Guide to Renting

Our objective is to make the process of renting a property clear and simple. We wish to offer a transparent service to our tenants, with our fees advertised at the outset. Our knowledge of the lettings market and our properties are freely available, allowing you to make the right decisions. This page of our website provides a step-by-step guide to renting a property with scottfraser. There is also the Government’s ‘How to Rent guide’ with further details and checklists to help you with all aspects of renting a property.

Register your interest

To register your interest in letting a property, please contact the relevant lettings office/s.  You can do so by telephone, email or through our contact us page.  You do not need to have a specific property in mind – we are happy to help you find it. Our contact details are on the bottom of this page, or you can see the full office and team information using the link provided.

Property search

Our website allows you to search effectively for property that may suit your requirements our knowledgeable team can offer advice and more information.

The teams are familiar with the properties being offered. Using their knowledge could save you time and effort during the search process, which is especially valuable if you are looking to move within a limited timescale.

Making an offer

Once you have decided which property you would like to rent, you (and any other tenants applying) will be required to complete our online application form to officially make your offer. Before presenting the offer to the landlord, we are required by law to carry out a right to rent check, therefore along with your application form, please ensure that you have provided the local scottfraser office with your proof of identity, such as a photo driving licence or passport, and residency documents such as Visas if applicable.

All applications are made “subject to contract” and an application to rent a property does not guarantee the tenancy.

We will then liaise with the landlord and should the offer be accepted; you will be required to pay the holding deposit equivalent to one weeks’ rent up to a maximum of £500.00. This will be required to be paid within 24 hours. The property remains on the market until the holding deposit has been received. This payment can be made via debit card or bank transfer. we do not accept cash, credit card or personal cheques. Our guide to charges can be viewed here.

Once we have your holding deposit, current legislation stipulates that the necessary paperwork should be completed within 15 days, should either party be unable to meet this deadline, a longer period might be mutually agreed.

If at any time during that extended period you decide not to proceed with the tenancy, then your holding deposit will be retained by scottfraser. By the same token, if during that period you unreasonably delay in responding to any reasonable request made by scottfraser, and if it turns out that you have provided us with false or misleading information as part of your tenancy application, or if you fail any of the checks which the Landlord is required to undertake under the Immigration Act 2014, then again your holding deposit will not be returned.  It will be retained by scottfraser.

However, if the Landlord decides not to offer you a tenancy for reasons unconnected with the above then your deposit will be refunded within 7 days.

Where, for whatever reason, your holding deposit is neither refunded nor credited against any rental liability, you will be provided with written reasons for your holding deposit not being repaid within 7 days.

You will not be asked to pay any fees or charges in connection with your application for a tenancy.  However, if your application is successful under our standard assured shorthold tenancy agreement, you will be required to pay certain fees for any breach of that tenancy agreement in line with the Tenant Fees Act 2019. In consideration of us processing your tenant application, you agree to pay those fees to us on request.

It is essential that you speak to the team promptly if you are unable to meet the deadlines set, otherwise the property will be returned to the market and viewings will begin again.


Once your offer is agreed, the referencing process will begin. You will receive a link from our referencing agent to complete the relevant information, this will need to be completed within 24 hours of receipt of the email.

In order to speed up the process it would be beneficial to provide the following documents to the referencing agent:

  • 6 months payslips
  • 3 months bank statements
  • Employment contract

It is also very helpful if you can contact your referees in advance and ask them to respond quickly to the reference requests.

Our partner Let Alliance perform a credit check as part of your tenancy application referencing which includes your full credit report and score, alongside details of any current, historic or pending adverse credit, missed payments and defaults. The overall assessment could impact your referencing assessment so it is important to disclose all aspects of your credit behaviour at the point of application. If you have any concerns, you can speak to Let Alliance directly. Failure to make material disclosures regarding your credit behaviour could result in the loss of your holding deposit.


The Tenancy Agreement

The tenancy agreement will now be prepared. This will be sent to you for online signature and to return within 48 hours of receipt.

Please read your tenancy agreement thoroughly before signing and returning it to us. It is essential that you understand the tenancy agreement before signing. Please contact the team in the first instance if you have any questions. However, if you remain unsure of any of the terms and conditions contained in the tenancy agreement, we recommend that you seek independent legal advice.

Once we are in receipt of the signed tenancy agreement, it will be signed on behalf of the landlord and dated. At this point the tenancy agreement is deemed to be “executed” and both parties are legally bound to the terms of the agreement.

First rent payment & deposit

You will be advised in writing of the amount you need to pay before you move in to include first rent payment and deposit. Rental amounts and due dates will vary per property – please review your tenancy agreement for the specific details.

Your holding deposit will be credited to the first months’ rent due under the tenancy.

Your first payment must be paid in cleared funds three days prior to the tenancy start. Payment must be made by bank transfer, we cannot accept cash, card or personal cheques.

Please ensure your rent payments are set up via standing order to our bank details provided prior to the tenancy starting. We will request a copy of your standing order confirmation.


We strongly advise that all tenants arrange insurance to protect themselves from accidental damage to landlord possessions and to cover their own personal belongings. You can find out more about tenants insurance here.

Check-In & Inventory

If your property is managed by scottfraser, the Inventory Clerk will contact you to arrange a Check-in appointment.

You will also be supplied with a full inventory and schedule of condition, prepared by an independent inventory clerk. This will show meter readings for the property. Please check the inventory carefully, as it will be an important part of the check-out and deposit return at the end of your tenancy. You can make comments as appropriate. You must then sign and return it to us within 72 hours of your arrival at the property. If you do not do so, the inventory is deemed to be accurate.

Reporting maintenance

A significant number of properties let by scottfraser are also managed by us. If you need to report any maintenance please visit our myscottfraser page.

However, in some instances, the landlord will choose to manage the property directly. Either way, you will be provided with contact numbers should any problems or maintenance issues arise whilst you are living in the property.


Routine visits

If the property is managed by scottfraser, we are obliged to visit regularly on behalf of the landlord to comment on the condition and identify any maintenance issues.

We provide the landlord with a written report, with supporting photos of the property. In some cases, we will carry out a video report of the property.

We write to tenants beforehand to advise when each routine visit is due. The property manager is able to use our office set of keys for access if you cannot be present.

Renewing or ending a tenancy

We will make contact with the landlord to establish their future plans with the property, and to discuss the rental market.

Scottfraser will take the landlords instruction to either offer a renewal or allow the tenancy to come to a natural end,

We will then contact the tenant approximately two months before the tenancy end date to establish whether you would like to renew at the agreed terms.

Should you wish to end your tenancy, please give notice in line with the terms of the tenancy agreement.

If both parties agree to renew, paperwork will be issued for signature and will be required to be signed and returned within 48 hours.

Inventory check-out & returning your deposit

The property should be ready for handover in accordance with the vacating instructions. Following your tenancy ending, a check-out clerk will attend and compile an independent check-out report, referencing the original inventory from the commencement of the tenancy. If the check-out report identifies that attention is required, all parties will receive a breakdown of any proposed deductions to be made from the deposit, and confirmation of whether these have been deemed as tenant or landlord liability. Please be aware that any undisputed balance will be returned to you within 10 days of the undisputed amount being agreed.

By law, all tenant deposits must be held and administered by a government authorised scheme. It is important to note that your deposit it protected as such, therefore should disagree with any proposed deductions, you are able to challenge this by referring the matter to an independent adjudicator. More information can be found on the Deposit Protection page on our website.