Works completion and moving in

Handover occurs when all works to bring a property to the lettable standard have been completed to the required quality.  

The VS updates Rapid, once completed, ticking if it was major repairs. 

The NHO (Moving home team) is emailed the completion pack which goes onto TRIM.   This contains various documents which may include (where relevant) 

• Relevant safety certificates.
• API (where applicable) and EPC.
• Photos where available.
• Floor plans.

The NHO can then contact the new tenant to discuss a moving in date or start the viewing process.  The target for setting a tenancy date is the following Monday after sign up where works are completed.

The new tenant checklist will help you remember what you need to discuss with a new tenant up to the point the tenancy agreement is signed. 

Remember to arrange a gas recommissioning for homes with a gas supply.

Under certain circumstances it maybe that the tenancy date needs to be extended after being set.  This is emailed to the rents and charges team on the tenancy date extension form.

After sign-up the NHO advises the rents and charges team, and caretakers (where relevant), arranging for any security to be removed. 

• It is imperative that any security door is removed before the tenant has taken up occupation. 

What to do with the tenancy agreement 

The main copy (our copy) should be scanned (onto A3 landscape) and named with the;

• tenancy ref;
• surname; and
  
• address;

then the hard copy passed to 6th floor business support to file.

The scanned copy needs:

• Filing on the new tenants file on TRIM.
• Emailing to the rents and charges team as outlined below.

The email subject line of the scanned copy should reflect:

• the tenancy ref no,
• surname,
• short address line.

 

Where a tenant changes their mind

If a tenant changes their mind after their tenancy has started they may be obliged to give four weeks’ notice unless the NHO agrees otherwise.  Let the allocations team know when this happens as the tenant may not be entitled to continue to bid for other properties, and, if homeless, the Council can discharge duty.  

Read more about starting a new tenancy here.