Guide for Landlords: Change of Occupancy Process

Step 1: Approving the Change of Occupancy Request

When PropertyLoop or you, as the landlord, receive a change of occupancy request from your tenant, it is your responsibility to assess the request. While you have the authority to approve or reject the request, it is advisable to only reject it if the new tenant is not a suitable replacement. If your current tenants have successfully passed reference checks, it is reasonable to approve the change of occupancy request as long as the new tenants also pass the same checks.


Step 2: Reference Checks on New Tenants

To proceed with the change of occupancy, the current tenants should provide PropertyLoop with the contact details of the new tenants. We will then engage our third-party reference company to conduct thorough reference checks on the new tenant/s. As with any tenancy conducted through PropertyLoop, we will share the full reference reports and a draft of the AST with you.


Step 3: Property Safety Documents

Similar to a regular tenancy through PropertyLoop, we may need certain property safety documents from you. Although we might already have these documents on file, we will reach out to you if any of them have expired. In such cases, we will request the updated safety certificates, such as Energy Performance Certificate (EPC), Electrical Installation Condition Reports (EICRs), and Gas Safety Certificate (GSC). We will include copies of these supporting documents along with the new AST for the tenants to acknowledge receipt.


Step 4: Discussion of Deposits between Swapping Tenants

Regarding the deposit, it is the responsibility of the new incoming tenant to directly reimburse their share of the deposit to the outgoing tenant. The swapping tenants should mutually agree on any potential deposit deductions caused by the original tenants, which can be deducted at the end of the tenancy. If a check-in or inventory report was conducted for this tenancy, please provide a copy to the new incoming tenant or ensure that the original tenant shares it with the new tenant. The discussions regarding deposit deductions should be handled between the tenants. A full check-out or damage assessment will not be necessary until the end of the tenancy (as this tenancy is still ongoing).


Step 5: Signing the AST

PropertyLoop will ensure that the new AST, along with any required property safety documents, is sent out for signing. Once the tenant/s have signed the new agreement, it will be forwarded to you for electronic signature as well.


Step 6: Issuing the New Deposit Certificate

After the agreement is signed, PropertyLoop will promptly handle the deposit with the Deposit Protection Scheme (DPS) using the new tenant’s information. We will share a copy of the deposit certificate with all relevant parties as we did with the original tenancy. Additionally, please note that all new tenancy documents can always be found on your online PropertyLoop Landlord Portal.


Step 7: Communication with Current Tenant

While PropertyLoop will inform both the incoming and outgoing tenants about the entire process and the necessary steps involved, if you are self-managing it is crucial for you to clarify their responsibilities during the transition. This includes coordinating the handover of keys and property access between the outgoing and incoming tenants. It is recommended to provide clear instructions on utility transfers, property maintenance, and emergency contacts to ensure a smooth transition.