Information and document checklist
For all housing licences, the proposed licence holder/s and manager/s must obtain a 'fit and proper person' certificate, before a licence can be issued to them.
To obtain this, the licence holder and any separate manager will each need to complete an online fit and proper person declaration confirming that they have not committed offences that would make them unsuitable persons to manage the property being licensed. If they are deemed to be a 'fit and proper' person, they will automatically be issued with a certificate and reference number, which they will need to provide in their licence application form when prompted. Once granted, Fit and Proper Person certificates can be used for multiple licences for as many times as you wish, but must be renewed after 5 years.
In some instances, we may not be able to issue a certificate immediately. In those cases, we will contact the person in question directly in order to discuss and assess their application further. Where extended Fit and Proper Person assessments need to take place, they will be handled confidentially and in accordance with the Council's Data Protection provisions.
Regulation 7 Form
When applying for an HMO or Selective licence under the Housing Act 2004, you must notify all persons having an interest in the property that you are making the application. We'll send you a form (known as a 'Regulation 7 form') by email after you submit your application, which you will then need to send to each relevant person. However, you can also download a blank Regulation 7 form.
If you named any other people in your application such as joint licence holders, managers or persons to be bound by the conditions, they will need to sign and return a declaration to confirm that they have seen a copy of the licence application, and that the information it contains is correct to the best of their knowledge.
We'll send copies of the declaration form to you by email, after you submit your application. However, you can also download a blank declaration form.
When you complete your online licence application, we will let you know which other documents you need to provide, and when (please note that some documents only relate to HMOs and won't be required if you're renting a single dwelling). You can either:
- attach documents to your online application prior to submission, or
- provide documents after you have submitted your online application. We'll let you know how to do this after you submit your application
Examples of some of the documents you may need to provide are as follows:
- Gas Safety Certificate dated within the last 12 months, which covers all gas appliances in the property. This must be produced by a Gas Safe registered engineer
- Electrical Installation Condition Report (EICR) dated within the last 5 years, and carried out by a competent person stating that installation is "satisfactory"
- Portable Appliance Test (PAT) report for any portable appliances that you provide. PAT testing should be carried out periodically by a competent person to ensure that all appliances are safe to use
- Energy Performance Certificate (EPC) which should give a property an energy efficiency rating and is valid for 10 years. From 1 April this must comply with the minimum energy efficiency standards (MEES) unless your property is on the exemption register. You should also provide prospective tenants with a copy of the EPC
- Written Tenancy Agreement/written terms of tenancy or other contract or licence between the landlord and tenant (depending on accommodation type)
- Test and maintenance certificates for fire alarm and emergency lighting system
- Signed Code of Conduct (where applicable)
Information you will need to complete the application form
You will need to provide the following information:
- Applicant details: the person completing the form
- Licence Holder/s details: the person who will be named as the licence holder (normally the person having control of the property)
- Manager/s details: if a managing agent or individual is employed to manage the property who is not the proposed licence holder, you'll need to provide their name and contact details
- Any other Persons to be bound by the conditions: it may be appropriate for other persons to share the liability for complying with the terms and conditions of the licence, in addition to the named licence holder. These persons may include joint owners and managers
- Details of any other persons having an interest in the property: when issuing any housing or HMO licence, the Council are required to issue copies to all persons holding an interest in the property, in addition to those persons already named on the licence. This would include joint freeholders, leaseholders and mortgage lenders
- Property information: we will ask for information about the current condition and facilities in the property, including gas supplies and appliances, electricity supply and installation, fire precautions and means of escape, carbon monoxide detection, safety of soft furnishings and electrical appliances and energy efficiency measures
- Property amenities and occupancy: if the property is an HMO, you'll also need to provide information about how it's occupied, and which facilities (kitchens, bathrooms and toilets) are provided for shared or exclusive use. We'll use this information to determine whether there are enough facilities for the number of persons occupying the property
- Tenancy and property management: we will ask for details on how the property is managed and maintained, e.g. testing of fire alarm and emergency lighting systems, tenancy management, and any arrangements you have in place to deal with repairs and emergencies
Furniture and Furnishings
If you provide furniture or furnishings as part of your letting you will need to provide a signed declaration as part of licensing conditions that these comply with the Furniture and Furnishing (Fire) (Safety) Regulations 1988 (amended). These regulations are enforced by Trading Standards, who can give you further advice.
The following guide explains what is covered by these regulations:
The conditions attached to the license will also require the landlord/lady to put in place a written tenancy agreement. We suggest that the National Landlords Association specimen agreement is a good example of a tenancy agreement.
Don't forget you have a legal obligation to check that your tenants have a right to remain in this country. Further information can be found at-https://www.gov.uk/government/publications/right-to-rent-landlords-code-of-practice
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