Mutual exchange handbook

What is mutual exchange?

Mutual exchange enables tenants to swap their home. They can 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, locally or nationally.

It can be quicker than applying for a transfer. This is especially true if you are assessed as low priority on the housing register.

Who can I exchange with?

You can exchange with tenants of:

• Councils
• Housing associations
• Other registered housing providers

To enter a mutual exchange, you must:

• Have moved in
• Passed your introductory period
• Hold a secure, assured, or fixed term tenancy

Contact your local housing office if you are 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?

We provide free access to HomeSwapper. HomeSwapper is the UK’s largest online mutual exchange service. It gives our tenants the best chance of finding an exchange.

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 HomeSwapper.

There are other ways to find a mutual exchange, such as:

• Talking to friends
• Advertising in local shops
• On social media

Can I still exchange if I have rent arrears?

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

What should I consider when viewing a property?

You need to be sure about a property – after all, it could be your new home.

Make at least two viewing appointments. These should include weekends and evenings, where possible. View the property before you decide to move.

Before you visit a property, make a checklist of your priorities and questions. Consider:

• 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 I 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 that 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 are exchanging with.

It is your responsibility to ensure that you understand and are happy with their tenancy and conditions. We recommend that you and the person you are exchanging with are clear on the rent and any service charges for each property.

Council and housing association tenants often have similar rights and responsibilities. There are some differences, particularly with the Right to Buy.

You should be sure that the tenant you swap with has not done anything that will cause future problems. You will be responsible for putting those problems right.

You will be expected to accept the property in the condition it is in. If the decorations are poor or the garden is untidy, you will need to improve it. We are only obliged to make the repairs we are responsible for.

For more things to consider, see the Mutual Exchange Policy (Appendix B). (missing link?)

How do I apply for permission?

The following applies to our tenants. You and all parties involved ,will need to complete the online application form. The housing office will assess your completed application.

Apply online or get a paper copy at mutual exchange.

How long will it take to make a decision?

Landlords have 42 days to agree the exchange and give permission to move. This starts once all parties have submitted their forms and supporting evidence.

What happens next?

First, we will check that you are eligible to exchange. We do this after we receive the forms and proofs.

Next, we make an appointment for a property inspector to visit your home. They will need to access all rooms, so you will need to make sure that this is possible.

We need to inspect your property to assess its condition. We also need to check for damage or alterations. After the inspection we will tell you about any tenant responsibilities or repairs you must make before the exchange.

Changes to the gas or electric installation must be returned to their original fittings. For gas installations, you must ask a Gas Safe engineer to do this. For electrical installations, you must ask a registered or qualified electrician to do this. In both cases you must provide us with a suitable certificate.

We will inform the new tenant of any items they will be responsible for. For example, we treat any improvements you make to the property as if the new tenant made them. The new tenant may be responsible for their upkeep or replacement. They must sign a disclaimer to accept these items.

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

What should I do to get ready?

Report any outstanding repairs. Ensure that your home and garden are clean, tidy, and in a good condition. For further information see our Moving Out Standard.

How will I hear about your decision?

You will receive a letter. This will either give you:

• Permission, outlining any conditions
• The reasons for refusal

Can an exchange be refused?

Yes. Here are some of the reasons why we may refuse your request:

Possession orders

You cannot exchange your property if:

• There is a possession order in force against you
• Possession proceedings have started against you
• A notice seeking possession has been served

Requirements

You cannot exchange your property with one that is too big for your requirements. For example, if you qualify for a one-bedroom property, you cannot swap to a two-bedroom property. This may change if your circumstances also change.

Adaptations

If the property has been designed or adapted for you because of a physical disability, you cannot swap with a person who does not have the same needs.

Likewise, if the property is one of a group let to people with special needs, you cannot swap with a person who does not have those needs.

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

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

Further mutual exchange considerations

You must accept the property in its present condition. Make sure that all repairs are completed before you accept the property.

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 am 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