Mutual exchange handbook

What is mutual exchange?

A mutual exchange enables tenants to exchange their home with one or more tenants of Southampton City Council, any housing association or council. This can be a great way of finding a more suitable home for your needs, either locally or away from the area.

It can be quicker than applying for a transfer particularly if you’re assessed as low priority on the housing register.

Who can I ask to exchange?

Tenants of councils, housing associations or other registered housing providers can request permission to carry out a mutual exchange, but you must have moved in and passed your introductory period and hold a secure, assured, or fixed term tenancy.

Please contact your local housing office team if you’re unsure about the type of tenancy you have.

View the contact details for local housing offices.

How do I find a tenant to swap with?

To give our tenants the best chance of finding an exchange we provide free access to HomeSwapper – the UK’s largest online mutual exchange service.

This service allows tenants to exchange with the tenant of any housing association or council in the UK. To sign up to HomeSwapper free of charge, visit their website at HomeSwapper.

There are other ways to find a mutual exchange such as talking to friends, or advertising in local shops or on social media sites.

If I have rent arrears, can I still exchange?

No. Tenants must pay all their rent including any arrears before a mutual exchange can proceed.

What should I consider when viewing a property?

You need to be sure about a property – after all it could potentially be your new home. Make at least two appointments, including, if possible, weekends and evenings, before you make the decision to go ahead with a move. Before you visit a property, make a checklist of all your priorities and the things you want to find out.

Things to consider include:

How much is the rent?
What sort of tenancy will I be offered?
What are the local schools like?
Is there allocated parking and if not, is it easy to park?
Are transport links good?
What are the neighbours like?
How far is it to the nearest station or bus stop?
Would I be able to buy the property from the Council or housing association?
Are there any service or heating charges that you will need to pay?
Does it need decorating?
What will my new landlord be like?
When would the current residents want to move out?
If there is a garden, what size is it and is it private or shared?
Where are the nearest shops and other amenities?
What kind of heating does it have, and does it suit me?
What items do the current residents plan to take with them?

Usually, the mutual exchange will take place by assignment. This means you take on the tenancy of the person you’re exchanging with.

It’s your responsibility to make sure you understand and are happy with their tenancy and the conditions you’re taking on. We recommend you and the person you’re exchanging with are clear on the rent and any service charges being charged for each property.

Council tenants and Housing associations and are likely to have similar rights and responsibilities but there are some differences - particularly regarding the Right to Buy.

You need to be sure the tenant you swap with hasn’t done anything that will cause problems in the future as you’ll be responsible for putting things right. You’ll be expected to accept the property you wish to move into in the condition it is in. If the decorations are poor or the garden is untidy it will be your responsibility to improve it. We’re only obliged to carry out the repairs we are responsible for.

Further details of things to consider can be found in the Mutual Exchange Policy (Appendix B).

How do I apply for permission?

If you are a council tenant and have found someone who would like to swap with you, you and all parties involved will need to complete the online application form available here and this will be sent to the Housing Office who will assess whether your application can be approved. Please contact the Housing Office if you need a paper copy.

How long will it take before a decision is made?

Landlords have 42 days from the date when all the forms and supporting evidence are submitted to agree the exchange and give permission to move.

What happens next?

Once an application form and proofs have been received from all parties, we’ll check you’re eligible to exchange. Then an appointment will be made for a property inspector to inspect your home, they’ll need to get access to every room, so you’ll need to make sure this is possible.

An inspection is needed so we can assess the condition of the property and ensure there are no damages or alterations. Following this inspection, we’ll advise you of any tenant responsibilities or repairs you may be asked to carry out before exchange.

If you’ve made any changes to the gas or electric installation, it’ll be your responsibility to appoint a Gas Safe Registered engineer or registered/qualified electrician to put these back to their original fittings and provide a suitable certificate to us. We’ll inform the new tenant telling them about any items they’ll become responsible for; for example, any alterations or improvements made by you as the exchange partner, as we’ll treat these items as though they carried out the work themselves. This means the new tenant may be responsible for their upkeep or replacement and will be required to sign a disclaimer to accept these items.

What should I do to get ready?

Make sure that any outstanding repairs are reported and ensure that your home and garden are in a clean, tidy and good condition.

For further information see our Moving Out Standard.

If the exchanging partner is not a tenant with Southampton City Council, we will write to their landlord to request a reference about the household and how the tenancy was conducted. We will also forward a reference for you to the other landlord.

How will I know your decision?

A letter will be sent to you, either giving permission and outlining any conditions, or giving the reasons for refusal.

Can an exchange be refused?

Yes. You will not be able to exchange your property if, for example:

There is a possession order in force against you, possession proceedings have started against you or a notice seeking possession has been served
The property you want to exchange to is too big for your requirements. For example, if you currently qualify for a one-bedroom property and want to swap to a two-bedroom property, but your circumstances have not changed
The property has been specifically designed or adapted for you because of a physical disability and the person you want to swap with does not have the same needs
The property is one of a group let to people with special needs and the person who you want to swap with does not have those needs

Can I encourage an exchange by paying someone or giving them gifts?

No. Do not offer any cash/incentives in return for an exchange. It is illegal and you and your family could be evicted from your property by the Council or housing association.

Further considerations when considering a mutual exchange

You must accept the property in its present condition – make sure that all repairs are completed before you take the property on
The other party can pull out at any time, right up until you move
You will have to accept responsibility for alterations
It is an offence to knowingly provide a false statement or withhold information to assist you in obtaining accommodation from Southampton City Council or a Housing Association. We will take legal action against anyone found committing an offence and seek possession of any property obtained

I’m confused, is there someone I can speak to?

For further information, please contact your Housing Officer by:

Phone: 023 8083 3006 (option seven)
Email: mytenancy@southampton.gov.uk