Your complete guide to
a Clan Gordon tenancy

97% of tenants trust our
property management

93% of tenants would
recommend us to a friend

97% of tenants are satisfied
with our customer service

Your complete guide to renting in Edinburgh with Clan Gordon

97% of tenants trust our
property management

93% of tenants would
recommend us to a friend

97% of tenants are satisfied
with our customer service

Comprehensive Guide for Tenants

When you’re renting there’s a lot to think about – from choosing your property, moving in and then maintaining your home. Our professional, experienced team will help you, every step of the way. We’ve gathered everything you need to know in this online guide – so you understand your responsibilities and your tenancy with Clan Gordon is as simple and stress-free as possible. If you cannot find your query answered below please contact us on tenant@clangordon.co.uk or 0131 555 4444 with any questions.

Becoming a tenant

Below you’ll find everything you need to know about becoming a tenant with Clan Gordon.

Our property listings are updated daily, but if you can’t find what you’re looking for, get in touch with our team and we’ll advise on properties coming to the market shortly. Information for Existing Tenants is available further down and includes repairs, maintenance and what to do in an emergency. You can also find further information, ideas and guidance in our tenant's blog.

Search for a property

We have a wide range of properties to suit all needs, which we update daily. We only take on landlords who are committed to high standards so we know every property will be well maintained before we advertise it on the lettings market. Think about your needs when searching for your next home – what do you need to be close to and what does your budget look like? Use our search function to find your next home with landlords you can be sure really care.

 

Arrange a viewing

To book a viewing you can:

  • Click ‘Arrange a Viewing’ on the property details page and fill in your details. A member of our team will arrange a convenient date and time.
  • Or call our office on 0131 555 4444, (open 9 am – 5 pm Monday to Friday).

Things move fast in the Edinburgh lettings market so, before booking your viewing, we’ll ask some basic questions to ensure you are in a position to rent the property because we don’t want to waste your time.

Properties must be viewed by the applicant (or nominated representative) before we can accept an offer of tenancy. Check the tenancy criteria here.

Tenant criteria

To become a Clan Gordon tenant we ask that you meet the criteria below:

  • Have a combined annual salary of 30 x the monthly rent or have a UK based guarantor. For example, if the rent is £1,000pcm, your combined salary must exceed £30,000pa.
  • If you’re self-employed, you’ll need 3 years’ worth of accounts, or a letter from an accountant to confirm your income.
  • If you’re a student, you’ll be a second-year or above and have a UK based guarantor.
  • If you’re a non-UK resident, you’ll have proof of your right to work in the UK (passport/ VISA/ job contract). You may also be required to pay a proportion of your rent upfront.

We understand that every tenant and situation is unique, so please get in touch if you are unsure if you meet the criteria or if you would like more information.

Apply for a property

We don’t operate on a first-come-first-served basis; all vetted applications are put forward to the landlord. Most properties attract several applications from prospective tenants, so it is important to provide as much information as possible to ensure you stand out. Please include full details of everyone who would be living in the property, including children.

To apply for a property, you must complete the online form. Your Lettings Negotiator will also give you full details of how to apply at your viewing. 

When your application has been approved by the landlord, we require a part deposit payment before beginning referencing checks.

Reference checks

All adult tenants are reference checked before moving into a property. The reference checks are carried out by a third-party company; each tenant and guarantor is sent a link to complete online. Referencing checks assess the following:

  • Credit check
  • Bank validation check
  • Financial sanctions check
  • Current landlord reference
  • Employment check
  • Affordability calculation

Read our tenant guide to referencing.

Signing your lease

All of our tenancies are set up as Private Residential Tenancies.

We'll send a copy of all documents by email for tenants to review and sign electronically.

Inventory

We’ll organise for a photographic inventory to be carried out before you move in to record every aspect of the condition of your new home so you can rest assured we’re looking out for your best interests.

Moving day

There's nothing worse than moving in and not knowing how to use the heating. We’ll meet you at the property on moving day, settle you in, explain how everything works, take meter readings and even switch utilities into your name so you can rest assured everything’s taken care of.

Existing Tenants

We work with you to ensure your property is well managed. Please report any maintenance issues so we can rectify them for you quickly. We want you to have the best experience possible as a Clan Gordon tenant and have gathered everything you need to know to ensure your tenancy is stress-free. You can also find further information, ideas and guidance in our tenants blog.

 

Reporting A Maintenance Issue

If you encounter a maintenance issue, please let us know immediately using our Maintenance Reporting App. Include a full description of the issue and photographs (if possible), this will help us appoint the best contractor.

We will keep you updated on progress and will let you know when contractors will be attending. You will always be given notice of a contractor visit, except in an emergency situation where there is ongoing damage to the property.

