North Lanarkshire Council
Regeneration and Environmental Services
STANDARDS FOR SHARED ACCOMMODATION
The Standards indicated below will be applied having regard to the age, type and location of
the premises concerned and the number of persons likely to occupy it. When assessing the
standards and facilities required, licensing officers will take account of all the likely
occupiers of the property including residents, staff and owners, where applicable.
Space Standards
1.
Every bedroom or every room used as a bedroom should be capable of accommodating a
bed, a wardrobe and a chest of drawers together with their associated activity spaces.
Minimum room sizes and activity spaces are indicated in Annex A and B attached.
Kitchens
2.
Kitchens provided for resident use should be provided with the following:

A cooker with oven, grill and 4 cooking plates or rings for a maximum of 5 persons. A
suitable microwave oven may be considered as an additional cooking facility where
appropriate.

One reasonable sized refrigerator and one reasonable sized freezer, for a maximum of
5 persons. The freezer need not be sited within the kitchen.

One sink with integral drainer, for a maximum of 5 persons. Every sink must be
provided with an adequate supply of hot and cold water. Where an additional sink is
required, the use of a 12 place automatic dishwasher may be considered.

A cold water supply to every sink which is a wholesome water supply, direct from the
mains, suitable for drinking and other domestic purposes.

A minimum of one cubic metre of accessible food storage for a maximum of 5 people
with an additional 0.2 cubic metres for each person over 5 people (lockable where
requested by the occupants).

Sufficient drawer space for the storage of cutlery and cooking utensils.

A minimum of 2000 mm of impervious work surfaces for 3 people with an additional
600 mm for each additional person. This should include a minimum of 300 mm of work
surface either side of the cooker.

Associated activity spaces as indicated in Annex A and B attached.

Where cooking is carried out in a bed-sitting room, a cooker and sink with a drainer
must be provided in the room. A minimum of 900 mm of impervious work surface with
a minimum of 300 mm either side of the cooker must be provided.

Where all meals are provided to occupants, a facility would be expected to be available
for making light snacks and hot drinks. This will include access to a wholesome, piped
supply of drinking water.
North Lanarkshire Council Standards for Shared Accommodation December 2013
Sanitary Facilities
3.
Each letting unit should not be more than one floor distant from any communal sanitary
facilities (WC, bath or shower) they are to make use of. In addition, the premises should
be provided with the following:

A WC and wash-basin (contained within the toilet, or within an adjacent space
providing the sole means of access to the toilet), for a maximum of 5 persons.

A bath or shower for a maximum of 5 persons.

An adequate piped supply of hot and cold water to every wash hand basin, bath and
shower.

Every bedroom should be located so that it is not necessary to pass through another
bedroom in order to reach a bathroom, water closet compartment, or circulation space.

A minimum of one door separation between the toilet and any area used in the
preparation or consumption of food. Where only one door separation is achieved, the
WC must be suitably ventilated.

