Tenant references

The Licence Holder must obtain references for prospective tenants. The council may request copies of those references.   

It's understood that in certain situations it may not be possible to obtain a reference. For example, where it's a first tenancy or newcomer to the United Kingdom.

In these situations, you may be asked to provide evidence provide evidence that you have explained, and that the tenant understands the implications of them not adhering to tenancy conditions. 

In addition, the Government’s requirements on right to rent must be followed.

Tenancy management

The Licence Holder must give occupiers a written statement of the terms on which they occupy the House, a tenancy agreement.

The tenancy agreement should provide:

  • details of how deposits will be held and terms of return
  • an inventory of contents and conditions at the start of the tenancy
  • details of rent and dates due, rent payment methods, and how and when rent may be increased
  • details of the means of contact for reporting repairs and any emergency issues
  • conditions placed on the tenant so that the house is not used for any antisocial purposes

View a model agreement for a shorthold assured tenancy, for use in the private rented sector, where such an agreement is being entered into, and accompanying guidance.

The Licence Holder must make a copy of the tenancy agreement available before the house is let so that tenants can read it before being asked to sign. This also gives tenants an opportunity to get independent advice before signing.

A copy of the licence and name, address and telephone number (including an emergency contact number) of the Licence Holder or manager must be made available to all tenants.

Copies of the tenancy agreement must be provided for inspection within 28 days of demand by the council. 

Utility supplies

The Licence Holder must not unreasonably cause a supply of gas, electricity or water to be interrupted at the house.

The Licence Holder must ensure that the tenant can access and obtain readings of all utility meters (gas, electricity or water) for the house at reasonable times throughout the tenancy. This includes a final reading at the close of tenancy.

The Licence Holder must supply to the tenant a written document, when the tenancy is signed, describing the locations of utility meters and access arrangements.

Gas and carbon monoxide detection

Gas

If gas is supplied to the House, the Licence Holder must arrange for an annual gas safety check, carried out by a Gas Safe registered engineer.

A copy of the current gas safety certificate must be provided to the council at the time of the licence application and annually thereafter.

For annual copies of certificates then they must be provided within 7 days of demand by the council.

The safety of all gas installations and appliances must be maintained.

Carbon monoxide

The Licence Holder must ensure a carbon monoxide alarm is installed in any room in the House which is used wholly or partly as living accommodation and contains a fixed combustion appliance other than a gas cooker.

A room includes halls, landings, bathrooms or lavatories.

If not feasible to install alarms inside bathrooms or lavatories then fit within close distance to those rooms.

The Licence Holder must ensure that any carbon monoxide alarm installed in any room in the House is kept in proper working order.

The Licence Holder must supply within 28 days of demand by the council, a declaration by themselves as to the condition and positioning of any such carbon monoxide alarm or alarms.

Fire safety

The Licence Holder must ensure that smoke alarms are installed on each storey of the House, where there's a room used wholly or partly as living accommodation.

A bathroom or lavatory is to be treated as living accommodation.

The alarms must be kept in proper working order and a declaration as to their condition and position must be provided to the council, on demand, within 28 days.  

Compliance with this licence condition does not mean the house is subsequently free of any hazard of fire under HHSRS. Further action may have to be taken by the Licence Holder to mitigate this hazard.   

Electrical installations and portable appliances

The Licence Holder must ensure that electrical installations in the House are in proper working order and safe for continued use.

Within 7 days of demand by the council, the Licence Holder must supply a declaration on the safety of electrical installations at the house.

The fixed electrical wiring and installations must be certified as safe by an electrician qualified to complete the test at least every 5 years, unless otherwise indicated on a previous inspection to be sooner, and must be in a ‘satisfactory’ condition.

The Licence Holder must provide a valid Electrical Installation Condition Report (EICR) based on the current BS 7671 within 3 months from the date of licence issue.

An electrician is deemed qualified if they are registered with the:

  • Electrical Contractors Association (ECA)
  • National Inspection Council for Electrical Installation Contracting (NICEIC)
  • National Association of Professional Inspectors and Testers (NAPIT)

The council may accept EICRs from other qualified electricians, provided their competence is proven.

The Licence Holder must also ensure that portable electrical appliances made available in the house, as part of the property tenancy, are in a safe condition.

Within 7 days of demand by the council, the Licence Holder must supply a declaration on the safety of portable electrical appliances made available at the house.

Furniture and furnishings safety

The Licence Holder must ensure that furniture and furnishings made available at the house:

  • are in a safe condition
  • comply with current fire safety legislation

This includes all upholstered furniture, covers and fillings of cushions and pillows.

A declaration as to their safety should be made at the time of the licence application.

