There's quite a bit of paperwork involved in renting, especially if it's your first time. ‍It might not be the most exciting part of finding your next home, but these documents are important. They explain what you've agreed to, what you're responsible for and what your landlord needs to do too. Read things properly, ask about anything you don't understand and keep copies of everything.

‍

What paperwork might I be asked to complete?

Depending on what you're renting, you might come across:

‍

• a tenancy agreement or contract

• an application form

• ID and Right to Rent checks

• a guarantor agreement

• deposit information

• an inventory or condition report

• safety certificates and property information

‍

Not every type of accommodation works in exactly the same way, so don't worry if your paperwork looks different from your friend's.

‍

‍

What's a tenancy agreement or contract?

This sets out the terms you've agreed with your landlord or accommodation provider. It should cover important things such as:

‍

• who the landlord and tenants are

• the address

• how much the rent is

• when rent is due

• when the tenancy starts

• how rent can be increased

• how you can end the tenancy

• other terms you've agreed to

‍

Private renting rules changed in May 2026. Most private tenancies are now assured periodic tenancies, which means they run on a rolling basis rather than having a fixed end date. For new assured periodic tenancies, landlords also have to give tenants certain key information in writing before the tenancy is agreed.

‍

Check out our Renters Rights support guide for further information. Different rules can apply to University halls, some student accommodation and lodger arrangements. You can check out your landlord on the Council's website.  

‍

‍

What is an application form?

A landlord or agent might ask you to complete an application before the tenancy is agreed. This can include things like your contact details, references and information they need to carry out checks.

‍

Read the form carefully and ask what any payment is for before handing over money. An application form isn't the same thing as your tenancy agreement, but don't assume that nothing you do during the application process matters. If you're unsure what you're agreeing to, ask first.

‍

‍

‍What is a Right to Rent check?

Landlords and agents in England generally need to check that adults renting privately have the legal right to rent. The check applies to all adult tenants who need one. A landlord shouldn't only check people they assume aren't British based on their name, nationality or appearance.

‍

How you prove your Right to Rent depends on your circumstances. You might use documents or an online share code. Some types of student accommodation are exempt from Right to Rent checks. GOV.UK explains how Right to Rent checks work.

‍

If you have questions about your visa or immigration status, speak to the University's International Student Support team rather than relying on your landlord for immigration advice.

‍

‍What documents should my landlord give me?

What you receive depends on the type of property and tenancy, but for a typical private rented home this can include:

‍

• Energy Performance Certificate: The EPC tells you how energy efficient the property is.It's worth looking at because it can give you an idea of how expensive the home might be to heat.

• Gas safety information: If there's gas at the property, your landlord must arrange the required gas safety checks and provide you with the gas safety record.

• Electrical safety report: Electrical installations in rented homes must be inspected and tested by a qualified person at least every five years, or sooner if the previous report requires it. You should receive a copy of the report.

• Deposit information: If you've paid a tenancy deposit for an assured periodic tenancy, your landlord or agent should protect it in a government-approved scheme.They should also give you information about where it's protected.

• HMO information: If you're living in a House in Multiple Occupation (HMO), the property may need a licence. Licensing depends on the property and local rules, so ask if you're unsure.

‍

‍

What is an inventory?

An inventory records what's in the property and its condition when you move in. It might list things like:

‍

• furniture

• appliances

• carpets and flooring

• walls and paintwork

• doors and windows

• existing marks or damage

‍

Check it properly rather than just signing it. If something is missing or the description isn't accurate, tell the landlord or agent in writing. Take your own dated photos or videos too.

‍

This gives you evidence of what the property was like when you moved in and can be really useful if there's a disagreement about your deposit later.  Read our Moving In advice for more on inventories and recording the condition of your home.

‍

‍

What is a guarantor?

A guarantor is someone who agrees to cover certain costs if you don't pay them. Students are commonly asked for one because they might not have a regular full-time income or rental history. A parent or family member might act as your guarantor, but it doesn't have to be. The guarantor should read their agreement carefully too.

‍

If you're sharing a house under a joint tenancy, check whether the guarantor is only guaranteeing your responsibilities or could potentially be responsible for money owed by other tenants too. Don't assume all guarantor agreements work in the same way.

‍

‍

What if I don't have a UK guarantor?

You're not the only one. This can affect international students, estranged students, care-experienced students and anyone who simply doesn't have someone able or willing to act as a guarantor. The University currently has a partnership with Housing Hand, which can act as a UK rent guarantor for students for a discounted fee.

‍

There is also limited University funding towards Housing Hand fees for eligible estranged and care-experienced students through Exeter Cares.

‍

Check the University's latest information about guarantors.

‍

You might also find other commercial guarantor companies online. Check their fees and terms carefully before agreeing to anything.

‍

‍

Can a landlord ask me to pay lots of rent upfront if I don't have a guarantor?

The rules changed in May 2026. For most assured periodic tenancies, landlords and agents can't ask for, encourage or accept rent before the tenancy agreement has been signed.

‍

After you've signed but before the tenancy starts, they can usually ask for up to one month's rent if you pay monthly, or 28 days' rent if you pay on another schedule. This is different from a holding deposit or tenancy deposit.

‍

Check the current rules on rent in advance and deposits.

‍

If you're being asked for a large upfront payment because you don't have a guarantor, talk to us before paying it.

‍

‍

What happens to my tenancy deposit?

For an assured periodic tenancy, your landlord or agent must normally protect your deposit in a government-approved scheme. The approved schemes are:

‍

• Deposit Protection Service

• MyDeposits

• Tenancy Deposit Scheme

‍

Your landlord or agent should protect it within 30 days of receiving it and give you the required information. At the end of the tenancy, the landlord can propose deductions – for example, for damage beyond normal wear and tear – but you don't have to automatically agree. The deposit schemes have dispute processes if you and your landlord can't agree.

‍

Read more about tenancy deposit protection on GOV.UK.

‍

‍

How can the Guild help?

Paperwork can be confusing, particularly if this is your first time renting. Read through everything yourself first and highlight anything you're not sure about.

‍

If you've got a specific question about your agreement, deposit, guarantor or something you've been asked to sign, get in touch. We can help you understand your housing rights and what the paperwork means for you.

‍

Complete our enquiry form or email advice@exeterguild.com.  

‍