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You are here: Westlea home > Mutual Exchange

Information on various stages of the Mutual Exchange process

Upon receiving your application the Westlea has 42 days to make the decision to agree or refuse the exchange. The decision will be based on both parties meeting the necessary criteria for each stage of the process.

Stage 1:
When we receive your application we will check your rent account, including former tenants arrears and sundry debts that are due. We will also check on any tenancy issues relating to your property with your Housing Officer. If there is a problem, we will write to you to advise why the mutual exchange cannot go ahead and what you can do to correct the problem.

Stage 2 (two weeks notice required):
If there are no problems, we will call you to make a mutually-convenient appointment to inspect your property. As the tenancy holder, you must be present for the inspection. Whenever possible, we would also invite the other party to be present for this inspection. This is so that both parties concerned are made aware of any defects or repairs required for the properties.

Once you have an inspection date, you will need to ensure that as many of the bulky items (heavy furniture) as possible are moved away from the walls. We will need access to all areas of your home including the loft space and shed (if you have one).

We will also arrange for an electric check to be carried out on your property. Our contractor will call you to make an appointment. Your property must pass this inspection before you will be allowed to exchange your property.

Stage 3:
Your Customer Service Advisor and Housing officer will meet to discuss the results of the inspections to see whether there are any issues relating to the properties.

Two copies of the inspection report will be sent to the incoming tenant. They will have to sign and return one copy to Westlea and retain one for themselves.

If there are issues, you will be contacted and advised on what needs to be done to correct the defects.

If there are no issues, your Mutual Exchange will be approved and a date for the exchange can then be agreed that is mutually convenient for all.

Stage 4 (two weeks notice required):
If your property has a gas supply, it will need to be checked on the day of the exchange. This is for your safety because a faulty gas connection is extremely dangerous, and this check is compulsory. You will not be allowed to exchange if you do not agree to this procedure.

Both parties need to agree a time and date to come into the office to complete the deed and licence to assign. The exchange cannot take place until the assignment papers have been signed.

Both parties can pull out of the exchange at any time throughout the Mutual Exchange process. If you decide not to exchange, you must inform both Westlea and your exchange partner.

To assist us with the inspection, you will be required to complete a Residents Property Information Form. This form must be completed and return to Westlea prior to the inspection of your home by our surveyor. If it isn't completed and returned, we will not be able to move to the next stage of the process.

If you require any further information please do not hesitate to contact the Neighbourhood Housing Service Team on:

01249 466130 for the North Area (Calne, Wootten Bassett, Malmesbury, Cricklade, Swindon and surrounding villages) or

01249 466140 for the South Area (Chippenham, Corsham, Melksham, Trowbridge, Westbury and surrounding villages).

Click here to download the Mutual Exchange application form.

Click here to download the Property Information sheet.

Cick here to return to the main Mutual Exchange page.