Edinburgh: 0131 556 7814 | Fife: 01592 800 542 | Dundee: 01382 214 499 | Glasgow: 0141 611 9611

Information for tenants:

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Landlords Property Management Edinburgh Letting Agents

Hello Tenants...

Our landlords & tenants trust & recommend us

At Extra Mile Letting, we believe that you deserve great service and fair pricing. We offer hassle free renting with viewings at times that suit you, prompt responses to questions and issues and genuine 24/7 emergency support.

Rent with us for a friendly, professional service
– always.

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Hassle-free renting

Insured, accredited agent
with 24/7 support

Landlords Property Management Edinburgh Letting Agents
Property Management Edinburgh
Property Management Edinburgh Letting Agents

Insured
& fully accredited
letting agent

Property Management Edinburgh Letting Agents

Hassle-free
renting with 24/7 emergency support

Edinburgh Letting Agents

Why Extra Mile Letting?

Simple, quality service, guaranteed

Property Management Edinburgh Letting Agents People We shape our service to suit you

We don’t just work the standard 9 till 5 so that we can offer appointments at times that fit around your other commitments.

Property Management Edinburgh Letting Agents People Landlord Accreditation Scotland member

Promoting best practice in property management.

Property Management Edinburgh Letting Agents People Member of Safe Deposits Scotland

All tenancy deposits are securely held and protected by Safe Deposits Scotland. At the end of the tenancy, you can review and feed back on any proposed deductions and an impartial adjudicator will ensure that any disputes about the return of the deposit are resolved quickly and fairly.

Property Management Edinburgh Letting Agents People No illegal tenant fees

No agent fees to view a property or enter into a tenancy agreement and no tenancy renewal fees.

Property Management Edinburgh Letting Agents People No commission-based selling

We don’t sell or promote any insurance products or utility companies – choose what’s best for you, not what pays for your letting agent.

Property Management Edinburgh Letting Agents People Free reference

If you decide to move on and need a reference we will provide a response to your new agent or landlord’s referencing questions without charge.
Property Management Edinburgh
Edinburgh Letting Agents

It’s as easy as 1,2,3...

Renting a property is simple with Extra Mile Letting:

1Find a property & arrange a viewing Find a property that you like on our properties page and contact us to arrange a viewing. Please note that some properties are not available for immediate viewing – we will come back to you to arrange an appointment as soon as viewings become available. 2Complete a property offer form & pay a holding deposit Once you’ve viewed a property that you wish to rent, complete and return the property offer form and pay the non-refundable holding deposit to reserve the property. Note that offers cannot be accepted unless you or your nominated representative have viewed the property. All tenants must undergo and pass our credit and reference checks. 3Make payment, complete the documentation & move in Once the details have been finalised, pay the remaining deposit and rent in advance, sign the lease and other tenancy documentation and move in.

Read full details Property Management Edinburgh

FANTASTIC LETTING AGENCY

Very quick response time to all
matters and straight talking. From a tenant’s prospective
I would highly recommend dealing with this agency.

Martin Moore, Tenant

Property-Management-Edinburgh-Letting-Agents-Quotes

EXCEPTIONAL COMPANY
TO WORK WITH

I had a wonderful experience letting a flat from EML
during the past 2+ years. My letting agent,
Chris, was fantastic. His customer service skills are
unparalleled & I always felt like he had my best interest
at heart. The flat itself was lovely & well taken care of,
but whenever as issue arose, Chris was on it right away.

Corey Williams, Tenant

Property-Management-Edinburgh-Letting-Agents-Quotes
Report maintenance Property Management Edinburgh Letting Agents

EXISTING TENANTS: INFORMATION

Maintenance & repairs

Non-emergency

Report non-emergency (see below for details of what constitutes an emergency) maintenance and repair issues via our maintenance and issue reporting system. A link to the system is provided below. Provide as much information as possible relating to the issue/fault and photos, where appropriate. Also make sure that you include the property address, your name and contact telephone number.

