Reserving the Property

After you have chosen the property you wish to rent, agreed both the price and the moving date, we charge an administration fee of £360. This secures the property subject to contract and satisfactory references.

There is a referencing fee of £120 per person which is payable in advance.

Should the tenancy not proceed prior to occupation these fees are not refundable.

References forms must be filled out online within 24 hours and the results received within a further 48 hours. We use a professional referencing company to check the following:

• Personal identity check

• 3 years of residential addresses

• Existing Landlord reference

• Credit history profile

Additional references in certain circumstances – for example, a guarantor will need to pay for their reference fee as well.

To comply with the Money Laundering Regulations 2007 it is essential that each tenant provides us with copies of either their passport or photo card driving license and a recent utility bill or bank statement. The tenancy cannot commence until we have these documents.

Tenancy Agreement

Once your references are returned to us and approved by the landlord we will prepare the Tenancy Agreement for your signature. Your first month’s rent plus your security deposit must be cleared into our account at least 5 days prior to the commencement of your tenancy.

Payments can be made by bank transfer only, debit and credit cards are not acceptable.

Mclarens Estate Agents will register the security deposit with The Deposit Protection Scheme.

Moving In

On the day of commencement of the tenancy you will be checked into the property by an independent Inventory Clerk or the Landlord. From that date you will take responsibility for the payment of council tax, all utilities and the TV license. You will also take responsibility for any telephone, broadband, cable or satellite services.

Check-in and check-out

Mclarens will be instructed by the landlord as to what arrangements are to be made for the inventory and check-in. Unless agreed otherwise, the landlord will be responsible for the cost of the inventory and check-in and the tenant will be liable for the cost of the check-out (and any missed appointments).We advise you to make yourself available for both the check-in and check-out.

Where Mclarens organise an end of tenancy inventory check-out, a fee of £180 will be charged. The charge may vary if the landlord instructs an independent inspection.

Payment of rent

The rent is payable by standing order (unless agreed otherwise) to arrive on the due date as stated in the tenancy agreement. This means that the standing order must be set up so that the funds leave your account three days before the rent is due. The full rent must be paid by a single standing order, we are unable to accept multiple standing orders.


Please note that as a condition of entering into the tenancy agreement you must ensure that you have sufficient means to cover your liability for accidental damage to the landlord’s property, furniture, fixtures, and fittings.  This is usually achieved by means of an insurance policy, we will arrange a quote for you automatically, however you are not obliged to accept it.


Should we receive unsatisfactory references or should you decide to withdraw the administration fee and referencing fee will not be refunded

Early Termination

Should you wish to terminate the tenancy agreement before the end of the term (and the landlord agrees that you can) we will charge you for the pro-rata commission for the unexpired portion of the tenancy, unless you are exercising a break clause which is contained within the tenancy agreement.

Renewal of Tenancy

Please contact us in advance if you wish to extend your tenancy. If the tenancy is renewed, we will make a charge of £120 to cover our administration.

Substitution/ Change of Identity

Substitution of tenants is not permitted without express written permission from the landlord, however, upon receipt of this consent Mclarens will draw up a replacement tenancy agreement for signature by all parties.   An administration fee of £200 will be charged for this service and referencing fee of £100 for any new tenant.   This applies to any change of identity for existing tenants (such as change of name by deed poll or marriage).

Late Rent

An administration fee of £30 will be charged for each letter sent by Mclarens regarding late or non-payment of rent or administration charges.   If any charges remain outstanding at the end of the tenancy, Mclarens will deduct the amount due from the security deposit.

Return of Security Deposit

No repayment of the deposit can occur until after the check-out report has been received and any estimates (where applicable) have been arranged and received by us. All deposit deductions must be agreed in writing by both landlord and tenant upon the termination of the tenancy.   Our Deposit Protection Scheme can take up to 10 working days to return the balance of any deposit to you. The tenancy agreement entered into is between the landlord and the tenant and, therefore, the tenant cannot hold Mclarens liable for any deductions made from the deposit which may fall into dispute.

Management of the property

We will advise you at the commencement of the tenancy who is responsible for managing the property. This is not always Mclarens. Where we are not managing the property we cannot authorise any repairs or maintenance or guarantee the speed at which repairs will be carried out. Where we are managing the property, we may have to obtain the landlord’s consent before proceeding with any repairs.

Where we manage a property and hold keys, we can usually provide access to McLaren’s contractors (with your permission). However, where we do not hold keys or the contractor is not willing to collect keys, it is your responsibility to provide access.


You will be responsible for the payment of the council tax, electricity, gas, water, satellite, and telephone bills during your tenancy.   You must notify the relevant companies and the local authority that you are moving into and out of the property and provide them with meter readings.   You are also responsible for ensuring that a valid television licence remains in place for the duration of the tenancy. Utility companies will also always require the occupant to provide access for any visit.


If you pay rent directly to your landlord’s bank account and your landlord is resident overseas, you will be responsible for applying the provisions of the HM Revenue and Customs Non-Resident Landlords scheme for taxing UK rental income and should ask us for advice on this. These provisions do not apply where you are paying your rent to Mclarens.


All charges levied by Mclarens are including VAT at the prevailing rate on the date the invoice is raised.

Complaints procedure

Should you have any problems with our service, please first raise the issue with the Negotiator involved or the branch manager. If you are still unsatisfied please write to the Managing Director at our Dorking Branch. Your complaint will be acknowledged within seven working days of receipt and we will begin an investigation. We will confirm in writing the outcome of the investigation within 15 working days.   If you remain dissatisfied, you should write to The Property Ombudsman Service (TPOS) within six months for a review. For the avoidance of doubt, TPOS will only review complaints made by consumers.