A suitable locking mechanism must be fitted to access doors to sanitary and bathing
facilities, to ensure the privacy of the user. Obscure glazing must be provided where
relevant to ensure privacy.
Chimneys, Flues, Fuels, Space Heating and Detection of Carbon Monoxide
4.
Each bedroom and living room must have a fixed controllable space heating appliance or
be served by a central heating system, which may include any system of warm air or
under floor heating, capable of maintaining a temperature of 18C when the outside
temperature is -1C (a higher temperature may be specified where the HMO is intended to
be occupied by older people or others who need additional heating).
5.
There must be a certificate stating that that the central heating system is working
properly. This certificate should have been obtained within the 12 months prior to any
licence application being submitted.
6.
Liquefied Petroleum Gas (LPG) must not be used or stored on the premises.
Specifications for solid fuel, oil fired or gas-fired heaters are as per the current relevant
British Standards.
7.
A central heating system must be capable of being controlled from a communal area. In
larger establishments such as halls of residence a centrally controlled system may be
acceptable.
8.
Hard-wired (mains fed with battery backup) or Lithium battery powered CO (carbon
monoxide) detectors, meeting the requirements of the current British Standard, should be
installed in accordance with manufacturer's instructions in the correct location to detect
carbon monoxide and fitted in the same room as any gas-fired appliance. In addition as
research has indicated that the sensors within CO alarms which detect CO have a lifetime
of between 5-7 years then the CO alarm or where practical the sensor module must not
pass beyond its working lifetime. The detector, or where practical the sensor module,
must be replaced in accordance with the manufacturer's instructions or when a fault is
detected. BS EN 50291 requires all detectors to be marked with the replacement date.
They should also incorporate a warning device to alert users when the working life is due
to pass. The detector should be capable of being tested and have a fault indicator.
Operating instructions must be provided to the residents together with a record of the
manufacture date and replacement date for the unit.
North Lanarkshire Council Standards for Shared Accommodation December 2013
Solid Fuel
9.
All chimneys/flues that are in use for solid fuel fires/installations/appliances must be
cleaned annually. If the property is provided with solid fuel fires, the landlord shall ensure
that an annual inspection of solid fuel fires, installations and appliances and an annual
inspection/cleaning of chimneys/flues serving solid fuel appliances or fires is carried out
by a competent person and the licence holder shall obtain from such person a certificate
signed and dated by him/her stating that that the system is functioning properly and safely
and ventilation is adequate. In the course of carrying out the aforesaid
inspection/cleaning, should any necessary repairs or works be identified by the competent
person, the licence holder shall, following the execution of the said necessary repairs or
works identified by that person, obtain from such person or other competent person a
certificate signed and dated by him/her stating that the system is functioning properly and
safely and ventilation is adequate. The licence holder shall retain the current certificate
and those of the previous 2 years. Continuity of certification must be maintained.
Oil
10.
If the property is provided with oil fired appliances or installations, the landlord shall
ensure that an annual inspection of the oil-fired appliance or installations and of any
flue/chimney serving the oil fired appliances or installations is carried out by a competent
person. During the course of this inspection the competent person would determine if the
flue/chimney should be cleaned. The licence holder shall obtain from such person a
certificate signed and dated by him/her stating that the system is functioning properly and
safely and ventilation is adequate. In the course of carrying out the aforesaid
inspection/cleaning, should any necessary repairs or works be identified by the competent
person, the licence holder shall, following the execution of the said necessary repairs or
works identified by that person, obtain from such person or other competent person a
certificate signed and dated by him/her stating that the system is functioning properly and
safely and ventilation is adequate. The licence holder shall retain the current certificate
and those of the previous 2 years. Continuity of certification must be maintained.
Gas Safety
11.
Any relevant gas fitting and any flue serving any relevant gas fitting must be inspected
annually by a Gas Safe registered engineer under The Gas Safety (Installation and Use)
Regulations 1998. The Gas Safe engineer used should be registered for inspection of
appliances or premises of that nature. During the course of this inspection, the Gas Safe
engineer would determine if the flue should be cleaned. The licence holder shall obtain
from such person a certificate signed and dated by him/her stating that the system is
functioning properly and safely and ventilation is adequate. In the course of carrying out
the aforesaid inspection, should any necessary repairs or works be identified by the
competent person, the licence holder shall following the execution of any necessary
repairs or works identified by that person, obtain from such person or other similarly
qualified person a certificate signed and dated by him/her stating that the appliances are
functioning properly and safely and ventilation is adequate. The licence holder shall retain
the current gas certificate and those of the previous 2 years. Continuity of certification
must be maintained. The licence holder shall ensure that a copy of any gas certificate is
provided to residents in accordance with The Gas Safety (Installation and Use)
Regulations 1998.
Electrical Safety
12.
Appropriate certificates must be available to show that the electrical system and any
appliances provided by the HMO owner have been examined by a competent person who
has confirmed they are functioning properly and are safe.
13.
Certificates of Compliance (Electrical Installation Condition Report) meeting the
requirements of BS 7671, signed by an approved NICEIC or SELECT contractor, using
North Lanarkshire Council Standards for Shared Accommodation December 2013
current NICEIC or SELECT Electrical Installation Condition Reports (EICRs) are required.
A competent contractor who is not a member of the NICEIC or SELECT may be used, but
non-member "green" NICEIC Electrical Installation Condition Reports must be submitted.
These can be purchased direct from - NICEIC, Vintage House, 37 Albert Embankment,
London, SE1 7UJ.