A property manager will contact you to advise what will be done in relation to the issue and, where relevant, provide details of the assigned contractor and estimated timeframe for their visit.

Report maintenance

Emergency

What is an emergency?

An emergency is any situation that could cause harm to you or others and/or could cause damage to the property or other properties if not dealt with immediately. In the event of an emergency relating to your rental property please contact your property manager or the relevant service (see details below) immediately. We are concerned first and foremost for your safely so please do not do anything that could put you or others at risk. Only if it is safe to do so, please take appropriate action to prevent or limit any damage to your property and/or that of the landlord and others.

Emergency situations include, but are not limited to

No heating or hot water if there is a vulnerable person in the property.
Gas or carbon monoxide leak.
Water leak.
Blocked toilet if there is no other toilet in the property. Toilet flush not working is not an emergency – a bucket of water can been poured down the toilet to act as a temporary flush.
Sewage coming up through the drains.
Broken lock, door or window if the property is not secure as a result.

The following situations do not constitute an emergency

No heating or hot water, unless there is a vulnerable person in the property.
Getting locked out, unless a vulnerable person is locked in, an appliance that could cause fire has been left on, or taps have been left on and may cause a bath/sink/similar to overflow.
Toilet flush not working – a bucket of water can been poured down the toilet to act as a temporary flush. A blocked toilet, where there is no other toilet in the property, is considered to be an emergency.
Appliance not working unless there is a leak of gas or fumes or an immediate risk to health and safety.
Shower not working.
Low water pressure.

Useful numbers

Emergency services: 999
Police local: 0845 600 5702 (non emergency)
Gas emergency: 0800 111999 (report a suspected gas or carbon monoxide leak; 24-hour line)
Water supply: 08457 420 420 (services provided by Scottish Water)
Water entering your home from a neighbouring property with no answer from property occupiers:
Dundee Council: 01382 436 260 (24-hour)
Edinburgh Council: 0131 311 3131 (24-hour)
Fife Council: 0845 600 5702 (24-hour)
Glasgow Council: 0141 287 2000 or 0845 270 1558 (24-hour)
West Lothian Council: (24-hour): 01506 280 000
We endeavour to keep these numbers up to date but in the event that they no longer work, please perform an internet search or call a directory enquiries service line for the new number.

Important notes for tenants

If the required repair is a result of tenant negligence or damage you will be required to pay for the full costs of repair.
If a tenant calls a contractor outside of normal working hours for a required repair, and it is not an emergency situation, the tenant will be charged any additional costs incurred for the emergency call out.

Gas and carbon monoxide

If you smell gas or think that you may have a gas leak or a carbon monoxide leak, call the National Grid Gas Emergency Service immediately on 0800 111 999 (24-hour emergency line). If using a mobile or cordless phone, leave the property before making the call.
Open windows and doors to let air in, make sure all gas appliances are turned off and turn the gas off at the mains, if possible. Evacuate the property until it has been confirmed as safe by the National Grid Emergency Service.

Do not turn lights on or off or use other electrical switches or appliances as this could trigger an explosion.
Do not smoke, light a match or any other naked flame.
Do not try to investigate or fix the problem.

You must also report this matter to Extra Mile Letting by email – you do not need to call as the National Grid Emergency team will deal with the initial emergency but Extra Mile letting need to know that this happened and will deal with any required follow up.

Water leak

As soon as you become aware of a water leak:
1. If possible, identify the source of leak.

2. Try to stop the leak:

• If the leak is coming from your home, turn off the water at the mains, and any electrical switches or items nearby. Call your property manager on the mobile number provided at check in. Do not turn the water back on or use any electrical items that may have been affected by the leak until instructed to do so by your property manager or one of our qualified tradespeople.

• If the leak is coming from a neighbouring property, contact the occupier (knock on the door!) and inform them that water is ingressing from their property into your home and ask them to turn their water off at the mains and call a plumber. Report the event to Extra Mile Letting by email.
If the property is vacant or your neighbour is not responding call the Council (see Useful numbers above) and inform them of the situation – the Council’s emergency environmental officers can visit to turn off the water to the property from where the leak is thought to be coming from. Report the event to Extra Mile Letting by email.

