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.

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.

We will then liaise with the landlord and should the offer be accepted, you will be required to pay the application fees. Following this, the referencing process will begin.  (It is also very helpful if you can contact your referees in advance and ask them to respond quickly to the reference requests.) You also need to provide 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. Should you decide not to continue with your application at any time, the application fee cannot be refunded.

The tenancy agreement

The tenancy agreement will now be prepared. This will be sent to you for online signature and to return within a reasonable specified timescale.

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.

Please read your tenancy agreement thoroughly before signing and returning it to us as soon as possible. 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 obliged to proceed.

First account invoice

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.

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

We will request a copy of your standing order confirmation.

We will also request a copy of your tenants insurance policy prior to the start of the tenancy. You can find out more about tenants insurance here.


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 48 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 chose 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 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 and tenant to establish each parties decision with the tenancy.

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

If both parties agree to renew, paperwork will be issued for signature.

Inventory check-out

The check-out is carried out by independent inventory clerks. The original inventory and schedule of condition, signed by you at the start of your tenancy, is used to assess the property and to prepare a detailed report. You can decide whether or not you wish to be present at this check-out. The property must be handed back in the same condition as it was at the start of the tenancy, allowing for reasonable wear and tear.

Returning your deposit

Assuming the property is left in a clean and tidy condition in keeping with the original inventory, your deposit will be returned to you within 10 days of the check-out, with written confirmation of the amount. If the check-out report shows that the property requires attention, you will be informed accordingly. All parties will then be advised of any costs incurred and agreement obtained by both parties before the balance of the deposit is returned to you. By law, all tenant deposits must be held and administered by government-recognised schemes to protect them during a tenancy and also provide the means of free adjudication in the event of a dispute between parties.

It is important to note that your deposit is protected and if you do not agree with proposed deductions you are able to challenge the landlord’s decision by referring the matter to an independent adjudicator. More information may be found on the Deposit Protection page on our website.