Failure to report a maintenance issue or repair, which then deteriorates causing further damage to the property, may result in withholding all or part of your deposit.

Emergency maintenance

What is an emergency?

When it comes to your rental property, an emergency situation is one where ongoing damage is being caused to the property or neighbouring properties, or there is a risk of injury to you or others.

As a Clan Gordon tenant, you benefit from having emergency contacts available to help outside of office hours. Phone our office number if you are experiencing an emergency. If our office is closed – listen to the recorded message for the emergency contact numbers.

You will be charged for the cost of the emergency call-out fee if you arrange an emergency contractor visit and your issue is found not to be an emergency.

If you smell gas

Do not turn any electrical switches off or on if you smell gas in your property. The first step is to turn off the gas supply at the emergency control valve, which you will find next to the gas meter. Evacuate the property immediately and phone the National Gas Emergency Service on 0800 111 999.

 

If there is a leak

If you become aware of a leak in your property, immediately turn off the water using the stopcock. Turn the stopcock in an anti-clockwise direction to switch off. If possible, use a bucket to collect the water.

If the leak is isolated – if it is coming from the dishwasher or toilet, for example – you can use the isolator valve to limit water to that part of the system. There is an isolator valve behind most appliances, which can be turned 90 degrees anti-clockwise to switch off the water supply to the appliance.

If there is a leak from the roof

A leak from the roof can be a common issue in Edinburgh tenements, especially during storms; the action to be taken depends on the volume of water coming in. A trickle of water can wait until our office opens, use a bucket to collect the water and protect flooring. Phone our emergency number if there is a significant amount of water.

If there is a leak from a neighbouring property

You may notice a leak coming from an adjoining property with, for example, the appearance of a wet patch on the ceiling. Contact the occupier of the property and ask them to turn their water off before any further damage is done. If you are unable to contact your neighbour phone City of Edinburgh Council. The emergency number is 0131 200 2000.

If you have no water in the building

If you have no water coming into your property, it is likely to be an issue affecting the whole building and the surrounding area. Call Scottish Water on 0845 600 8855 for advice.

If there is a fire

Evacuate the property and phone 999 immediately.

During your tenancy

Please read through this information for guidelines on maintenance and other issues that may arise during your tenancy. Let us know if you have any questions or if there is anything that we can help with.

Report a maintenance issue

If you encounter a maintenance issue, please let us know immediately by emailing tenant@clangordon.co.uk. Include a full description of the issue and photographs (if possible). This will help us appoint the best contractor. Alternatively, you can contact our Property Management team on 0131 555 4444 during office hours (9am - 5pm Monday - Thursday & 9am to 4pm Friday).

We will keep you updated on progress and let you know when contractors will be attending. You will always be given notice of a contractor visit, except in an emergency situation where there is ongoing damage to the property.

Failure to report a maintenance issue or repair, which then deteriorates causing further damage to the property, may result in withholding all or part of your deposit. 

Utilities and Council Tax

We will take meter readings (gas and electricity) at the beginning of your tenancy. We will contact the utility provider with the meter readings and your contact details to change the existing accounts into your name.

As a tenant, it is your responsibility to contact the utility providers (we will give you the details) to set up payment plans for your accounts. You must also contact the local council to set up an account and payment plan.

Insurance

It is your responsibility to arrange for contents insurance to cover your own possessions; policies providing cover for accidental damage to your landlords' property are also available.
Your landlord will have cover already in place for the building and any contents belonging to them.

Garden Maintenance

If your property includes a private garden, it is your responsibility to maintain it to a reasonable, seasonal standard. Your landlord will provide tools to allow you to do so.

For a shared garden, you will have shared responsibility with the other residents for garden maintenance. This may include paying a share towards a regular gardener. We will do our best to let you know if this is the case when you view the property.

Property Inspections

Your property will be inspected by our Property Management team within the first 8 weeks of your tenancy, followed by ongoing 6-monthly visits. Inspections are an opportunity for us to check for any issues that may escalate and cause damage to the property if they are left until the end of your tenancy, such as:
• Signs of damp
• Cracked grout and tiles
• Deterioration of sealant
• Deterioration of windows
You will be given notice of when an inspection will be taking place. Please let us know if you have any specific maintenance issues that you would like us to look at while we are there.

Utilities and Council Tax

Although we ask all of our landlords and previous tenants to set up a mail redirection, occasionally some items can be missed. We would be grateful if you can forward any mail for your landlord to our office, but please let us know if you are receiving significant amounts.

Under the terms of your tenancy agreement, you have an obligation to forward us any formal notices that arrive at the property.

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