In addition, a declaration must be provided within 28 days of demand by the council.

Energy efficiency

Energy Performance Certificates (EPC) give information on how to keep a property more energy efficient and reduce carbon dioxide emissions.

The Licence Holder shall ensure the House has a valid EPC. A copy must also be supplied to the tenant or tenants.

In addition, the Licence Holder must supply a copy of the EPC within 28 days of demand by the council.

For guidance on a valid EPC refer to Energy Performance Certificates, Domestic private rented property: minimum energy efficiency standard – landlord guidance.

Property management

The Licence Holder must take all reasonable steps to:

  • respond to repair issues at the house
  • complete repairs within reasonable periods of time

Specifically, the Licence Holder must do the following.

Keep the inside and the outside of the house in a good state of repair.

Ensure the house exterior including boundary walls, fences, and gates is free from graffiti.  

Ensure gardens, yards and any external areas in the house boundary are kept reasonably clean and tidy, and free from rodent infestation.

Protect and secure the house within 24 hours of notification by completing necessary emergency work such as damage to windows or entrance doors.

Property inspections

The Licence Holder must ensure inspections of the house are completed no less than every 6 months.

Inspections should identify any issues on how the house is managed or its condition.

Records of such inspections must be kept for the duration of this licence.   

In addition, records must show:

  • who completed inspections
  • the date of inspection
  • issues found
  • action taken

Copies of records must be provided within 28 days of demand by the council. 

Waste and recycling

The Licence Holder must provide new tenants with the information below on waste and recycling:

  • collection days for refuse and recycling bins from the house
  • details on what tenants can and cannot recycle
  • how tenants can dispose of bulky waste and avoid penalties for any fly-tipping

The Licence Holder must ensure suitable provision is made available at the start of a tenancy for storage of refuse produced at the house and recyling.

End of tenancy

The Licence Holder must ensure any rubbish or unwanted household items at the end of each tenancy are not left behind.

All items should be removed and disposed of appropriately before the next tenancy starts. This includes any items left:

  • in front or back gardens or yards
  • on the pavement in front of the house

Notification of changes

The Licence Holder must inform the council directly, by email or in writing, on any matter below within 28 days of occurrence:

  • any change in ownership or management of the house
  • any change in address, email or telephone number of the Licence Holder or their managing agent
  • any change to their own or their managing agent’s circumstances which could affect the fit and proper person status of them or that agent

The Licence Holder must notify the council directly, by email or in writing, of any proposed changes in the construction, layout, fire precautions or amenities at the house. Especially, if this will affect the licence or licence conditions.

Notification should be made at least 28 days before starting work.

The address of the Licence Holder given on their application form, or a subsequent address provided by them, will be used for the service of any letter, notice or other documents between the council and them.

Licence limitations

Transfer of licences

Licences cannot be transferred to:

  • another person
  • another organisation
  • a new or different property address

Companies registered on Companies House

If the Licence Holder is a registered company and is dissolved whilst the licence is in force, the licence then ceases to be in force upon that date of dissolution.

Planning permission

The licence does not grant any planning approvals, consents or permissions, retrospectively or otherwise for the House, under the Town and Country Planning Act 1990 or any related legislation. 

Building Control

The licence does not grant any Building Control (Development Control) approvals, consents or permissions, retrospectively or otherwise for the house.

General

The Licence Holder must not prevent council officers in carrying out their statutory duties. This includes inspecting, surveying and investigating the house to ensure compliance with licence conditions.

The Licence Holder shall ensure that if any alteration or construction works are in progress:

  • works are completed at the house in such a manner as to ensure the safety of all persons occupying or visiting the property
  • compliance with health and safety legislation is met

The Licence Holder shall ensure that on completion of any works, the house is left:

  • in a clean and tidy condition
  • free from builders' debris

Information and further advice

Selective Licensing

For help and advice:

Noise and anti-social behaviour

For help and advice on noise nuisance:

Advice and guidance on anti-social behaviour is available from the Community Safety Team. You can:

Tenancy issues

For help and advice on any tenancy issue:

Domestic furnishings and fire

For help and advice on domestic furnishings and fire, send an email to trading.standards@brighton-hove.gov.uk

Fire safety risk assessment

If the licensed HMO includes common parts then a Fire Safety Risk Assessment may be required, in accordance with the Regulatory Reform (Fire Safety) Order 2005.

In addition, the Fire Safety Act 2021 and Fire Safety (England) Regulations 2022 clarify what other building elements such as flat entrance doors must be included in Risk Assessments.

To get more information from East Sussex Fire and Rescue Service you can:

You can also view government guidelines on fire safety for those with legal duties

Waste and recycling

Find more information on waste and recycling services at the council.