Mutual exchange policy
The Mutual Exchange
8.1 Once an accurately completed mutual exchange application is received, WHBC has 42 days (six weeks) in which to make a decision, failing which we will be unable to rely on the statutory grounds for refusal. The decision can be either to:
• Refuse the exchange (with reasons)
• Approve the exchange, or
• Approve the exchange with a condition
8.2 Providing there are no obvious grounds for refusal on receipt of the application, the property will be jointly inspected by a Neighbourhood Officer and a Building Surveyor.
8.2.1 All properties will have a full property inspection before an exchange can take place.
8.2.2 All Health and Safety compliance work will be carried out before the exchange can take place. The property should be left in a lettable standard for the incoming tenant.
8.2.3 Any tenant alterations or additions to the property are recorded, and the tenant is responsible for the costs of removing any potentially problematic alterations are removed.
8.2.4 The tenant is informed if any work has been done to the property that the surveyor considers a health and safety risk. This must be resolved before the exchange takes place, and a follow-up inspection is arranged to confirm that the works have been carried out to our satisfaction.
8.2.5 The applicant who wishes to exchange into the property will be encouraged to attend the property inspection, so that any alterations can be highlighted and to ensure that a thorough inspection takes place.
8.2.6 It will be made clear to both parties that they must make suitable arrangements to remove all items left in the property, the garden and any outbuildings. Both parties will be reminded that WHBC is not responsible for removing any items left by the outgoing tenant.
8.3 Where the inspection is satisfactory, WHBC will arrange for electrical tests to be completed.
8.4 Provided there are no grounds for refusal, consent shall be notified to all parties. Should grounds for refusal apply or conditional consent be given, this decision will also be notified in writing to both parties and any other landlords.
8.5 Both parties should be available for the assignment or surrender and re-grant of tenancy to take place and as far as reasonably possible, the surrender of tenancies should occur on the same day.
8.6 It will be agreed with the incoming tenant that WHBC will complete a gas safety check as close to the day of the mutual exchange as possible.