For the purposes of the HMO licence a competent person shall be either:
A professionally qualified electrical engineer; or
A member of the Electrical Contractors Association; or
A member of the Electrical Contractors Association of Scotland; or
A certificate holder of the National Inspection Council for Electrical Installation
Contracting; or
A qualified person acting on behalf of one of these (when it should be stated for
whom he or she is acting).

It should be noted that Periodic Inspection Reports (PIRs) have been replaced with
Electrical Installation Condition Reports (EICRs).
14.
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The EICR must meet the following minimum requirements:
Thorough visual inspection of the complete electrical installation which is not
concealed.
At least a 20% sample of the internal condition of all fixtures and fittings.
Complete testing of all circuits (fittings and accessories).
Schedule of Inspections and Schedule of Test results must be fully completed and
submitted.
This certificate confirms that the hard-wired system is functioning properly and is safe and
should be renewed at least every 5 years or earlier as directed by the approved electrical
contractor. Continuity of certification must be maintained.
Any recommendations contained within the EICR report that the electrician has assigned a
Code 1(Danger Present) or Code 2 (Potentially Dangerous) must be attended to as a matter
of urgency. Written confirmation by an electrician that these matters have been completed is
required. The electrician must also confirm in writing that he/she is satisfied that there are no
other electrical safety issues arising from any issues that have been assigned as a Code 3.
A current Portable Appliance Test (PAT) Certificate is also required for all plug-in appliances
owned by the HMO owner. This certificate must show whether the item passed or failed.
Certification must identify the contractor's name and address and be signed by the
contractor. In the case of spurred appliances a formal visual inspection must be carried out
annually with the results and any recommendations recorded on the annual PAT certificate.
Combined inspection and testing of spurred appliances must be carried out with the results
and any recommendations recorded as part of the 5 yearly EICR.
The Certificate of Compliance for the PAT must be renewed at least annually, or earlier as
directed by the approved electrical contractor. Continuity of certification must be maintained.
Current PIR/EICR and PAT certification must be held and be submitted with the application
for licence. The licence holder shall retain, for the duration of a licence, any record,
document or certificate which has been required in terms of the licence. Certification must be
retained for submission on request, to prove continuity of certification. Failure to ensure
continuity may result in a requirement to provide an EICR valid for the full period of
any licence granted.
15.
Where work is carried out to the electrical installation, it must be carried out by a
competent contractor who can provide a Certificate of Construction or appropriate
electrical test certificate. Building Warrants may also be required in certain circumstances
and it is the landlord's responsibility to obtain any necessary Warrant and Certificate of
Completion. Lack of certification will prevent the issue of a licence.
North Lanarkshire Council Standards for Shared Accommodation December 2013
16.
There should be a minimum of
Six socket outlets in each kitchen.
Six socket outlets in each bedroom and living room or living area in the case of a
combined living/kitchen.

Four additional sockets anywhere in the building.

The above sockets should be easily accessible, be provided on at least 2 separate
walls in each room/area and be located to ensure safe and practical access. In
addition to the above, other outlets may be provided which are inaccessible, for
example those for white goods or built in appliances.
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17.
HMO landlords should consider advising their residents on electrical safety. Residents’
appliances should be in good repair, used for the intended purpose, and suitable for the
intended purpose. Where an HMO landlord requires their residents’ appliances to be
tested, they must ensure that the resident is aware of the requirement and any costs
involved prior to signing the lease/occupancy/ tenancy agreement.
Lighting and Ventilation
18.
Every bedroom and living room should have:

A window or windows of an aggregate glazed area equal to at least 1/15th of the floor
area of the apartment and situated in an external wall or roof.

