your tenancy – from viewing to signing the contract, what happens?

your tenancy – from viewing to signing the contract, what happens?


Student Houses Cardiff is a family business, run from our home in Cardiff with over 30 years experience of providing quality accommodation to students. We own and manage all our own properties, and you deal direct with us, the landlord.

We are dedicated to making the process of signing up your tenancy clear, transparent and easy– with plenty of opportunities to ask questions and check documents with your parents/guardians  before you sign anything (unlike many students who find themselves being rushed into tenancies by Letting Agents). And unlike most Letting Agents we do not charge any Agency fees.

Once you have chosen your new home we take you step by step through our letting procedure from contracts to deposits etc. We provide a full and free inventory service to check the property at the beginning and end of your tenancy to agree return of your bond. You receive a Tenants Guide and Welcome Pack and we can help you with all aspects of moving into your new home, from setting up bills and services to obtaining parking permits.

Viewing our properties

We accompany you on all viewings. Take a look at our our house hunting tips on what to look for and ask at the viewing.

Securing your property

If you would like to reserve the property of your choice please follow the procedure below:

1. Pay a holding deposit first
A holding deposit of £200 per property is required to secure the property (this is part of your deposit, not an additional fee). When you pay the holding deposit we will give you a Deposit Receipt which we both need to sign. The property will then be suspended from the letting market and held for you for a maximum of 14 days.

2. Pay the rest of the deposit within 14 days
You need to pay the rest of the deposit within these 14 days. We will email you a draft copy of all the paperwork in this period so you can read it before signing, and check it with your parents/guardians. Once the Tenancy Agreement has been signed the Holding Deposit becomes part of the Deposit to be held throughout the tenancy.  If you fail to progress the Tenancy for any reason then the Holding Deposit will be retained.

What is the deposit for? Taking a deposit is standard practice in most rental properties, whether rented through an agent or directly with the landlord. The deposit is held by the landlord until the end of your tenancy. It is to cover any breakages, damages, or other liabilities under the tenancy. The deposit cannot be used by the tenant to cover the last month’s rent.

Where is the deposit kept? The Deposit will be registered with My Deposits, one of the three government authorised Tenancy Deposit schemes, until you move out of the property. You need to pay the scheme’s Deposit Protection fee of £26 for joint tenancies (shared between you so roughly £4.00-£6.00 each), or £20 for individual tenancies, when you pay the deposit to us. This is the direct charge of protecting the deposit with My Deposits, we do not add any Agency fees. This is non-refundable and is the only set up charge you will pay with Student Houses Cardiff.

How and when do I get my deposit back? The deposit is returned to you at the end of the Tenancy after we have inspected the property. The property is checked against the inventory drafted up when you move in to assess any damages and deductions due. Proof of payment of utility bills is also required, including gas, electric, water and council tax (if applicable).

Signing the Tenancy Agreement

3. You usually sign your Tenancy Agreement at the same time as you pay the rest of the deposit. We will email you a copy of a blank agreement so you can read it before signing, and to check it with your parents/guardians if you want to.

4. When you sign the Tenancy Agreement you need to bring along two forms of ID from the following (please bring the original and a copy to leave with us):

    • Debit/Credit card
    • Passport
    • Birth Certificate
    • Driving License

5. Sign and fill in the Personal Details form/s
Complete the form we email you and please bring it with you.

6. Complete the Financial Guarantor Forms
You will have to provide a financial guarantor to agree to underwrite any rent, utility bills, breakages, liabilities if you are a student, and/or under 25. Normally the financial guarantor is the parent/guardian or other relative, but they must be a property owner. The guarantor will be responsible for paying for any monies outstanding as a result of the Tenancy. We will email you the form to get signed and returned to us.

Membership/Accreditation etc.

rentsmartwales We are registered and licensed landlords with Rent Smart Wales
RLA-small We are members of the Residential Landlords Association
   Cardiff_logo_smallnewport_city_council_small We are licensed Houses in Multiple Occupation (HMO) holders with Cardiff and Newport Councils
mydeposits_logo_small We register all our students’ deposits with My Deposits a government approved deposit protection scheme
gas safe register     logo-niceic All our houses have up to date gas and electrical safety certificates from registered, legal, safe contractors.