What is a mutual exchange?
A mutual exchange is when two social housing customers agree to swap homes and take over each other’s tenancies. While the basic process is similar across housing associations, the steps and requirements can vary. We understand this can sometimes be confusing, so this page explains the Irwell Valley mutual exchange process and what you can expect at each stage.
Receiving the application:
We require both customers to complete a mutual exchange form, once these have been received, we begin the process.
We will send both customers a letter acknowledging we have received their application form and that the 42 days have now begun for us to decide whether we will grant permission for the exchange to take place. Please note any arrears on your rent account will need to be cleared prior to the exchange taking place.
Things to consider before agreeing to exchange:
· You could be giving up some tenancy rights including the right to buy and succession.
· The condition of the property is accepted as seen - you should ensure you are happy with it.
· Any alterations will remain, unless we have specified that something needs to be reverted to its original condition before the exchange can take place.
· Garden maintenance (except communal areas) will become your responsibility.
· We can facilitate mutual exchange sign ups on any day between Monday-Friday but the sign up will always take place in the morning before 12pm.
· We conduct our mutual exchange sign ups in person and if you have a joint tenancy both tenants will be required to attend.
· After completing the mutual exchange you will not be able to apply for another mutual exchange or internal transfer within the first 12 months of your tenancy beginning.
Refusals:
If we refuse your application, we will let you know in writing and detail the reasons why. The reasons we might refuse an exchange are: overcrowding, under occupying and if we have started eviction proceedings and or served you a notice of seeking possession. We can also refuse the application if your home is adapted for a person with specific needs and nobody in the new household requires the adaptations.
Appealing the refusal:
You can write to us, either via post or email, within 10 working days of receiving the refusal letter if you wish to appeal. We will then let you know our decision in writing.
Beginning the exchange process:
We will read through the application form and if there are no issues such as those mentioned above, we will begin the process. We will send both tenants a letter acknowledging we have received their application form and that the 42 days have now begun for us to decide whether we will grant permission for the exchange to take place. Please note the 42 days is strictly for us to decide if the exchange can go ahead. You will not be able to move within this timeframe.
If you are an Irwell Valley tenant, the first stage of the process is us contacting you to book in the property inspection and electric check. The Lettings Team will raise the jobs on our system, and you will receive a call and or email to confirm the date and time of the appointments. You will also get a text message confirming the date and time of the appointment (you can check if you are subscribed for this with the planner over the phone). We will always try and book these appointments in as soon as possible, but the appointments may be two weeks or more when you receive the call to book in a time and date.
If you are a non-Irwell Valley customer we will send you an email asking you to complete an online affordability assessment and send in a copy of your photographic ID. The affordability check can be completed over the phone if you prefer.
The property inspection
The property inspection is a mandatory part of our exchange process. The purpose of the appointment is to assess the condition of your property and ensure it is ready for the incoming customer. The appointment will be booked either in the morning slot between 8:30am-12:30pm or the afternoon slot which is 12:30pm-16:30pm. Your Housing Officer and a Property inspector will attend the appointment.
What does the property inspection involve?
During the appointment they will look around your home and assess its condition. They will make a note of any repairs that will need to be completed before the exchange can take place. The inspection itself is quite in depth so, if you are able to it would be very helpful if you could move large furniture away from the walls and ensure the skirting boards are visible, prior to the appointment. This is so the inspector can assess the property condition and identify any repairs to the best of their ability. The inspector and Housing Officer will let you know if there are any repairs that need completing. If there are any repairs that Irwell Valley Homes need to complete, the inspector will raise those jobs on the day and the Planning Team will contact you to confirm the dates and times for these.
Repairs
If there are any repairs which are your responsibility you will also be informed about these and you will be told exactly what you will need to do. Once you have completed these repairs, depending on the number required, the inspector will either advise you can send in pictures via email, or we may have to complete another inspection.
If there are a significant number of repairs that need completing, either all Irwell Valley Homes or customer responsibility or a mix of both, it is likely the application will be put on hold until the repairs are completed. This does not mean that the application is refused or cancelled. If this happens, the application and the 42 days will be start up again once the repairs are completed and the property inspected again. If this happens you will receive written correspondence detailing everything that needs to be completed before the exchange process can begin again.
The electric check:
Think of the electric check like the property inspection but specifically for the electrics in the property. The appointment itself is booked in for an entire day starting at around 9am.This allows the operative to conduct an in-depth assessment of the electrics in the property. One reason the appointment is booked in for the whole day is so the electrician can complete any repairs on the day. If further repairs are required, the electrician will inform you of this and the further appointment(s) booked in on the same day. Like with the other repairs, if there is any follow-on electric work required this will need to be completed before the mutual exchange can go ahead. If you are able to, it would be helpful to move furniture or appliances away from plug sockets so they are easily accessible for the electrician. If there is a requirement for further electrical work to be completed this will be booked in for you on the day.
Arranging the sign up
Once we have received unconditional approval (ie all repairs completed, arrears balance cleared) we will contact the landlord from the other housing association to arrange a sign up date. Again, we will write to both tenants to confirm the unconditional approval. The sign up-date is normally within 3 weeks of receiving approval, but can be less. Irwell Valley can complete mutual exchange sign ups on any day (Monday-Friday) and the new tenancy will begin on the same day.
Please note the paperwork for both social housing landlords also needs to be completed before the swap can take place. It is also illegal for customers to swap properties without having the written permission of both social housing landlords. If this does occur your exchange will be cancelled and you will be required to move back to your respective properties. It could also affect your ability to exchange again in the future.
What happens on sign up day?
On the morning of the sign up you will have a gas appointment in the morning during which an operative will cap off your gas. Your Housing Officer, yourself, the incoming customer, and their current Housing Officer will all meet at a pre agreed location at an agreed time and date.
Please note it is Irwell Valley Homes policy that mutual exchange sign ups always take place in the morning before 12pm. So, you must ensure you are able to attend the sign up within this timeframe. This is due to the Gas Team needing to complete a gas cap off in the morning and a turn on and test in the afternoon.
Please also note that the sign-up day is also the day you must move to your new property. Failure to do so will result in your mutual exchange being cancelled and all parties will have to move back to their respective properties.
A document called a deed of assignment will be signed by both customers and our Housing Officer. This document confirms that all parties are happy to exchange properties and is your proof of tenancy. Once the paperwork of both landlords is signed, both parties can swap properties. Once the incoming tenant has moved into their new Irwell Valley Homes property, the Gas team will attend in the afternoon to turn the gas back on. You can then both enjoy your new properties.
Incoming tenant information:
As a new customer of Irwell Valley Homes, your new Housing Officer will run through some important information with you during the sign up. You will also receive a welcome email from Irwell Valley Homes containing helpful information such as your new rent charge, ways to pay your rent and insurance information.
Mutual Exchanges:
FAQ’s
How long does the process take?
Housing Associations have 42 working days to provide the tenants with a decision as to whether the exchange can go ahead.
Can we complete the paperwork one day and swap properties another day?
No. It is Irwell Valley Homes policy that our tenancies must begin on the same day the Deed of Assignment is signed. Therefore, you will not be able to move until the paperwork is completed on sign up day.
I have had my inspection and electric check. I have repairs and further electrical work that needs completing, will this affect the 42 day deadline?
No. We will provide you with a decision on your mutual exchange within the 42-day deadline. However, you will not be able to exchange until all the repairs are completed. As previously stated, depending on the severity of the repairs required we may need to put your application on a temporary hold and or complete a second property inspection.