A window or windows with an opening area equal to at least 1/30th of the floor area of
the apartment and situated in an external wall or roof.
19.
Every kitchen, bathroom and water closet should either have natural ventilation, with a
window or windows with an opening area equal to at least 1/30th of the floor area, or
adequate mechanical ventilation.
20.
There should be an electric lighting system providing at least one lighting point to every
circulation space, bedroom, living room, kitchen, bathroom, toilet and other space having
a floor area of 2 m2 or more, and any lighting point serving a stair must have controlling
switches adjacent to the staircase at each storey or a suitable alternative such as an
energy efficient PIR(passive infrared sensors) or central control via a timer.
21.
In any HMO with 2 or more storeys and more than 6 people, the escape routes within the
HMO should be provided with adequate emergency lighting. In other cases where there is
no natural light into a hallway or escape route, the Scottish Fire and Rescue Service may
require emergency lighting to be fitted.
22.
All bathrooms and shower rooms are to be provided with an IP4-4 rated light fitting, where
appropriate, and any ceiling strip light unit within the HMO must be fitted with an
acceptable diffuser/cover.
Fire Safety
23.
The Scottish Fire and Rescue Service is a statutory consultee for HMO licences and a
copy of your application will be passed to the Scottish Fire and Rescue Service. The
Scottish Fire and Rescue Service has independent responsibility for enforcing the fire
safety legislation in HMOs through the Fire (Scotland) Act 2005. As part of the licensing
process North Lanarkshire Council has a duty to take into account the condition of the
living accommodation as well as the safety and security of the persons likely to occupy it.
As such North Lanarkshire Council will take into account the level of fire safety in the
HMO and the extent of compliance with the Fire (Scotland) Act 2005, together with the
advice or recommendations of the chief officer of the fire and rescue authority in
determining if a licence should be granted.
North Lanarkshire Council Standards for Shared Accommodation December 2013
24.
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The Scottish Government has produced the following guidance documents to assist those
with fire safety responsibilities within HMOs and which are available on the Scottish
Government website: www.scotland.gov.uk and www.firelawscotland.org
"Fire Safety Guidance Booklet" (ISBN 0-7559-4965-X)
"Practical Fire Safety Guidance for Small Premises Providing Sleeping Accommodation"
"Practical Fire Safety Guidance for Medium and Large Premises Providing Sleeping
Accommodation"
Drainage
25.
The premises should be provided with a safe hygienic drainage system.
Security
26.
The accommodation must have secure locks on all access doors and ground floor
accessible windows (having regard to fire safety requirements of Scottish Fire and Rescue
Service). All access doors to the property must also be capable of being opened from the
inside without recourse to a key so that residents can escape in case of fire.
27.
The landlord must ensure that let bedrooms are fitted with a lever latch and secured with a
suitable lock, which is capable of operating via a thumb-turn mechanism or other
appropriate locking mechanism from inside the room, to allow emergency egress.
28.
Where North Lanarkshire Council considers that additional safety or security features are
required in light of the nature of the accommodation (eg women’s refuge), these shall be
installed prior to the authority granting the licence.
HMO owners are encouraged to consult the Crime Prevention Officer at the local Police Station for
advice on security.
Insurance
29.
Landlords will be required to maintain adequate Comprehensive Buildings Insurance
together with Public Liability Insurance.
30.
Evidence of these shall be displayed in a prominent place within the premises where they
can be conveniently read by residents, as well as providing a copy to each resident.
Tenancy Management Standards
31.

