Mutual Exchange Tenant Procedure

Introduction

Please ensure you have read and understood this document before progressing with a Mutual Exchange application.

Secure tenants have the right to Exchange their tenancy with another secure tenant of any local authority or with an assured tenant of a housing association. You will need written consent from your landlord.

When tenants exercise their legal right to apply for a Mutual Exchange, they enter into a private agreement to swap their properties. You will be accepting the general standard of the property, its care and decoration, as you find it. You must make sure that you are 100% happy with the property before you sign an agreement, so please make sure you thoroughly inspect the property inside and out before proceeding (your Housing Officer should provide you with a Tenant Property Inspection List to help with this).

BDC is not responsible for redecorating, tidying up gardens or clearing any old sheds, rubbish, debris etc from the interior or exterior of the property. The incoming tenant is responsible for the cleanliness of the property and any belongings and/or waste that may be left behind after an Exchange has taken place.

Further information regarding Mutual Exchanges can be found in the Mutual Exchange Guidance, which is on website.

Finding a property

Tenants wishing to swap their homes are responsible for finding a suitable Mutual Exchange. The property you find must be in line with our Lettings Policy. Bassetlaw residents can access HomeSwapper.co.uk, where you can list your home and search for other homes within and outside of the Bassetlaw area.

Once you find a suitable Mutual Exchange property, You must visit and carry out a thorough inspection. Do not be pressured into moving if you are unsure.

The supply to your cooker will be electric, so you will need to ensure you have a suitable appliance.

Making an Application

When you have found a suitable property and are happy to proceed, you will need to contact your Housing Officer for a Mutual Exchange form. Upon receipt of the application, your Housing Officer will have 42 calendar days to respond with a decision

Initial checks

Upon receipt of the completed application, your Housing Officer will complete the following checks:

Ensure that all relevant parties (Housing Officers, Landlords, tenants) are aware
of your request
You have a qualifying tenancy agreement, these are:
- Secure council or housing association tenancy
- Flexible (fixed term) council tenancy
- Assured housing association tenancy
- Assured shorthold tenancy (AST) with a housing association
The properties suit the needs of the households (e.g. that there are a suitable number of bedrooms)
Tenancy conduct (to ensure there have been no breaches of your tenancy)
Whether any of the legal Grounds for Refusal apply
There are no outstanding debts, e.g. rent arrears or rechargeable repairs

If there are debts, the account must be cleared in full and kept clear for a minimum of 13 consecutive weeks before you can reapply. Arrears cannot be paid off by other tenants involved in the Exchange.

Debts accrued due to financial hardship

Exceptions can be made for tenants who have accrued housing-related debt if the Mutual Exchange is to a property with fewer bedrooms because of financial hardship, and to prevent further escalation of the arrears.

Inspections and repairs

The Housing Officer will:

Arrange for an electrical engineer to complete a full electrical periodic check and EICR
carry out a home visit with a building surveyor within 15 working days. If any are found, these will need rectifying prior to consent being given
Arrange for a qualified engineer to complete a gas safety check

If defects are found and are due to neglect or damage by you or your household,
you will be charged.

If work is required which is your responsibility or there are rechargeable repairs
to be cleared, your Housing Officer will confirm this in writing.

An Exchange will not be agreed on the understanding that the incoming tenant will take
responsibility for any required repair works.

If your request is refused

If the Exchange cannot proceed, your Housing Officer must inform you in writing within 42 days stating the statutory grounds for withholding consent. The Housing Officer will also notify the tenant of the other property(s) that the Exchange has been refused, however the reason why will not be disclosed.

If your request is approved

The Housing Officer will complete the following steps:

Liaise with the relevant Housing Officer(s) / Landlord(s) to discuss the exchange, and confirm that they are in a position to proceed
Send confirmation in writing to all named tenants involved. The tenants must then sign and return a copy of the approval letter to the Housing Officer before the Exchange can proceed
A final rent account check will be carried out prior to the exchange date to ensure the account is clear (unless otherwise agreed due to financial hardship). If the account has fallen into arrears, you must clear the debt before the Exchange can proceed
Agree an Exchange date with all parties involved

It is good practice to check the property again just before signing the legal documents, to ensure nothing has changed.

Moving in

Your Housing Officer will make appointments for the gas to be capped off on the morning of the move, then uncapped once the new tenant has moved in. Where the day of the move is at a weekend, the gas will be capped off on the Friday prior and reconnected the following Monday; you will need to make provisions to be without heating and possibly hot water for the weekend.

Your Housing Officer will complete your sign-up as they would if it were a new tenancy, including completing an Assessment of Support Needs.

Your Housing Officer will make an appointment to visit you within 6 weeks of you moving in, to check how you have settled into your new home.

If applicable, you will need to notify the following of your new address:

Energy supplier
Water supplier
Telephone and / or mobile phone provider(s)
TV and broadband provider(s)
Housing Benefit and/or DWP
Council tax
Bank / Building Society
Doctor / dentist / optician / hospital
School
TV licence
Driving licence and motor vehicle registration
Any insurance provider(s)
Your place of work

Last Updated on Wednesday, February 18, 2026