A tenants guide to renting a property in Edinburgh

Before you start your property search

Before you start booking viewings, it is worth getting clear on what you need from your next home.

Edinburgh has a busy rental market and it is easy to feel under pressure to apply for the first property that looks good. But the right property needs to work for your budget, your lifestyle and your day-to-day routine.

Before searching, ask yourself:

• What is my maximum monthly rent?
• Can I afford bills, Council Tax, broadband and contents insurance on top?
• Which areas of Edinburgh work for my commute, studies or family life?
• Do I need parking, bike storage or good public transport?
• How many bedrooms do I genuinely need?
• Do I need a furnished, part-furnished or unfurnished property?
• Do I have pets, children or other circumstances that need to be included in my application?
• When do I need to move?
• Am I applying alone or with others?
• Do I meet the tenant criteria?

Clan Gordon updates property listings daily, and you can view available rental properties through our Edinburgh rental property search.

Booking and attending a viewing

To book a viewing with Clan Gordon, you can click arrange a viewing on the property details page.

Because Edinburgh rental properties can move quickly, you may be asked some basic questions before confirming your viewing. This helps make sure the property is likely to be suitable and avoids wasting your time.

Clan Gordon requires the applicant, or a nominated representative, to view the property before an offer of tenancy can be accepted.

What to check during a viewing

A good viewing should help you understand whether the property is right for you.

Try to look beyond the furniture and first impression. Ask yourself:

• Does the property feel well maintained?
• Is there enough storage?
• Is the heating system clear?
• Are there signs of damp, leaks or poor ventilation?
• Do windows open and close properly?
• Is the location right for your daily routine?
• Is the property suitable for everyone who would live there?
• Are the furnishings and appliances suitable?
• Does the move-in date work for you?
• Is anything unclear from the advert?

Clan Gordon aims to conduct individual viewings where possible, giving applicants time to ask questions and familiarise themselves with the property.

After your viewing

After your viewing, take a moment to decide whether the property genuinely works for you.

If you like it, you should apply promptly. However, a strong application is not about rushing. It is about giving clear, complete and accurate information so the landlord can make an informed decision.

Before applying, check:

• Can you move close to the advertised available date?
• Does the rent work with your monthly budget?
• Do you meet the affordability criteria?
• Do you need a guarantor?
• Is the location right for work, study, family life or transport?
• Are all adults who would live at the property ready to provide their details?
• Have you included any children, pets or other relevant circumstances?

Clan Gordon does not operate on a first-come-first-served basis. All vetted applications are put forward to the landlord. Most properties attract several applications, so it is important to provide as much information as possible.

Applying for a property

If you would like to apply after viewing, your Lettings Negotiator will explain the process and provide the relevant application details.

You can also apply using Clan Gordon’s online application form.

Your application should usually include:

• Full names of all adult applicants.
• Employment details, including employer, job title and salary.
• Study details, if relevant.
• Details of any children who would live at the property.
• Details of any pets.
• Your preferred move-in date.
• Your preferred length of tenancy.
• Guarantor information, if required.
• Any useful information that helps the landlord understand your application.

What makes a strong application?

A strong application makes it easy for the landlord to understand who would be living in the property, whether the rent is affordable and whether your move-in date works.

To give your application the best chance:

• Apply promptly after your viewing.
• Complete every section of the application form.
• Be accurate with salary, employment and study details.
• Include everyone who would live in the property.
• Explain your preferred move-in date clearly.
• Be upfront about pets or special circumstances.
• Have guarantor details ready if you may need one.
• Make sure referees know they may be contacted.

No need to write your life story. A clear, complete application beats a dramatic essay every time.

Clan Gordon’s tenant criteria

To become a Clan Gordon tenant, applicants usually need to meet certain criteria.

Clan Gordon currently asks tenants to have an income of 30 times the monthly rent, or a UK-based guarantor. For example, if the rent is £1,000 per month, the combined annual salary must exceed £30,000.

As a guide:

• Employed applicants usually need to meet the affordability criteria.
• Self-employed applicants usually need three years’ accounts or a letter from an accountant confirming income.
• Students usually need to be second year or above and have a UK-based guarantor.
• Non-UK residents need proof of their right to work in the UK, such as a passport, visa or job contract. In some cases, upfront rent may be required.

Every situation is different. If you are unsure whether you meet the criteria, contact the Clan Gordon team before applying.

Referencing and guarantors

If the landlord approves your application, you will move to referencing.

