Renting a property

Everything you need to know

We have a range of properties to let throughout Nottingham. Please view our property search facility for an idea of what we have available. Please be aware that our stock changes daily and you should contact us to register your requirements and for current availability.

If you have seen a property you wish to apply for, you will need to download and complete an application form. Please note that you will need to complete an application form for each individual applying.

What is the application procedure?

Aside from payment for your deposit and rent, we ask prospective tenants for two payments to carry out the application procedure. The first payment is the administration fee of £75.00 inc. VAT per individual applying. This covers the cost of undertaking references from your employer and current landlord (if you are currently in rented accommodation) and we will instruct financial and electoral roll checks. If your application is approved, we will require a further payment of £150.00 inc. VAT which will enable us to draw up the tenancy agreement. Once your fees and application are received, the property will be removed from the market for seven working days whilst all references are obtained. Should you pay your application fee and not submit your application form, the application fee will act as a holding fee and the property will be removed from the market for seven days. At the end of this seven day period, should you not have submitted your application forms, the holding fee will be forfeited and the property will be made available for prospective tenants.

In certain cases you may be asked to provide a guarantor if you either are unable to prove your income, earn insufficient income to cover adequately cover the rental obligation, have a poor credit history or are between work positions. The purpose of the guarantor is to honour your rental obligations if you are not in a position to. To qualify as a guarantor, they will need to be a homeowner, earn roughly 3 times the monthly rent agreed and have been in continuous, full-time employment for at least 12 months (ask your representative for details on rent ratios if you are unsure). If you think you may need a guarantor, you will have to complete a further application form and note that a further charge of £50.00 inc. VAT will be incurred to reference the guarantor in the same way as yourself. This amount will need to be paid before we are able to proceed further.

NOTE:  Once your application has been accepted and referencing undertaken your application fees are non-refundable. Please make sure that you can provide a suitable guarantor should one be required. The Application fee you have paid will only hold the property for 7 days. After this time the property may be re-advertised and could be let to somebody else

Processing the application, including carrying out the referencing procedure, normally takes about 3 - 5 working days, as long as you can provide us with all the information we have asked for. In order to proceed with any application (and to speed up the process) we need:

  • A fully completed and signed application form (per tenant).
  • Proof of Identity and Proof of Residence:
    • Proof of identity - a form of photographic id – passport, driver’s license etc.
    • Proof of residence – Utility bill/bank statement issued within the last three months with your name and current address
  • You need to notify all referees that enquiries will be made to them in order to verify the information you have provided to us.
  • Consent to contact your employer with authorisation to release your salary details
  • You need to pay any/all fees to your current letting agency in order to provide a reference (if required).
  • Acknowledgement that you have read and understood the procedures detailed in these guidance notes.

Multiple applications on one property

If the property you have applied for also receives applications from other parties the landlord will be responsible for choosing which applicant(s) he wishes to proceed with. All applicants will be given 24 hours after the viewing to apply for the property. The decision will be based on the information given in your application form.

If you are successful in obtaining the property

If your application is successful, we will contact you and ask for payment of the Tenancy Fee. We will confirm a date the tenancy is to begin and make an appointment to meet you at our Mapperley office for you to sign contracts and pick up keys. We also require one month’s rent in advance and the full deposit in cleared funds.

NOTE: We can only accept Cash, Debit/Credit Card*, Bankers Draft or a BAC’s payment- our account information can be provided upon request (Sorry- no cheque payments).

On the date your tenancy begins the tenancy agreement must be signed by all tenants before you move into the property.  We will also arrange for you to set up a standing order for future rental payments and we will pass on further documents relating to the tenancy. If you have a guarantor, we will also need a signed ‘deed of guarantee’.

Mandatory tenant's contents insurance

To minimise risk whilst you are renting a property from David James Lettings, we strongly recommend having Tenant's Contents Insurance in place. David James Lettings offer an insurance option and each policy is competitively priced and offers cover not only for Tenant's possessions, but also a level of cover for Landlord's fixtures and fittings. This extra cover gives both Landlords and Tenants peace of mind in knowing that any damages can be claimed on your insurance policy instead of being deducted from your deposit. Your Lettings Coordinator is able to discuss with you the levels of cover available and the competitive pricing structure.

Your deposit

If the property you are renting is Managed or Part-Managed by David James your deposit will be held by us through our tenancy deposit scheme which is administered by The Dispute Service (TDS). Once your tenancy has commenced we will write to you issuing you with a certificate confirming your deposit registration. If the property is managed directly by the Landlord, it is the Landlord’s responsibility to register it under their own scheme and they will discuss these arrangements with you at the outset of the tenancy. If you are unsure as to who will be holding your deposit, do not hesitate to contact one of our Lettings Coordinators. For more information on Tenancy Deposits, please visit the directgov website at:

Moving day

On your moving day, you may be provided with an inventory which we will ask you to sign at our office. From the date of signature you will have 72 hours in which to cross reference this inventory and let us know of any discrepancies or changes that you believe need to be made. Should we not hear from you within the 72-hour period, the signed copy of the inventory held at our office will become binding.

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