Mutual exchange step by step guide

Find a suitable person/people to mutual exchange with. Complete the mutual exchange application on Swaptracker and each person involved in the exchange without access to Swaptracker will be sent invitation links for them to also apply.

You will receive a letter of acknowledgement if the mutual exchange can continue and be given a deadline of when a decision will be made. bpha will undertake some initial checks. If you are unsuccessful at this stage, you will be sent a letter to confirm the refusal.

For those leaving the property

Once you have found a Mutual Exchange partner and both parties have submitted the relevant paperwork, an appointment will be made for a surveyor to attend your property and carry out an inspection.

The surveyor will identify any repairs, replacements and alterations needed prior to the exchange going ahead. They will complete a form and take photos, they will discuss with you any works you need to carry out, any works bpha need to carry out and will note any non-standard items which will be left for the incoming tenant.

If works are identified at the inspection, a further inspection will be booked at a mutually agreed time and date, to ensure the works have taken place. Once this has been completed the surveyor will confirm with Housing Services that all required works have been completed.

If the works identified are health and safety issues or major works, the exchange will be refused. However, if the disrepair issues are rectified and this is confirmed by a re-inspection, the exchange process may be restarted if all parties are agreeable.

An electrical safety check is required prior to the exchange going ahead. This will be booked in by our electrical contractors Hurleys. You must allow access for this or the exchange will not progress.

We expect you to leave your former home clean and clear of all your personal belongings and refuse. This includes the gardens, roof space, and any outbuildings or sheds. If after the exchange this is not the case, bpha reserve the right to invoice you for any associated costs. Similarly, if any repairs are identified following the exchange that are not due to fair wear and tear and are your responsibility, we reserve the right to invoice you for these.

For those moving into the property

Prior to the mutual exchange being agreed by bpha, the property you are taking on will have been inspected by a surveyor and if works are required these will have been identified and carried out. We will re-inspect to ensure these works have been completed.

You will have received a letter prior to the exchange if there are any items in the property that bpha deem as “non-standard” and you will have been asked to sign to accept that you will take responsibility for the ongoing repairs and maintenance to these items. This could include, carpets, built in wardrobes, laminate flooring etc.
You will become responsible for any alterations, disrepair or damage caused by the previous tenant and should you leave the property in the future, these will be down to you to rectify.

Prior to the exchange taking place, you will have signed a declaration confirming that you are taking on the property “as seen”. We will not carry out any additional work or bring the property up to our usual lettable standard should it fall short of this. This includes:

• Gardens
• Sheds
• Outbuildings
• Fencing
• Conservatories

We would strongly recommend that you view the property on a few occasions prior to the exchange taking place to look at the properties condition and decoration and to ensure that you are satisfied. You should agree with your exchange partner exactly how they will be leaving the property prior to the exchange taking place, however, if you find that the property is not as per your agreement, bpha will hold no responsibility for this, except in cases where there is a risk to health and safety.

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.

Once all the checks have been completed your mutual exchange application will then be reviewed by an Allocations and Lettings Manager to decide as to whether it will be approved. If you are approved, you will receive a letter of approval.

You will need to agree a sign-up date that falls on a Monday with your exchange partner(s) and once agreed you must contact us to provide us with the proposed sign-up date. It is vital that you give us 7 clear days’ notice of your intention to move so that we can prepare necessary paperwork, de-activate your rent accounts and resolve any Housing Benefit issues. Your first rent payment should be made at any point between approval and the sign-up date.

At this time, we strongly recommend that you visit the property you wish to move too as time may have passed since the property inspections were carried out. You will be accepting the responsibility of the property in its current condition. This is to avoid any unpleasant surprises waiting for you in your new home once you move in as you will not be entitled to raise repairs for any aforementioned repairs.
You should not make any firm arrangements for your removals until the sign-up date has been agreed by all exchanging landlords.

Paperwork is sent to all parties to be signed.

A date is arranged for all parties to sign the completion paperwork.

Once your sign-up date has been agreed by all parties and all landlords both the incoming and outgoing tenant will be contacted by a bpha Housing Officer within two working days prior to the sign-up date. The Housing Officer will conduct a telephone sign up with you and explain the terms of the tenancy and request the incoming tenant makes their first rent payment if this has not previously been paid.

All sign-up documents will be emailed across to both the incoming and outgoing tenant via Adobe Sign. Once the documents have been digitally signed and returned by both parties the keys can be exchanged between tenants themselves. It is important to note that different landlords have different processes regarding a mutual exchange sign up and so it is advised that you check this with the exchanging landlord.

As all mutual exchanged tenancies must start on a Monday, documents are normally signed towards the end of a week, allowing all involved parties to move their belongings over the weekend in preparation for the new tenancies to start on the following Monday. Once you have moved in, if your new home has a gas supply, we will raise a gas check with our contractors TSG, who will contact you directly to agree a suitable time.

We will set up your new rent account and order an All Pay rent card. Your rent card will enable you to make payments by recurring payment or debit card payments over the phone. Alternatively, payments can also be made by standing order or direct debit; if you wish to set up a direct payment with bpha you will need to contact our Customer Contact Centre on 0330 100 0272.