• If the leak is coming from the exterior of the property or unknown source, go to step 3.

3. If there is a drip or stream of water, place a bucket/similar vessel beneath the drip/stream to limit any damage and/or spread. Remove any items from the path of the water and if possible and safe do so, clean up any water from the floor, furniture, etc.

4. Contact your property manager immediately on the mobile number provided at check in.

Water supply

If you experience issues with the supply of the water to the property, call Scottish Water on 0845 600 8855.

Electrical fault

Check fuses have not blown or circuit breakers are switched on. Do not attempt or undertake any repairs. If you have any problems with the supply of the electricity coming into the Property, call Scottish Power on 0845 27 27 999.

Please note that it is the tenant’s reasonability to replace light bulbs, batteries for smoke and carbon monoxide alarms and extractor fan filters.

Fire

In the event of a fire evacuate the property immediately, call the emergency services on 999 and ask for the Fire Brigade. Call your property manager on the mobile number provided at check in as soon as you are able to.

Property Management Edinburgh Letting Agents

NEW TENANTS: INFORMATION

How to enquire about a property

Complete the property enquiry form via the Enquire about this property button on the advert for the property that you wish to enquire about, or the Property enquiry button on the Contract us page.

Property enquiries should be submitted via the form, and all questions answered fully as this will allow your enquiry to be dealt with as efficiently as possible. A viewing will not be arranged until the required information in the property enquiry form is received.

If you call to enquire about a property you will be asked by reception to provide details of the property that you are enquiring about, your full name and contact details and a property manager will contact you as soon as possible – only a property manager who knows the property will deal with your enquiry. This may take 24 hours. You will then be required to answer the questions in the property enquiry form before a viewing is arranged.

How to arrange a viewing

When you enquire about a property (see How to enquire about a property) you will be required to complete a set of mandatory questions, including details of your availability for viewings. Once your answers to the property enquiry questions have been reviewed a property manager will contact you to: agree a viewing appointment or to advise you if the property is no longer available or not suitable for your requirements. Property adverts are updated regularly but it is unavoidable that enquires will sometimes be received for properties that are no longer available due to a recent offer.

How to make an offer on a property after a viewing

Offers will only be accepted from prospective tenants who have viewed the property or where someone acting on the prospective tenant’s behalf (e.g. relocation agent) has viewed the property.

Please note that until the short assured tenancy agreement is signed by all parties and required rental and deposit sums received, the let cannot be confirmed.

To make an offer on a property, complete the Extra Mile Letting tenant application form, provide copies of your identification and pay a holding deposit. The completed application from must be returned to Extra Mile Letting at the email address provided in the form. Copies of identification (passport, UK driving licence or similar) for all tenants must be emailed to Extra Mile Letting and all prospective tenants must complete the application form. If you are unable to complete the form electronically you will be asked to provide the required information over the phone and this may delay your application as this can only be completed by a property manager.

A holding deposit must be paid to Extra Mile Letting. The property will continue to be marketed and shown to other prospective tenants until a holding deposit and corresponding application form is received. Once a holding deposit and completed application form is received the property will be placed under offer and no further viewings will be conducted until the application process is complete and it has been confirmed whether the tenancy will proceed.

Where more than one holding deposit is received the property manager will accept the deposit from the prospective tenant(s) who paid first or who is considered most suitable and the other tenant’s holding deposit will be refunded. Cash and/or card payment fees will not be refunded under any circumstances. On receipt of a holding deposit and completed application form the prospective tenant(s) will be required to undergo credit and reference checking. Please refer to Credit and reference checks.

If you decide not to go ahead with the let for any reason other than not meeting our credit and referencing scoring criteria, you will lose your holding deposit (it will not be refunded) and the property will be re-advertised. Cash and/or card payment fees will not be refunded under any circumstances.

