Tenants Guide

Do I deal with Kallars, or the landlord directly?

  • You will be dealing with either Kallars or the landlord depending on the package the landlord has chosen.
  • In most cases, you will be dealing with one of our agents throughout the entire process, from the viewing to the signing of the Tenancy Agreement.
  • However, if when you enquire about a property, the landlord is carrying out their own viewings, we will send your details to them. They will then contact you directly to discuss the property and arrange a viewing.

How do I set up a viewing?

  • 1. Register here
  • 2. Search for a property
  • 3. Click the button to "Book a viewing" found on the property details page.
  • This will take you to 'My Area' and automatically add the property to your Portfolio, thereby giving you the option to select a preferred viewing timeslot.

How do I make an application?

Reference Procedure:
As soon as you have found a suitable property, you will need to complete reference application forms online. We utilise the services of a credit-referencing agency to take up references. Here is an example of just a few of the references sought:
  • Confirmation of employment and salary.
  • Personal and Photographic identification (passport or driving licence).
  • Previous Landlord references.
  • Students (guarantor or proof or funding).
  • Self-Employed (accountants references, trading details etc)

Holding Deposit

  • A holding deposit will be required to reserve the property and remove it from our availability list. The holding deposit will be deducted from the first month’s rent or deposit due.
  • Should the tenant withdraw from the proposed letting, through no fault of the landlord or the agent, all or a proportion of the 'Holding Deposit' will be retained in order to cover any reasonable costs (which will be outlined in full).
  • None of the Holding Deposit will be retained should the Tenant's withdrawal be due to a breach of the proposed letting agreement by the landlord or managing agent.
  • The holding deposit shows good faith on the part of a prospective tenant enabling the landlord to take further action in the confident knowledge that the applicant is serious and fully committed to the property:
  • Any advertising for the letting will be cancelled
  • Other applicants will be informed that the property has been let - subject to references and is no longer available
  • We will prepare a letting agreement, take up references and carry out credit checks
  • Kallars are part of The Ombudsman Redress Scheme and are a member of the Propertymark Client Money Protection Scheme. Tenant deposits are protected by the Tenancy Deposit Scheme. For more information please contact your local branch.
  • Rent with confidence knowing you are protected. View our Client Money Protection Certificate here.
  • You can view conduct and membership rules of our Client Money Protection scheme here

Tenancy Agreement

  • Both the Landlord and tenant/s will be required to sign a tenancy agreement prior to the tenancy commencing. The agreement outlines both tenant and landlord obligations.
  • Generally, most tenancies run for a period of twelve months. We will contact you towards the end of the tenancy to see if you wish to renew your agreement for a further period and will liaise with the landlord to organise the documentation. It is important you note that the agreement is made between landlord and tenant, we act for the landlord only.
  • By legal requirement we will issue you with a sample template agreement which we ask you read very carefully. Should any questions arise regarding this legal document, we advise you to seek independent legal advice.


  • Once a moving date has been agreed and references have all been approved by the landlord, the tenancy agreement will need to be signed by all parties and the initial monies in full less any holding deposit previously paid will become due. This is made up of the following:
  • Deposit normally equal to 5 weeks of rent (depending on the annual rent).
  • The first month’s rent in advance. Rent is on a per calendar month basis and is calculated in the following way: The weekly rent, multiplied by 52 weeks and divided by 12 months to give the per calendar month rental figure.The above monies need to be in a cleared form before the tenancy is able to commence, either a card payment or transfer directly into our client bank account and showing as cleared.
  • The above monies need to be in a cleared form before the tenancy is able to commence, payment by means of either a card payment or transfer directly into our client bank account and showing as cleared.

Rental Payment

  • Rent will be paid to either Kallars or the landlord directly, depending on whether we have been instructed to fully manage the property, or collect rent on the landlord's behalf.

Maintenance and repairs

  • A large proportion of our properties are ‘Full Management’ optioned. If this is the case with your tenancy, then we will inform you prior to your tenancy commencing. If we are acting as managing agents for the rental, then any faults with appliances or problems within the property will need to be reported to us at the earliest opportunity and we endeavour to deal with any problem as quickly and efficiently as possible. Failure to report an ongoing problem may turn the onus onto you; please report immediately any problems you feel need attention.

Notice to end a tenancy

  • To terminate your tenancy subject to term, you will normally be required to give us at least one month’s prior notice in writing of your intention to leave, unless otherwise stated in your specific tenancy agreement.


  • A well-prepared inventory and check-in report is there to protect both landlords and tenants alike, providing an accurate description of the condition and contents of a property at the start of a tenancy.
  • The condition of the property and its contents at the end of the tenancy will then be compared back to this report in the form of a check-out report. The inventory clerk will also provide an opinion on whether any damage that has arisen during the tenancy is attributable to the tenants, to ‘fair wear and tear' or to the landlord as required maintenance.
  • It is in the landlord's interest to ensure that inventories are prepared for properties that they own. In a worst-case scenario, should you end up in court, the judge will tend to look more favourably on an impartial, unbiased inventory prepared by a third party unconnected to either the landlord or the tenant. Inventories prepared by landlords could be viewed as biased and one-sided.
  • Normally an inventory of the property detailing; condition, furniture and fittings and effects will be prepared by the landlord, or an independent inventory clerk instructed by the landlord prior to the tenancy commencing. The tenancy is checked and agreed between the tenant and the landlord at the tenancy commencement.

Deposit returns

  • When your tenancy ends, an inspection of the property will be carried out either by the landlord, or an independent inventory clerk instructed by the landlord.
  • The landlord may propose deductions to the deposit for cleaning, damages or unpaid rent (this is assessed by comparing the inventory check-in to the check-out) and provided you agree with this, the money will be returned to your account.
  • If you disagree with the proposed deductions, you should try and come to an agreement with the landlord. If this cannot be done, you will need to raise a dispute with the deposit protection service where an independent adjudicator will assess the evidence and decide how much of the deposit will go to you and/or the landlord.

Tenants' obligations

  • The responsibility for the property lies with the tenant during the period of tenancy. Always ensure that the property is fully secured and that during the winter months any necessary steps are taken to prevent freezing of the water and heating system.

Property Inspection

  • If we are instructed as managing agents for your property, we will carry out quarterly inspections to assess the condition of the property and that everything is being kept in a satisfactory condition. We will always arrange this with you at a mutually convenient time.

Council Tax & Utilities

  • It is the tenant's responsibility to inform the utility companies of their occupation of the property at the commencement of the tenancy, and to pay council tax to the relevant Local Authority. Students who may be exempt from the payment of council tax are responsible for informing the Local Authority of this.
  • Wherever applicable VAT will be charged at the current VAT rate.