Residents shall be provided with a written lease/tenancy/occupancy agreement which is
compliant with North Lanarkshire Council’s ‘Minimum Requirements for a
Tenancy/Occupancy Agreement’ in force at the date of the licence, subject to any
exemption or relaxation granted thereto. Lease/Tenancy/occupancy agreements used by
an applicant or agent must be approved for use. Once approved, the lease/
tenancy/occupancy agreement must not be altered unless the licence holder obtains
further approval from North Lanarkshire Council.
Please note that a sample lease that meets the requirements of the Licensing Scheme is
available from North Lanarkshire Council free of charge. However it is recommended that
you consult a solicitor or professional letting agent to ensure your agreement meets the
legal requirements.
32.
The lease/tenancy/occupancy agreement shall state that the HMO will be used as a
domestic dwelling only and will not be used for illegal or immoral purposes.
33.
An inventory of furniture and fittings must be provided by the landlord and agreed with the
resident. The inventory shall also state the conditions of the items and will require the
landlord to ensure that the fixtures and fittings are suitable for their purpose and comply
with current fire safety legislation.
North Lanarkshire Council Standards for Shared Accommodation December 2013
34.
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The licence holder shall ensure that up to date records are maintained for all residents.
These records shall be made available on request to officers of North Lanarkshire
Council, and shall include the following details:
Each resident’s full name.
Dates of entry and departure of each resident.
Records of rental payments and arrears.
35.
The licence holder or his agent shall be required to record all payments of rent. Payment
of rent must be either recorded in a rent book or through the issuing of a written receipt,
with the receipt stubs retained for inspection. Where the rent is payable weekly, payments
shall be recorded in a rent book retained by the resident.
36.
Only rent books, occupancy records, and lease/tenancy/occupancy agreements approved
by the licensing authority shall be used.
37.
The Licensee shall issue signed and dated receipts for any rental deposits received.
Possible reasons for deducting any amounts from the deposit should be made clear when
the deposit is paid.
38.
The Licensee will ensure that all deposits are lodged with an approved Tenancy Deposit
Scheme and the residents are provided with relevant information about the tenancy and
deposit in accordance with the Tenancy Deposit Schemes (Scotland) Regulations 2011,
including the name and contact details of the scheme administrator.
39.
The licence holder will ensure that residents’ mail is available, unopened, to residents on
a daily basis.
40.
Landlord shall ensure that tenants/residents comply with the terms of their lease,
occupancy or tenancy agreement and conduct themselves in a way that does not
interfere with the rights of neighbouring residents to enjoy peaceful occupation of their
homes.
41.
The licence holder shall ensure that a telephone line is available in an area of the property
accessible to all residents, where the residents can provide a handset and arrange for the
telephone service to be provided. Emergency calls shall be available, free of charge, to
residents.
42.
The licence holder shall give reasonable (being not less than 24 hours) written notice to
residents of intention to enter the property, or areas of the property to which he or his staff
do not normally have access , should access be required to rooms for the purposes of
repairs, maintenance or inspection and where the agreement is in the form of a lease and
the licence holder retains a key for the property, the agreement will specify how the tenant
will grant explicit permission for the key to be used. This would not restrict emergency
access, if required.
43.
The licence holder must ensure that advice to occupiers on action to be taken in the event
of an emergency is clearly and prominently displayed within the living accommodation.
The information should also cover safety information such as safe use of gas appliances,
regular checking of smoke alarms, not tampering with fire doors etc. In the event of an
emergency, such as fire, gas leak or injury, it is important that occupiers know what to do
and who to contact. The HMO owner must provide this information, for example with the
tenancy agreement, and, it should be permanently and prominently displayed within the
property. The licence holder must also provide an emergency telephone contact number
for the use of residents. In staffed accommodation it should state how to inform staff of an
emergency.
North Lanarkshire Council Standards for Shared Accommodation December 2013
General Standards
44.
The landlord shall be responsible for the day today running of the premises.
45.
The landlord shall comply with the "Health and Safety at Work Act 1974" and any
