Safety Certificate and Schedule of Condition – See our Property Compliance and Best Practice Recommendations.

Inventory and Schedule of Condition – We recommend completing an inventory report with corresponding photos and videos. We use Habitans inventory report template to document the condition of the property before a new tenancy. The photos and videos are uploaded to a Google Drive and shared with the tenant. Inventory reports are ideal when disputing the return of a deposit. The inventory report should detail aspects such as:

  • any defects present in the property
  • all meter readings
  • all appliances working
  • taps run water at good pressure and temperature
  • stop taps work and location
  • circuit board works and location
  • radiators work and get hot all over

The report and corresponding photos and videos should be reviewed and signed by both the tenant and the landlord/ lettings agent. The tenant usually has an amount of time to review and sign the inventory report, we allow 7 days for this.

Send Prior Documents for Signing

Some documents need signing before or on the move in day:

Habitans AST (Assured Shorthold Tenancy Agreement) – This is the tenancy contract and outlines the expectations for all parties involved with the new tenancy.

Habitans Fair processing notice – This is required by law when collecting and storing tenants personal information.

Signing these documents before the move in day means there will be no surprises for any party when starting a new tenancy and it means a couple less things to do on the move in day!

On the Move in Day

There are a lot of things to remember on the move in day, using the Habitans New Tenancy Checklist and this guide ensures everything is covered:

Collect deposit and rent – The first thing to do is to provide the tenant with an invoice and get them to pay the deposit and first months rent

Check their Photo ID and take a photo for your records – This gives you peace of mind knowing they are who they say they are

Get the tenants Next of Kin details – These can be used if you can’t get in touch with the tenant for whatever reason

Provide the tenant with information on utilities – Explain if the property has meters or is on a prepayment setup, that they are responsible for the bills and they can change to any provider they wish

Show them where the shut off valves and fuse box are and how to operate

Provide the tenant with information on any equipment or appliances in the property – Ideally the manuals can be provided to the tenant, if not then show them how to operate

Take meter readings

Let the tenant know your procedure for raising maintenance issues

Test the smoke and carbon monoxide (CO) alarms with the tenants – This shows the tenant that they work and how to test themselves

Show the tenant any prescribed information on display – Fire escapes and fire procedure

Hand over the Keys!

After the Move in Day

Congratulations you have a new tenant moved into your property, just a few more steps until the new tenancy is completely set up:

Secure the deposit in a tenancy deposit scheme (TDP) – See our Property Compliance and Best Practice recommendations for more information on this (You have 30 days to do this)

Inform utility providers and the council that a new tenant has moved in and provide the meter readings – You don’t want to be billed for utilities or council tax after a tenant has moved in, so always inform the relevant providers and the council that you are no longer responsible for payments. There are providers that can do this for you, such as Homeshift.

Direct Debit setup – See our Property Compliance and Best Practice Recommendations for more information on this, it isn’t required but we definitely recommend it

Get the tenant to sign the Inventory Report – This must be signed no more than 7 days after the move in date. If this is stated on the inventory report it can be classed as signed and accepted after 7 days even if the tenant hasn’t signed, but it’s definitely better if they do sign

Once everything is ticked off the New Tenancy Checklist get the tenant to sign and save all documentation in the shared Google Drive folder.

Read our guide on Tenancy Deposit Protection

If you request a deposit from a tenant you must protect the deposit with a scheme. Our guide on Tenancy Deposit Protection explains everything you need to know. 

Tenancy Deposit Protection

You can also see all of our guides for landlords and much more in our Library.