Clan Gordon reference checks all adult tenants before they move into a property. The checks are carried out by a third-party company and each tenant and guarantor is sent a link to complete online. Referencing checks include a credit check, bank validation check, financial sanctions check, current landlord reference, employment check and affordability calculation.

You can read more in our full tenant guide to referencing.

How to help referencing go smoothly

Referencing usually feels slow because you are waiting for an answer about your next home. In most cases, delays happen because someone has not completed a form, a referee has not replied or information is missing.

You can help by:

• Completing the referencing form as soon as you receive it.
• Checking all details are accurate before submitting.
• Letting your employer or HR team know they may receive a request.
• Letting your current landlord know they may be contacted.
• Having proof of identity ready.
• Having proof of address ready.
• Having employment or income evidence ready.
• Making sure your guarantor is ready, if needed.

Always be honest about adverse credit. A poor credit history does not automatically mean your application will be declined but trying to hide it can create problems later.

What is a guarantor?

A guarantor is someone who agrees to cover the rent if it is not paid. A guarantor may be needed if you do not meet the affordability criteria, have limited UK address history, are a student, are self-employed without enough financial history, or have another referencing issue.

A guarantor usually needs to live in the UK, pass reference checks, provide proof of identity, provide proof of address and sign a guarantor agreement.

Before you move in

Once your application and referencing are complete, there are several important steps before moving day.

Deposit

Clan Gordon usually requires a minimum deposit of one month’s rent plus £200. This can vary in certain circumstances, but the deposit amount will always be stated clearly on the property advert.

In Scotland, most landlords and letting agents can charge a tenancy deposit of up to two months’ rent. In most cases, the deposit must be protected in one of the approved tenancy deposit schemes.

Your deposit must normally be protected within 30 working days of the tenancy starting.

At Clan Gordon, deposits are lodged with SafeDeposits Scotland, an approved Tenancy Deposit Scheme provider. Clan Gordon’s moving-in guide confirms deposits are lodged with SafeDeposits Scotland and the required paperwork is sent to tenants within 30 working days.

Useful deposit links:

Tenancy agreement

All new Clan Gordon tenancies are set up as Private Residential Tenancies.

Private Residential Tenancies were introduced on the 1st of December 2017 and replaced assured and short assured tenancy agreements for almost all new private tenancies in Scotland.

Clan Gordon uses an adapted version of the Scottish Government’s Private Residential Tenancy model agreement, and tenants are sent documents electronically to review and sign.

Before signing, check:

• The rent amount.
• The tenancy start date.
• The deposit amount.
• Who is named as tenant.
• What is included with the property.
• Any agreed pet arrangements.
• Rent payment instructions.
• Maintenance reporting instructions.
• Your responsibilities as a tenant.

Useful links:

Documents you should receive

Before you move into a private tenancy in Scotland, your landlord must provide certain documents, including a gas safety certificate if there are gas appliances, an Electrical Safety Inspection Report, a PAT Testing report for any electrical appliances provided, an Energy Performance Certificate and evidence that reasonable steps have been taken to assess the risk of legionella.

What to get before you move into a private tenancy

Inventory

Before you move in, Clan Gordon arranges a photographic inventory to record the condition of the property.

This protects both you and the landlord. It creates a clear record of the walls, floors, fixtures, fittings, furniture, appliances and general condition at the start of the tenancy. Clan Gordon confirms a photographic inventory is organised before move-in to record every aspect of the condition of the property.

When you receive your inventory:

• Read it carefully.
• Check every room.
• Review the photographs.
• Note anything missing or inaccurate.
• Take your own photographs if needed.
• Report any discrepancies quickly.
• Keep a copy for your records.

Clan Gordon’s deposit advice also recommends signing and returning your inventory to help protect your deposit at the end of the tenancy.

Tenancy deposits: Five top tips for tenants

Moving day

Moving day is busy. There are boxes everywhere, someone has lost the kettle and nobody can remember which bag contains the phone charger.

Clan Gordon aims to make the practical side easier.

Where possible, Clan Gordon meets tenants at the property on moving day, settles them in, explains how everything works, takes meter readings and switches utilities into the tenant’s name.

You can read more in our tenant’s guide to moving in.

What to check on moving day

Make sure you know:

• How to use the heating.
• Where the boiler is.
• Where the stopcock is.
• Where the fuse box is.
• Where the meters are.
• How to report maintenance.
• What to do in an emergency.
• Where bins and recycling are stored.
• Which utility providers supply the property.