regulations there under and specifically shall ensure that effective precautions are taken
and preventative measures in place to control the risk of legionella infection in the
premises and that any relevant gas fitting and any flue that serves any relevant gas fitting
comply with the Gas Safety (Installation and Use) Regulations 1998.
46.
Where a landlord is providing meals for residents, they must comply with the "Food Safety
Act 1990" and any regulations there under.
47.
The landlord shall comply with the "Furniture and Furnishings (Fire) (Safety) Regulations,
1988’’, as amended.
48.
The landlord shall ensure that the premises are maintained in such a manner and state of
repair as to prevent infestation by vermin and/or insects and shall be responsible for the
treatment of any infestation which arises from or within any common area of the premises.
49.
Suitable drying facilities i.e. internally - tumble drier, at a maximum occupancy rating of
1:12 or externally - rotary drier at a maximum occupancy rating of 1:12, or a drying green,
should be provided in a domestic situation. Large residential and institutional properties
will be considered on an individual basis, by North Lanarkshire Council.
50.
Every stair for a change in level of more than 600mm should have a handrail on at least
one side, fixed at a height of at least 840mm and not more than 1m above the pitch line of
a flight. The handrail should also extend at least 300mm beyond the top and bottom of the
flight.
51.
Adequate and suitable facilities both internally and externally must be provided for the
storage and disposal of all refuse including recyclable waste (where appropriate) to meet
the needs of the residents. The licence holder is responsible for advising residents of the
refuse collection day for all refuse, including recyclable waste (where appropriate). The
licence holder must ensure that residents utilise the bins provided and ensure that
wheeled bins are presented for collection at the appropriate time and day and are
returned to the bin storage area following collection. Where wheeled bins are used, they
must be clearly identified by number or property address.
52.
The licence holder will ensure that residents are advised of the arrangements for
disposing of bulky refuse which cannot be disposed of through the routine refuse
collection service.
53.
The premises should be maintained in a reasonable state of repair and be compliant with
the Repairing Standard under Housing (Scotland) Act 2006. Garden and environmental
areas should also be adequately maintained. Where an HMO is in a shared building, the
licence holder should co-operate and participate in the general repair and maintenance of
the building and the cleaning of common parts. Where tenants are required to carry out
tasks under terms of a lease and fail to do so, the responsibility remains with the licence
holder to ensure these are being carried out.
54.
The licence holder shall consider ways of minimising noise nuisance when selecting and
installing items such as door closers and extract fans. Deafening between floors shall not
be removed. Fitted carpets with suitable underlay will require to be fitted to reduce sound
transmission between flats. Where an existing HMO has exposed wooden floor boards,
laminate, hard wood flooring or tiled floor finishes and substantiated complaints are
received regarding excessive noise, the landlord will be required to provide fitted carpets
and underlay or other acceptable finish to minimise sound transmission.
55.
The use of the licensed premises must comply with the terms of any planning permission
issued by North Lanarkshire Council.
North Lanarkshire Council Standards for Shared Accommodation December 2013
Annex A: Space Standards
The space standard and occupancy of each room within the dwelling shall be based on the use made of
the room.
Floor space will only be counted where there is a ceiling height or at least 1.5 m.
The minimum width of a bedroom should be 2.25 m.
1. Standards for bedrooms where there is a common living room and kitchen available and
the common living room and kitchen comply fully with the HMO Standards:
Single room (one adult)
6.5 sq. metres
Double room (2 adults)
10.5 sq. metres
Triple room (3 adults)
16.5 sq. metres
Over 3 adults
16.5 sq. metres + 4.5 sq. metres per person over 3
Family room
10.5 sq. metres + 4.5 sq. metres per child
(2 adults + children under 10)
2. Standards for bedrooms where there is no communal living area available but a common kitchen
which fully complies with HMO Standards is available:
One adult
10.0 sq. metres
2 adults
15.0 sq. metres
3 adults
19.5 sq. metres
Over 3 adults
19.5 sq. metres + 6 sq. metres per person over 3
Family room
15.0 sq. metres + 7 sq. metres per child
(2 adults + children under 10)
3. Standards for Bedroom with cooker:
One adult
13.0 sq. metres
2 adults
19.0 sq. metres
In normal circumstances, children would not be accommodated in bedrooms with cookers. If
exceptionally, they are, appropriate measures must be taken to ensure their safety.
4. Standards for Communal Living/Kitchen areas excluding any area used as a kitchen:
3-5 persons
8.0 sq. metres + 1.5 sq. metres per person over 5
5. Standards for Communal Living Rooms:
North Lanarkshire Council Standards for Shared Accommodation December 2013
3-6 persons
11.0 sq. metres + 1.5 sq. metres per person over 5
7-10 persons
16.5 sq. metres
11-15 persons
19.5 sq. metres
Annex B: Activity Spaces
Note:
1. An activity space is measured at floor level.
2. The shaded area of an activity space may overlap only the shaded area of another
activity space.
North Lanarkshire Council
North Lanarkshire Council Standards for Shared Accommodation December 2013
Regeneration and Environmental Services
MINIMUM REQUIREMENTS FOR A TENANCY / OCCUPANCY AGREEMENT
The conditions within a tenancy / occupancy agreement will vary depending on the type of
accommodation and tenancy being granted; however it is expected that the following will be
included in any tenancy / occupancy agreement for shared accommodation.
Further information on tenancy / occupancy agreements, and sample tenancy agreements are
available from the following link on the Scottish Government Website:
http://www.scotland.gov.uk/Topics/BuiltEnvironment/Housing/privaterent/landlords/management/improve/elements
A sample tenancy agreement that meets the requirements of the Licensing Scheme is available
from North Lanarkshire Council website free of charge.
It is recommended you consult a solicitor or seek independent advice to ensure your agreement
meets legal requirements.
REQUIREMENTS FOR A TENANCY / OCCUPANCY AGREEMENT
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All tenants must have a written tenancy / occupancy agreement;
The agreement must be written in plain English; and
It must be in the form of a clear statement the tenants can understand and keep for
reference of what is expected of them in terms of their sole and shared rights and
responsibilities and what they can expect of the licence holder.
The agreement must incorporate the following information:
Type of tenancy
 It must clearly state what type of tenancy agreement is being granted.
Parties to the agreement
 It must include the landlord’s name and address;
 the name and address of any agent;
 The name of the tenant; and
 The address of the property being let.
Duration
 It must state the start and end date of the tenancy;
 Advise if the tenancy can be renewed and how to go about this; and
 What the arrangements are if the tenant wishes to leave before the end of the tenancy.
Deposit
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It must advise how much deposit is required;
What the deposit will cover;
The criteria to be met to ensure the full deposit is returned;
How any deductions from the deposit will be agreed – possible reasons for deducting any
amounts from the deposit should be made clear when the deposit is made;
The procedure for how the deposit will be returned; timescales / method of payment etc;
It must state that the landlord will act lawfully and reasonably in requiring any advance
payments, handling rents, returning deposits and making deductions from deposits;
It must provide the relevant information about the tenancy and deposit in accordance with
the Tenancy Deposit Schemes (Scotland) Regulations 2011, including the name and
contact details of the scheme administrator.
Rent
North Lanarkshire Council Standards for Shared Accommodation December 2013
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It must clearly set out the amount of rent;
What it covers (and if bills are not included, how they are to be dealt with);
The date the first rent will be paid and the frequency of payments thereafter;
How the rent should be paid (e.g. cash, standing order, direct debit etc);
If any interest will be charged for late rental payments and how this interest will be
calculated;
That the licence holder or his/her agent shall be required to record all payments of rent.
Where the rent is payable weekly, payments shall be recorded in a rent book which will be
retained by the resident, otherwise, a signed and dated written receipt of each rental
payment shall be issued to residents;
It must advise on the arrangements for making any changes to the rent and how changes
of rent will be notified to the tenant.
Please note that in an Assured or Short Assured tenancy there are specific arrangements for
seeking changes to the rent if you and the tenant cannot agree. Details of the procedure, and
the role of the Private Rented Housing Panel are set out in the booklet ‘Assured Tenancies in
Scotland; Your Rights and Responsibilities’. This booklet is available from the Scottish
Government website at: www.scotland.gov.uk – Advice on the role of the Private Rented
Housing Panel must be provided to your tenant.
Repairs, maintenance and cleaning
 It must clearly set out the respective responsibilities of the licence holder and the tenant for
cleaning, maintaining and repairing the property, fittings and furnishings;
 Where there is shared responsibility with other premises, arrangements for common areas,
such as cleaning stairways and maintaining gardens etc should also be included;
 It must provide information on how the tenant should report any disrepair or damage,
including timescales for the tenant to report the disrepair or damage, and timescales for the
licence holder to respond. This includes damage caused by criminal activity or vandalism
by persons other than the tenant, provided that it has been reported to the Police by the
tenant or someone acting on their behalf within 24 hours of the damage occurring;
 Advise the tenant that they are not allowed to make any alterations to the property;
 Incorporate or make reference to information supplied to tenants in respect of the ‘repairing
standard’ in relation to their tenancy, and of how it can be enforced through the Private
Rented Housing Panel (PRHP).
Dealing with emergencies and communication
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It must provide the tenants and adjoining neighbours with details of how they can contact
the landlord or his agent in an emergency situation, or with non urgent complaints. This
must include providing them with an emergency landline telephone contact number;
Give clear advice to tenants on action to be taken in an emergency, especially involving the
supply of utilities, e.g. advise contact number and what steps should be taken to contact the
landlord as soon as possible;
It should also cover relevant safety information such as the safe use of gas appliances,
regular checking of smoke alarms, not tampering with fire doors etc.
Access
 The tenancy / occupancy agreement must advise that the landlord will provide the tenant
with reasonable (being not less than 24hours) notice, in writing, of the landlord’s intention to
enter the property, or areas of the property to which he or his staff do not normally have
access, for the purpose of carrying out maintenance, repairs or inspection and where the
agreement is in the form of a lease and the licence holder retains a key for the property, the
agreement will specify how the tenant will specify explicit permission for the key to be used.
You must confirm that this will not restrict emergency access if necessary;
 It must confirm access arrangements for cleaning, security etc.
Conduct-respect for others
North Lanarkshire Council Standards for Shared Accommodation December 2013
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It must advise that the HMO will be used as a domestic dwelling only and will not be used
for illegal or immoral purposes;
That the landlord or anyone visiting the property on their behalf will not commit any act of
violence or form of harassment on the grounds of race, colour, gender, sexual orientation,
disability or age against the tenant or anyone visiting the HMO;
That the tenant and any person visiting the tenant must not commit any form of harassment
or behave in a way that causes nuisance or distress to any other person in the HMO or in
the locality of the HMO;
That the landlord shall manage the property in such a way as to seek to ensure tenants
comply with their responsibilities as set out in their lease/occupancy agreement and to
prevent or deal effectively with any anti-social behaviour by tenants, to anyone else in the
property or its locality;
Advise on the position with regard to keeping pets and any conditions attached to this
including that pets must be kept under control and not cause a nuisance to neighbours.
Subletting and Visitors
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It must clearly set out whether the tenant may sublet, and if so what the process for this
would be; and
Specify any restrictions on tenants having visitors or people to stay.
Dealing with complaints
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It must include the complaints procedure for tenants to make complaints; and
State that the resident is statutorily entitled to complain to the council about any aspect of
the operation of the HMO.
Ending your tenancy
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It must advise the tenant of the process for ending their tenancy; and
State that any action taken by the landlord to secure repossession will only be by lawful
means.
Inventory of furniture and fittings
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It must incorporate or make reference to an inventory of furniture and fittings which states
the conditions of these items.
Compliance with statutory requirements
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The agreement must advise the tenant of all relevant information regarding legislation
affecting private sector residential tenancies and legislation relating to other activities
carried on in the premises.
North Lanarkshire Council Standards for Shared Accommodation December 2013