Credit and reference checks

On receipt of a holding deposit and completed application form the prospective tenant(s) will be required to undergo credit and reference checking.

Please email your current landlord(s) and employer(s) and let them know that they will be receiving an email from LettingRef or Extra Mile Letting.

Failure to complete the required information for credit and reference checking purposes within 2 working days will result in the application being abandoned and the property will be re-advertised. The holding deposit paid will not be refunded and will be used to cover the costs incurred for agent time and remarketing.

Once the results of the credit and reference checks are available you will be contacted to arrange the next step. In most cases this will be signing the relevant documentation for the let. However, if your credit and referencing score does not meet the required criteria, you will have to arrange a guarantor to proceed with the let. The guarantor will be required to undergo credit and reference checks and to meet the required criteria.

If any prospective tenant cannot be credit checked a guarantor may be required or another month’s rent in advance, this amount is for rental payments and is not a deposit.

If your or your guarantor’s (if applicable) credit and referencing scores do not meet the required criteria your holding deposit will be refunded and the property will be re-advertised.

If you decide not to go ahead with the let for any reason other than not meeting the credit and referencing scoring criteria, you will lose your holding deposit (it will not be refunded) and the property will be re-advertised.

Please note that until the short assured tenancy agreement is signed by all parties and required rental and deposit sums received, the let cannot be confirmed.

Holding deposit

A holding deposit is payable to reserve the property while credit and reference checks are carried out (see Credit and reference checks).

The holding deposit is £300 for properties with a rental amount of up to £999 and £500 for properties with a rental amount of £1000 and over.

If the let goes ahead following credit and reference checking, the holding deposit will be deducted from the sums payable at the start of your tenancy.

If the let does not ho ahead holding deposit (only) will be refunded to your nominated bank account (no cash or cheque refunds) and the property will be re-advertised.

Cash and/or card payment fees will not be refunded under any circumstances.

Signing the relevant documentation and required advance payments

Once credit and reference checks are complete and the results have been confirmed as satisfactory a property manager will meet with you to verify the original of your identification (passport, UK driving licence) and to confirm the move in date and to sign the relevant documentation (including AT5 form, and Short Assured Tenancy Agreement). All tenancies will be for a minimum initial period of 6 months.

You will also be required, at this time, to pay the initial rent and the deposit. The holding deposit (see Holding deposit) will be deducted from the amount payable.

If you are moving in after the 1st of the month and on or before the 24th of the month, you will be required to pay the first month’s rent pro rata. If you’re moving in after the 24th of the month (and before the 1st of the following month) you will be required to pay the first month’s rent pro rata plus the following month’s rent in full.

Moving in

A property manager will provide keys to the property on the start date of the short assured tenancy. You should check the inventory and notify Extra Mile Letting of any discrepancies within working 7 days of receiving the inventory. Remember that you must register with utility companies. Extra Mile Letting will inform the Council of the change of resident for payment of Council Tax. Read through your Extra Mile Letting tenant information pack – this contains vital information relating to your tenancy.

Cancellation

If the let does not go ahead (short assured tenancy agreement not signed) your holding deposit will be refunded to your nominated bank account (no cash or cheque refunds) and the property may be re-advertised.

Cash and/or card payment fees will not be refunded under any circumstances. These charges can be avoided by paying by electronic transfer.

Please note that until the short assured tenancy agreement is signed by all parties and required rental and deposit sums received, the let cannot be confirmed.

Clarification and further information

If you require clarification on any of the information on this website or you require any further information please email your queries to the address provided on the tenant application form.









The content on this site is created and provided in good faith and is intended for general information and interest only.
While Extra Mile Letting takes reasonable efforts to only include accurate information it makes no warranties or representations as to the accuracy or completeness of any information given on this site or that of third party sites for which links have been provided.
Extra Mile Letting assumes no responsibility for any errors or omissions in the content of this site or any third party sites for which links have been provided. This includes, but is not limited to, property particulars.