How mutual exchange works
How it works
Put simply, Mutual Exchange means swapping homes with another tenant. If you already rent a bpha home but have found that it no longer meets your needs, you can apply to switch with another tenant (with bpha or elsewhere) whose needs match those of your current home.
It’s much quicker than waiting for a traditional transfer and is especially popular with those wanting to downsize, or those who don’t qualify for a transfer through the conventional allocations process.
Step by step guide
Taking you through the mutual exchange process
Get started
We’ve partnered with homeswapper.me to make the process of swapping your social housing home as easy as possible.
Who can swap?
You’ll need to be an eligible bpha tenant to apply for a mutual exchange.
The person you’re exchanging with will also have to be an eligible social housing tenant, either at bpha or another registered non-profit social housing provider or a local authority tenant. Private housing tenants cannot mutual exchange.
If you’re unsure about what type of tenancy you have, you can find this on your tenancy agreement, online with you my.bpha account, or by contacting us on 0330 100 0272.
Are there different types of exchange?
Yes, mutual exchange takes place by either assignment or surrender and regrant and this is determined by the by the type of tenancy and when it was granted. It is important you understand what type of tenancy and rent level you will have if an exchange is successful as it may change.
Assignment – this is the swapping of tenancies at the same time as homes are exchanged. This is used when those exchanging homes hold tenancies with a similar security of tenure. The incoming tenant takes on all the rights and responsibilities and the tenancy agreement of the tenant they have swapped with.
Surrender and regrant – this is where tenants surrender their current tenancy and re-sign a tenancy with similar security of tenure for the property they have exchanged to, used when tenants exchanging hold tenancies with different security and one of the parties has their security protected by law.
What is conditional exchange?
A conditional exchange is where an exchange can be refused where permitted by law or may withhold consent until a condition is satisfied which can include the following:
- Minor works which the tenant can rectify quickly
- Minor rent arrears where the tenant can bring the rent account up to date quickly
- If a tenant is in a probationary period
- Where the is a Notice of Seeking Possession in place and there is less than six weeks before it due to expire
Can I exchange without permission?
No, you must have your landlord’s permission and consent is required to exchange to/from a bpha property or tenancy.
How long does it take for a decision to be made on an application?
We will check your eligibility and make a decision within 42 days of receipt of a completed application form inclusive of all required documentation from all parties.
If approved, when can I move?
This must be on a weekday (Monday to Friday) as on the day you leave your property, we must undertake a gas (if you have gas) and electrical installation safety check.
What is covered by the tenancy checks?
Tenancy checks for tenants are exchanged by landlords.
If you have a current notice of seeking possession, a court order, have poor property condition or have current arrears your mutual exchange will be refused.
What's covered in the property inspection?
A surveyor’s inspection will be raised for any properties owned by bpha to ensure they have been maintained to a reasonable standard.
Any damage caused by the tenant or their household/visitors will need to be repaired prior to the mutual exchange being approved. This will be confirmed in writing to the bpha tenant. Once bpha have been notified that the repairs have been completed a Surveyor will then re-inspect the property.
Any non-standard items/property condition letters will also need to be signed by any incoming tenant before a sign-up date can be confirmed. We will also discuss the gas and electric checks as these will need to be completed for the new occupant.
Can my exchange be refused?
Your exchange request can be refused, however, for landlords to refuse a request to mutual exchange, they must have a very specific reason such as legal action.
The grounds (reasons) for refusing an exchange, listed in Schedule 3 of the Housing Act and Schedule 14 of the Localism Act, vary according to the tenancy types of the applicants.
Reasons include:
- Under occupying by more than 1 spare bedroom
- If there are major aids and adaptations in a property that are required for the tenant or a member of the household
- If a tenant has breached any terms of their tenancy, for example non-payment of rent or other housing debt or unsatisfactory property condition
Grounds to refuse a mutual exchange are listed in the mutual exchange policy which can be found here.
Please note if you fail any of the necessary checks bpha will refuse the mutual exchange. If the mutual exchange is deferred for a period of time, the 42 day deadline is placed on hold until the deferral has been removed.
What do I do if I'm not happy my exchange was refused?
You have the right to have the original decision reviewed and you have 14 days to request a review from the date on the decision letter. Your request for a review should be in writing and be either posted on e-mailed to bpha’s housing services team. The review will be carried out by a manager who did not make the original decision and the outcome of the review is the final decision and will be in writing.
I've just moved in and there are repairs that need carrying out
It is your responsibility to check the property thoroughly before you agree with the exchange. You should agree with your exchange partner exactly what they will be leaving in their property and what decorating, repairs or cleaning they will do before they leave. This work will not be carried out by us.
- It is important that you check your new home thoroughly before you move in. Look at everything including the inside of fitted cupboards and behind furniture if possible.
- Once you move in you are responsible for the repair and maintenance of any alterations, fixtures or fittings made by the previous occupier and not by us. This often includes showers, fences, laminate flooring and kitchen fittings. We will recharge you for any repairs that are required as a result of damage or neglect.
- We will undertake repairs which are in line with our repairs policy. If you are unsure or need clarification on any repair, please contact our Customer Services Team. If you are in doubt about whether to proceed with your mutual exchange application do not sign over your tenancy or move. Contact us for help and advice on 033 100 0272