Utilities and Council Tax

Clan Gordon takes gas and electricity meter readings at the beginning of the tenancy and contacts the utility provider with your details. As the tenant, it is your responsibility to contact utility providers to set up payment plans and to contact the local council to set up your Council Tax account.

Useful links:

Contents insurance

Your landlord will have insurance for the building and any belongings that belong to them.

You are responsible for arranging contents insurance for your own possessions. Clan Gordon’s tenant guide also notes that tenants may want cover for accidental damage to the landlord’s property.

Think about cover for laptops, phones, bikes, jewellery, furniture you own, clothes, personal possessions away from home and accidental damage.

Living in the property

Once you have moved in, the property is your home. You should feel comfortable, settled and able to enjoy living there.

At the same time, every tenancy comes with practical responsibilities. Looking after the property properly helps prevent avoidable damage, keeps the tenancy running smoothly and makes moving out much easier when the time comes.

Paying rent on time

Rent should be paid on the agreed date each month. It is usually best to set up a standing order so the payment happens automatically.

If you think a rent payment may be late, contact the Clan Gordon team as early as possible. It is always better to raise an issue before it becomes a bigger problem.

Keeping the property clean and well ventilated

Tenants are responsible for keeping the property clean, tidy and properly ventilated during the tenancy.

This includes:

• Regular cleaning.
• Keeping kitchens and bathrooms hygienic.
• Wiping away condensation.
• Using extractor fans where provided.
• Opening windows when needed.
• Avoiding blocked vents.
• Heating the property sensibly during colder months.

Good ventilation is especially important in Edinburgh properties, where condensation can build up quickly during winter.

Clan Gordon’s guidance on condensation recommends keeping window vents open, opening windows when at home, using extractor fans, leaving gaps between furniture and outside walls and wiping down windows and sills each morning.

Preventing avoidable damage

Normal day-to-day use is expected. Accidents happen. But tenants should take reasonable care to avoid preventable damage.

This includes taking care with flooring, furniture, worktops, appliances, bathroom seals and grout, walls and paintwork, doors, locks and handles and shared areas.

If accidental damage does happen, report it quickly rather than waiting until the end of the tenancy.

Making small household checks

Some simple tasks usually sit with the tenant during the tenancy.

These may include:

• Replacing lightbulbs.
• Keeping plugholes clear.
• Resetting trip switches where safe.
• Checking boiler pressure if guidance has been provided.
• Knowing where the stopcock is.
• Keeping outdoor areas tidy where this forms part of the tenancy.

Some non-emergency issues can often be checked by tenants first, including heating settings, boiler pressure, radiator issues, fuse box trips and replacement lightbulbs.

Tenant information: common maintenance issues

Asking permission before making changes

Please do not make changes to the property without written permission.

This includes painting walls, putting up shelves, changing locks, removing furniture, installing fixtures, mounting TVs and keeping a pet if this has not already been agreed.

Even small changes can cause issues at the end of a tenancy if they have not been approved in advance.

Being considerate to neighbours

Many Edinburgh rental properties are in shared buildings, tenements or developments where neighbours live close by.

Please be mindful of noise, late-night visitors, communal bins, bikes or belongings in shared spaces, the rules on smoking and pets.

Reporting maintenance

If something needs repairing, report it as soon as possible.

Clan Gordon asks tenants to report maintenance through the FixFlo Maintenance Reporting App, including a full description and photographs where possible. This helps the team appoint the best contractor.

What to include in a maintenance report

• Your name.
• Property address.
• Room affected.
• Clear description of the problem.
• When it started.
• Whether it is getting worse.
• Photographs or video where useful.
• Whether there is ongoing damage.
• Any access restrictions.
• Whether you have tried any simple checks

Why reporting early matters

Small problems can become expensive problems if ignored.

A slow leak, loose sealant, cracked tile, faulty extractor fan or recurring boiler pressure issue may not feel urgent at first but early reporting helps protect the property and avoid unnecessary damage.

Failure to report a maintenance issue or repair which then deteriorates and causes further damage may result in all or part of the deposit being withheld.

Examples of non-emergencies

These can be frustrating, but they are not usually out-of-hours emergencies:

• One lightbulb has gone.
• A non-essential appliance has stopped working.
• You are locked out because you lost your keys.
• A minor drip can be safely contained.
• A radiator needs bleeding.
• Boiler pressure needs topped up once.

Damp, mould and condensation

Condensation is common in Edinburgh properties, especially during colder months. It happens when warm, moist air meets cold surfaces such as windows or external walls.

