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Step by Step Tenant Guide

If you are considering becoming a tenant of a residential property in England, then please take a moment to read and understand the information set out below:


Step 1 Read the How to Rent Guide


Step 2 Register your interest

The first step to finding the right property is to register with us either by calling us on 01743 276666, email us on lettings@cgpooks.co.uk, or visiting our office where you can discuss your property requirements with one of our staff. You can also register your interest about a specific property online if you are short of time by using the ‘contact’ page on our website.

Step 3 Finding the right property

Once we have a clear understanding of your requirements you will receive a selection of properties that match your criteria. We can also keep you constantly up-to-date via email with the latest properties. We use the very latest prop tech to enable our tenants to view properties using 3D floorplans and in some instances 4K resolution video walk throughs, hosted on the Cooper Green Pooks YouTube channel.

Step 4 Consider a managed property

An increasing number of tenants insist on renting fully managed properties for complete peace of mind.

Renting a managed property has the benefit of a dedicated repairs manager to handle your day-to-day issues and the assurance that your property is fully compliant with all safety regulations (including Gas Safety, Electrical Safety, Legionella, Smoke & Carbon Monoxide and Furniture and Furnishings Acts).

Step 5 Making an offer

Once you have identified a suitable property you will be required to complete an expression of interest form where you may state any special conditions of the offer and provide details for your references. We will then communicate this offer to the landlord.

Step 6 Referencing & Contract Signing

If your offer is accepted you will be asked to pay a holding deposit equivalent to one weeks rent. Once paid, both parties (unless an extension is agreed in writing) have 15 calendar days to conclude the deal and sign the tenancy agreement. During the 15 day period, Cooper Green Pooks may engage 3rd parties to carry out a series of reference and background checks. If the Landlord withdraws during this period, the holding deposit is refundable, unless the reason for withdrawal relates to the provision of false or misleading information by the tenant. If the tenant chooses to withdraw during this period, the holding deposit is forfeited.

The holding deposit will be allocated towards your first month’s rent. Upon signing the tenancy agreement the balance of the rent is payable alongside a security deposit equivalent to 5 weeks rent. The deposit is then registered in a Government approved scheme (For managed properties we use the TDS) and the relevant certificate provided.

Step 7 Key Collection and Move in

Upon the start date of the tenancy, keys will be issued at our offices alongside the inventory & schedule of condition. You will also be introduced to your dedicated ‘account manager’ who will assist you in matters arising from your tenancy, throughout your time at the property.

Congratulations, you can now move into your new home!


A note on the Tenant Fees Act effective 1st June 2019

Permitted charges which landlords or agents can make to tenants

  1. Rent (this must be the same amount each month for the period of the initial fixed term). A rent premium can be added for tenants who have a pet.
  2. Security Deposit capped at five weeks rent.
  3. Holding Deposit to reserve a property (capped at one week’s rent).
  4. Novation, Variation of Assignment of Contract capped at up to £50 including VAT or our reasonable costs incurred (if higher), which must be evidenced*. The £50 inc VAT charge applies for each request to change the tenancy agreement e.g. addition of a ‘permitted occupier’, inclusion of a ‘pet clause’, request to ‘redecorate’ and so on. *An example of when a higher cost might be incurred could be if a new inventory was required mid tenancy to protect the new occupant.
  5. Surrender of Tenancy. If a tenant decides to ‘surrender’ their tenancy during their fixed term, the landlord is able to pass on the the cost to the tenant of re-letting the property, including the payment of all rent outstanding until a new tenant is found (up to the maximum outstanding rent on the tenancy). If you are a tenant of Cooper Green Pooks (CGP), please use the below guide to calculate the fee that will be due: First there is the ‘Landlord Letting Fee’ of £192 (inc VAT). Secondly the amount of management fee due to CGP over the remainder of the fixed term. The daily management fee (including VAT) will be multiplied by the number of days left on the fixed term (known once we have a confirmed start date for the new tenancy). This figure will then be added to the letting fee to give the total amount due from the tenant when they surrender their tenancy prior to the end of their fixed term.
  6. Default Fees – including lost keys or other respective security devices and late rent payment after 14 days overdue capped at 3% above the Bank of England Base Rate (currently at 0.75%).
  7. Utilities (water, gas or other fuel, electricity, sewerage)
  8. Communication Services (phones other than mobile phones, Internet, Satellite television); Council Tax; Green Deal charge (or any subsequent energy efficiency scheme)


We are members of the PRS, a consumer redress scheme for the property industry. If you have a complaint about our service and do not feel that we have adequately dealt with it, then you are able to take up the matter with the PRS.