Mutual exchange applications

The application process

Who can exchange?

If you've passed your tenancy probationary period, you can apply to carry out an exchange with:

• Another Sage customer
• A local authority (council) tenant
• Another housing association customer

We're usually happy to support your move if:

• The new home is a suitable size for you and your exchange partner
• You have no outstanding rent arrears 
• Your property has no adaptations specifically set up for you (unless the new tenant has a need for them)
• There's no legal action being taken against you or your exchange partner

We won't refuse an application to exchange unreasonably. If an application is refused, we'll make sure that we explain why.

Finding a mutual exchange partner

You can find an exchange partner through Home Swapper. You can list your home on this site and search for a suitable property - it contains lots of useful information and support. You may also be able to find an exchange by advertising in local shops and papers or by speaking to family and friends.

When you find a potential exchange property, please ensure that you arrange a visit to check the decoration and general condition of the property. Make sure you are happy to take the property as you see it. Once you’ve found your exchange partner, you'll both need to make a formal application. This needs to be approved by your landlord/s and a new tenancy agreement will need to be signed before you can move.

Making an application?  What you should know…

To apply for a mutual exchange please email us at enquiries@sagehomes.co.uk. You should include the name and email address of your potential exchange partner so that we can issue them with an application form.

Once we receive your application, we'll check and confirm whether you meet the criteria to proceed with a mutual exchange. If you're eligible, we’ll arrange for an inspection of your home. The report will detail any work that needs to be done by you or Sage Homes before the exchange can go ahead. We'll also send a copy of the report to your exchange partner.

If the exchange partner is not a Sage Homes tenant, we’ll need to write to their landlord to request a reference as well as forward them a reference for you. We need have received references from their landlord within two weeks of the request to avoid delaying the process.

How long will the mutual exchange process take?

The application processing timescale is 42 days. This is a deadline for Sage Homes to approve or decline the application, it's not a deadline or date for the exchange to be completed.

Things that could delay the process

• Incomplete application forms
• Delay in receiving you exchange partner's reference (if they are not a Sage Homes' tenant)
• Work identified within the inspection report that must be completed by you or Sage Homes
  
  

What happens if I want to exchange with someone who has a different tenancy type?

If you have a different tenancy type to your exchange partner, we may ask you to bring your current tenancy to an end and issue your exchange partner with a new tenancy. If you have the same tenancy type as your exchange partner, we may ask you both to sign a Deed of Assignment. This means you'll take on the terms of their tenancy agreement and they take on yours.

Even if you have the same tenancy type as your exchange partner, it’s very likely that the tenancy terms and rent amount will be different. Make sure you understand the terms of the agreement you'll have with your new landlord if it isn’t Sage Homes.

Can a request for mutual exchange be refused?

Yes, a request for mutual exchange can be refused if:

• You are on licence or do not hold an assured, assured shorthold or secure tenancy
• Either exchange partner is in rent arrears
• Either exchange partner has breached their tenancy conditions or if action has been taken to seek possession of either property
• Either exchange partner’s home does not pass the inspection
• You or a member of your family have a history of antisocial behaviour
  
  

Permission will also be refused if:

• The move results in substantial overcrowding or under-occupation
• An exchange would result in a property specially designed or adapted for a disabled or elderly person being occupied by someone without similar needs
  
  

Things to think about...

Universal Credit
This is normally paid in arrears. You will therefore need to pay the additional rent from the last Universal Credit receipt to the date of exchange. You must ensure that you have sufficient money to cover this cost.

Bills and expenses
Rent, service charge, council tax, and any other outgoings, are likely to be different. Also, travel costs to work, local amenities, and even the heating system in your new home could be different, and more expensive. It's important that you consider all these.

Gifted items
A ‘Gifted item’ is something that will be transferred from the outgoing customer to the incoming customer for them to own and take responsibility (this needs to be agreed). Items that are gifted include - but are not limited to - things like:

• Carpets and flooring, curtain poles, window nets, fitted blinds and pelmets
• Non-standard electrical installations such as light fittings (subject to testing as safe)
• Garden improvements

Please note that customers are not permitted to ‘gift’ freestanding gas or solid fuel powered appliances such as cookers, wood burners, BBQs and fire pits.

General decorative condition of the property
You must be happy that the general décor is clean and finished to a reasonable standard. The incoming tenant accepts responsibility for the general decorative condition at the time of the property handover.

Pets
If you have pets you must ensure that any external areas are cleared of pet care items and that preventative flea treatment is applied to the pet(s) and the property prior to vacating. Pet damage should also be rectified prior to vacating the premises. Any issues or concerns arising from pets being kept in the property which haven't been declared by the outgoing tenant will become the responsibility of the incoming tenant.

The approval process

What's needed to get the application approved?

Both mutual exchange partners must have satisfactorily completed the following:

• The application form
• Any works identified within the inspection report of their home
• The Pre-Tenancy Assessment form

They must also be in receipt of satisfactory references from their current landlord.

What happens once an application has been approved?

• Both applicants must acknowledge and understand that neither party are allowed to move until they have received confirmation that the application is approved and a completion date has been agreed.
• Exchanges will be arranged on a Monday which is when the rental period for the property starts.
• The incoming customer must acknowledge that they assume responsibility for the property as it's left at the point of exchange. Sage Homes does not accept any liability for the condition of items gifted from one party to another nor do we accept liability for any loss or damage to items when the move takes place.
• The incoming customer will need to make a payment of one week's rent prior to the exchange completing.
• The outgoing customer must complete the Leaving Checklist.
• The incoming customer must complete the New Customer Checklist.
• We'll arrange for the service and commission of the boiler to be completed prior to the exchange. Someone must be at home to provide access for this.
• We'll arrange for the Electrical Installation Condition Report to be completed prior to the exchange. Someone must be at home to provide access for this.
• On the agreed date, once the documentation is signed, you can move into your mutual exchange home.
• We'll send you a letter welcoming you to your new home and a Direct Debit mandate.
  
  

Once a completion date is agreed with all parties, we will send a sign-up pack to you and your exchange partner by email via DocuSign.