That does not mean it should be ignored.

To reduce condensation:

• Open windows briefly each day.
• Use extractor fans when cooking or showering.
• Keep internal doors closed when cooking or bathing.
• Wipe condensation from windows and sills.
• Keep low background heating during cold weather.
• Leave gaps between furniture and external walls.
• Avoid drying clothes on radiators.
• Report persistent damp or mould quickly.

Contact the property manager if you notice persistent damp or mould despite preventative measures, leaking pipes, broken gutters, draughty windows or faulty heating.

From October 6 2026, private and social landlords in Scotland will be required to investigate damp and mould reports within set timescales, including investigating reports within 10 working days and producing a written summary within three working days.

Property inspections

Clan Gordon inspects properties within the first eight weeks of a tenancy, followed by ongoing six-monthly visits.

Inspections help identify issues that may escalate if left until the end of the tenancy, such as signs of damp, cracked grout, deteriorating sealant and window issues. Tenants are given notice before an inspection takes place.

Inspections are not there to catch you out. They are there to keep the property safe, well maintained and comfortable.

Before an inspection:

• Report any maintenance issues you want checked.
• Make sure access is available.
• Note anything you are unsure about.
• Point out issues that may not be obvious.

Giving a private landlord access for repairs and inspections

Garden maintenance and shared areas

If your property includes a private garden, you are usually responsible for maintaining it to a reasonable seasonal standard. If there is a shared garden, responsibility may be shared with other residents, and this may include paying toward a regular gardener.

In shared buildings, please also be considerate in stairwells, closes and communal areas.

This means:

• Keeping communal spaces clear.
• Not leaving rubbish in stairwells.
• Using bins correctly.
• Avoiding noise late at night.
• Reporting hazards in shared areas.

City of Edinburgh Council: bin collection days

Rent and rent increases

If you have a Private Residential Tenancy, your landlord can only increase your rent once in a 12-month period and must give you at least three months’ written notice of the increase.

If you do not accept a rent increase, you may be able to ask Rent Service Scotland to check it. Rent Service Scotland must receive the application within 21 days of the tenant receiving the rent increase notice.

A rent officer will assess open market rent based on similar properties in the area, and the amount they set can be higher or lower than the landlord’s proposed increase.

Useful links:

If you rent an HMO property

An HMO, or House in Multiple Occupation, usually applies where a property is rented to three or more tenants who are not related or part of the same family. In Scotland, an HMO licence is required where a property is rented to three or more unrelated tenants, and operating an HMO without the required licence is a criminal offence.

Edinburgh Council provides local HMO licence information, including application forms and guidance.

If you are renting a shared property, ask:

• Does the property need an HMO licence?
• Is the licence current?
• What fire safety equipment is provided?
• Who is responsible for communal cleaning?
• How are shared bills handled?
• What happens if one tenant wants to leave?

Before you move out

If you have a Private Residential Tenancy, you can give notice at any time. Your notice must be in writing and must state that you want to end the tenancy and the date your tenancy will end. You must usually give at least 28 days’ notice, and if sending notice by email or letter, you should allow two extra days for it to be received.

Before moving out, you should:

• Read your inventory.
• Report any outstanding maintenance.
• Repair or replace anything you have damaged, with permission where needed.
• Remove all belongings.
• Clean the property to the standard recorded at move-in.
• Keep receipts for professional cleaning where relevant.
• Return all keys.
• Provide forwarding details.
• Take final meter readings.
• Close or transfer utility and Council Tax accounts.

Ending your tenancy as a private tenant

Getting your deposit back

At the end of the tenancy, your deposit is returned through the tenancy deposit scheme.

Deductions may be proposed for issues such as:

• Cleaning.
• Damage beyond fair wear and tear.
• Missing items.
• Unpaid rent.
• Items left behind.
• Garden maintenance, where applicable.

Tenants cannot be charged for fair wear and tear, which is the expected deterioration of a property’s décor, fixtures and fittings due to normal use during the tenancy. Tenants are responsible for damage.

If deductions are proposed, the deposit scheme will contact the tenant and ask whether they agree. The tenant has 30 working days to confirm whether they agree or not. If there are no deductions, the scheme returns the deposit in full.

Useful links:

Your rights when renting through a letting agent

Letting agents in Scotland must follow the Letting Agent Code of Practice. This sets out standards they must meet when dealing with both landlords and tenants.

Clan Gordon’s letting agent registration number is LARN1806018.

Useful links: