Tenant Guide

  1. Referencing Procedure
  2. Holding Deposit
  3. Administration/Reference Applications
  4. Tenancy Agreement
  5. Payment
  6. Managed Properties
  7. Rental Payment
  8. Notice to end a tenancy
  9. Inventory
  10. Deposit Returns
  11. Tenants’ obligations
  12. Property Inspection
  13. Council Tax & Utilities

Referencing Procedure

As soon as a suitable property has been found, you will need to provide references, here is an example of just a few of the references which may be sought:

  • Confirmation of employment, salary confirmation.
  • Personal & Photographic identification (passport or driving licence).
  • Previous Landlord references.
  • Self-Employed (Accountants references, trading details etc)
  • Bank reference or bank Guarantee

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Holding Deposit

A holding deposit equivalent to one month’s rent will be required to secure the property and at the same time cover costs of the administration fee (below). 
This is in order to reserve the property and remove it from our availability list. The holding deposit can be used towards the agency fee or given directly to the landlord,  should the tenant withdraw from the proposed letting, through no fault of the landlord or the agent, the 'Holding Deposit' will be retained in order to cover any reasonable costs. The deposit will be returned in full if the landlord withdraws.
The holding deposit shows good faith on the part of a prospective tenant enabling the landlord to take further action in the confident knowledge that the applicant is serious and fully committed to the property:
For example:

  • Cancel any advertising for the letting
  • Tell other applicants that the tenancy has been taken
  • Prepare a letting agreement
  • Take up references
  • Carry out reference checks (some landlords make a charge for this - administration fee)

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Administration/ Reference Applications

All administration/reference fees are due at the start of the application process once the offer has been placed we will then negotiate a verbal agreement and will secure the property for you subject to satisfactory references being received on behalf of all applicable tenants .

The administration fee covering the legal department’s preparation of the tenancy documentation and any other contract/administrative paperwork is subject to VAT, fees are fully refundable in the event of the landlord withdrawing from the deal.


It is imperative that you disclose all relevant facts that may adversely affect your reference outcome, prior to entering into the above. It may save you money.

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Tenancy Agreement

Both the Landlord and tenant/s will be required to sign a tenancy agreement prior to the tenancy commencing, the agreement outlines both tenant and landlord obligations.

Generally, most tenancies run for a period of twelve months, which by Spanish law can be continued for up to a minimum of three years. We will contact you at the end of the tenancy year to see whether you wish to continue your agreement for a further period and will liaise with the landlord to organise any documentation that may be required. It is important you note that the agreement is made between landlord and tenant, we act as intermediate for both parties, however as our fees are paid by the tenant we will endeavour to offer you as many properties as possible to find your ideal home.

By legal requirement we will have the contract drawn up in Spanish with English translation if required and with all the verbally points agreed by both parties.  Once prepared we will ask you read the document very carefully before you sign, we will assist you with any questions you may have and if you feel necessary we advise you to seek independent legal advice.

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Once a moving date has been agreed and references have all been approved by the landlord, the tenancy agreement will need to be signed by all parties and the initial monies in full will become due less any holding deposit previously paid:

This is made up of the following:

  • Deposit normally equal 1 or 2 months’ rent * Spanish law is one month but some landlords insist on 2 or more.
  • The first month’s rent in advance.
  • Agency fee

The above monies need to be in a cleared form before the tenancy is able to commence, payment by means of either a bankers draft, cash or paid directly into our client bank account and showing as cleared.

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Managed Properties

We do get instructed to fully manage some of our landlord’s properties, if this is the case, with your tenancy we will inform you prior to your tenancy commencing. If we are managing then any faults with appliances or problems within the property will need to be reported to us and we will deal with the problem as quickly and efficiently as possible. Failure to report an ongoing problem may turn the onus onto you; please report any problems you feel need attention followed in writing by email.

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Rental Payment

Rental payments are always made by standing order from the tenants’ bank account to the landlord’s bank account, with the exception of managed properties whereby the rental payment maybe paid to us.

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Notice to end a tenancy

To terminate your tenancy subject to term, you will normally be required to give us at least one month notice in writing of your intention to leave, unless otherwise specified in your specific tenancy agreement.


The responsibility for your belongings are down to you, you must ensure you have adequate contents insurance, the landlord accepts no responsibility and cannot be held responsible for any loss or damage to tenants possessions. We can recommend and offer free quotes for insurance via our collaborating company IBEX insurance

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A well-prepared inventory is provided for all properties and will be provided at the time of signing the contract for landlords and tenants alike, providing an accurate description of the condition and contents of a property at the start of a tenancy.

The condition of the property and its contents at the end of the tenancy is then compared back to this report in the form of a check-out report. We will also provide an opinion on whether any damage that has arisen during the tenancy is attributable to the tenants, to ‘fair wear and tear’ or to the landlord as required maintenance.

It is in a landlord’s interest to ensure that inventories are prepared for properties that they own. The inventory includes the condition, furniture and fittings of the property and effects however we offer a photographic inventory noting any damages at the start of the contract. Both landlord and tenant sign a copy in good faith at the time of signing the contract however the tenant has a period of 15 days to report in writing and damages or discrepancies they may find.

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Deposit Returns

When your tenancy ends, an inspection of the property will be carried out, either by the landlord or Calvia Properties.

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Tenants’ obligations

The responsibility for the property lies with the tenant during the period of tenancy, always ensure that the property is fully secured and any maintenance specified in the contract as the tenants responsibility are carried out accordingly. Calvia properties offer contacts for reliable service department upon request.

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Property Inspection

If we are instructed as managing agents for your property, we will carry out as requested by the landlord occasional inspections to assess the condition of the property and that everything is being kept in a satisfactory condition. We will always arrange this with you at a mutually convenient time.

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Council Tax & Utilities

The utility companies will be informed of the tenant’s occupation of the property at the commencement of the tenancy, authorisation is required to change the title name of the services and payment account details, and this is given to the landlord or Calvia properties at the time of signing the contract. The tenants are responsible for informing the Local council of their new address, if you are unsure of how to do this we can advise you of the process. 

Wherever applicable VAT will be charged at the current VAT rate.

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