Moving in

It can be an exciting time when you move into your new property, but there are a few things that you must do before you start to unpack.

Firstly you will need to arrange a time with the Letting Agent or Landlord to collect your keys. Make sure that there are enough copies for each tenant.

Entering the property

If you have been provided with an inventory it is really important that you check it thoroughly. Make particular note of the following:-

  • Any broken and damaged items
  • Any marks, scuffs, damage, and blutac marks to the walls
  • Do all keys work?
  • Do all locks work?
  • Do the appliances work?
  • Are the appliances clean?
  • Has the garden been tended to and all rubbish removed?
  • Has the property been thoroughly cleaned?
  • Check for signs of damp and mould – especially on the underside of mattresses, around the windows in the bathroom and kitchen.

If everything is in order then you can sign and return the inventory. However if they are not it is really important that you notify the Landlord as you may be held liable for any repair costs. We strongly recommend that you take photographs and a video of the property as soon as you collect your keys email it to the Landlord and Agent as evidence with a list of repair and defects. Do the this if you have not been given an inventory to check.

If you have not been provided with an inventory, we recommend that you take a video as evidence of the condition of the property when you moved in and send it to the Landlord and/or agent.

Meter Readings

Another important thing to do on day one is to take meter readings as you don’t want to be liable for the costs of previous occupiers. Take a photograph of the meter if possible and send the information to the energy supplier telling them the date that your contract started.

Check your bin collection dates

Cardiff Council have recently introduced a new recycling scheme. More information can be found here.

If items are placed in the wrong caddy, bag or bin it is highly likely that you will be fined. For more information on how to recycle your waste, visit the Cardiff Council web page or click here.

Council Tax

Most students will be exempt from but you must notify Cardiff Council you have moved in. More information can be found here.

Your Council Tax Exemption Certificate can be downloaded from your SIMS account.

More information can be found here

 

FAQs

What do I need to do when I first move into my accommodation?

 

Check the landlord is registered with Rent Smart Wales

All properties are required to be registered with Rent Smart Wales, by law, in order to protect tenants. You can check if your landlord/house is registered here.

 

Check that you have been provided with a copy of your contract

Landlords/agents usually provide one copy of a Standard Occupation Contract to the lead tenant. You should make sure you have this along with copies of any other documentation.

 

Check that the landlord/agency has protected your deposit

All deposits are required to be protected by a Deposit Protection Scheme by law.

 

Check that the property has an HMO License if it needs one.

Most shared student houses in Cardiff are deemed as Houses in Multiple Occupation (HMO's). HMOs have additional Licensing, Safety and Amenity Standards, checked and enforced by SRS. These include minimum requirements for bathroom and kitchen facilities, room size, fire protection and security.

 

Make sure you have a copy of the Required documents and information

  • a contact address for your landlord
  • information about the deposit protection scheme used by your landlord if you have paid a deposit
  • a copy of the annual gas safety check dated within the last 5 years
  • an electrical installation condition report dated within the last 5 years
  • an Energy Performance Certificate (EPC) dated within the last 10 years

If the above have not been provided, contact your landlord or lettings agent to request them.

 

Collect your keys on time and organise this in advance

Landlords and agencies vary in their key collection protocol, so call ahead and check. Make sure you know when the keys are available to collect - some require a ‘booking’ system and some allow you to just turn up whenever you are available. Some also require one person to collect all keys and distribute them to tenants. Make sure you know that you can collect your keys before you travel, and that the landlord/agency will be open or available when you arrive.

 

Check the inventory and take your time with it

Most landlords/agents will supply an inventory – a paper list of everything in the house, noting the condition of it. If they do not, you should create your own and hand it in. The Inventory is a record of the items in the property and the condition. It is really important that this is accurate so that you are not charged for damage that you are not responsible for. It is also important to check that all appliances and locks work. Report any defects by email immediately.

 

Take photos of everything

Before you move any possessions in, take pictures of EVERYTHING. Focus on the flaws – anything which is broken, or imperfect, like marks on the walls, scuffs on the sofa, damage to furniture, or dirty seals around the kitchen or bathroom. Try and get the photos as high resolution as possible. When you’re done, email the photographs to the landlord/agent as proof of how the house looked when you arrived.

How do I apply for a parking permit?

 

The Resident Parking Permit Scheme in Cathays usually allows for two permits per household – 1 resident and 1 visitor. The Resident Parking Permit will be allocated to one vehicle registration number and cannot be used by another vehicle. The visitor permit allows any vehicle to park but you have to log in and register that you have parked. More information can be found here.

How do I register with a local GP surgery?

 

If you are not sure where the closest GP surgery is, click here. If you are on regular medication or have an ongoing condition it is advisable that you register with a GP in Cardiff whilst you are studying here. You should contact the surgery directly to register with them.

What happens if the property is not clean when I move in?

 

Take photographic and video evidence and report it to the Landlord and/or Letting Agent. Always communicate in writing so that there is evidence that you reported the issue.

I haven’t had an Inventory and there are broken items, what should I do?

 

Take photographs and a video as evidence of the issues and report it immediately to the Landlord and/or Letting Agent. Request that the items be replaced or repaired. Always communicate in writing so that there is evidence as to what has been agreed and by whom.

There is a lot of mail here for the previous occupier, can I put it in the bin?

 

No, do not dispose of the mail, we recommend that you take it to the letting agent who will have a forwarding address for the previous occupiers.

The boiler isn’t working, shall I call out an engineer?

 

We recommend that you contact your Landlord or Letting Agent immediately so that they can arrange for a contractor to call out as soon as possible. If you instruct a contractor without the Landlord’s consent and they refuse to pay, you will be responsible for the cost of the contractor as you instructed the contractor to undertake any work.

Do I need a TV license?

 

Yes – if you are going to watch live TV, recorded programmes or streaming services such as BBC iPlayer online you will need a license. Failing to do this is breaking the law and there is a risk that an enforcement agent may visit your home to check that you are not watching any form of television. It’s not worth the risk - split the cost between your housemates. You can buy a TV license here.

Do I need to register to vote?

 

Yes – visit https://www.gov.uk/register-to-vote and follow through the registration process. It is the law to do so and your credit rating will improve. You may be approached to do jury service and you will be able to exercise your right to vote. A representative from the Electoral Register may visit your house with a paper form to check that they’ve got you on record - check for ID if someone does request your personal information.

I’m a full time student so I don’t have to pay Council Tax – do I need to do anything?

 

To make sure you are not made liable for payment, check if your landlord has completed a student exemption review form. If they have, you shuld not need to do anything.

 

If not, you need to get a Council Tax certificate. You can find your current Council Tax Exemption Certificate on Sims through the ‘Council Tax Exemption Form’ button.

Do I have to notify the utility companies that I have moved in?

 

Yes. It is important that you let them know the date that your contract started, the meter reading when you collected the keys and the name of the tenant that is responsible for the payment of the bill.

 

You will need to decide amongst yourselves who will be named on each bill, and from which account the payment will be taken.

The property is unfit to live in – what shall I do?

 

Contact Student Advice as soon as possible.

 

Contact Student Advice

Advice@cardiff.ac.uk
+44 (0)2920 781410

 

Last updated: 06 Jun 2025 14:46