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A step-by-step guide to the mutual exchange process — from application forms to moving day and beyond.
Finding someone who wants your home while you want theirs is a brilliant feeling. But agreeing to swap is just the beginning. There is a formal process to follow before you can exchange keys, and knowing what to expect makes the whole thing much less stressful.
This guide walks you through every stage — from filling in the forms to settling into your new home. Thousands of tenants complete mutual exchanges every year, and with the right preparation, yours will go smoothly too.
Contact your landlord (council or housing association) and ask for a mutual exchange application form. Your swap partner needs to do the same with their landlord. If you have different landlords, each one has their own form and process. Some landlords let you download the form online — check their website first. You will both need to complete and return these forms to get the process started.
Try to submit both applications at the same time. The 42-day processing period starts from the date your landlord receives the completed form, so submitting together keeps things aligned. Include all the details they ask for — household members, employment, any support needs, and your swap partner's details.
Both landlords will usually inspect both properties. They are checking the condition of the home and making sure it is suitable for the incoming tenant. Keep your property tidy and address any minor repairs you can before the inspection. If there is damage beyond normal wear and tear, the landlord may note it — but do not panic, this does not automatically mean a refusal.
Under Section 92 of the Housing Act 1985, your landlord has 42 days to respond to your application. During this time they carry out checks, references, and inspections. If they do not respond within 42 days, consent is treated as given. Some landlords are quicker — you may hear back in 2 to 3 weeks. Stay in touch with your housing officer to check progress.
Your landlord will check your rent account, tenancy history, and whether there have been any complaints about anti-social behaviour. They may also check your swap partner's record with their landlord. Having a clear rent account is important — arrears are one of the most common reasons for a refusal. If you do have arrears, speak to your landlord about clearing them before applying.
Sometimes a landlord grants consent with conditions. For example, they might require you to fix damage to the property before you leave, or ask your swap partner to agree to take the property "as seen." This is normal and not a reason to worry. Discuss any conditions with your housing officer and your swap partner to agree a plan.
Once both landlords have given consent, it is time to agree a moving date. Coordinate with your swap partner and both landlords. Most swaps happen on the same day — you hand in your keys and collect the new ones. Try to pick a date that gives you time to prepare, ideally with a week or two of notice. A Friday is popular so you have the weekend to settle in.
In the days before moving, take care of the practical details: notify your gas, electricity, and water suppliers; tell the council about your council tax change; set up Royal Mail redirection for your post; update your address with your GP, bank, school, and employer. Take final meter readings at your old property on the day you leave, and first readings at your new one when you arrive.
Your new landlord will ask you to sign a tenancy agreement for your new home. This usually happens on or shortly after moving day. Take photos of the property's condition when you arrive. Report any pre-existing repairs needed to your new landlord promptly — do not assume they already know. Register for council tax at your new address straight away.
Our Swap Tracker helps you and your swap partner keep track of every stage — from "Forms Submitted" through to "Completed." You can update your progress, set a target move date, and see at a glance what is done and what is still outstanding. It takes the guesswork out of a process that can feel overwhelming when you are doing it for the first time.
From submitting your forms to moving day, a typical mutual exchange takes 6 to 10 weeks. Here is a rough timeline:
Week 1
Submit application forms to both landlords
Weeks 2-4
Inspections, references, and background checks
Weeks 4-6
Decision from both landlords (within 42-day limit)
Weeks 6-10
Agree moving date, prepare, and move
Some swaps complete faster, especially when both landlords are the same organisation. Do not be discouraged if it takes a little longer — stay in contact with your housing officer.
Yes, but only on specific legal grounds set out in Schedule 3 of the Housing Act 1985. These include rent arrears, possession proceedings, property being too large or too small for the incoming household, or the home being adapted for a disabled person. They cannot refuse simply because they do not want you to leave.
Both landlords must give consent for the swap to go ahead. If one refuses, ask for the reason in writing. If you believe the refusal is unfair, you can challenge it — contact your local Citizens Advice or a housing solicitor for help.
Usually yes, but it depends on the tenancy. Secure council tenants remain secure tenants. If you are swapping from a council to a housing association, your tenancy type may change — ask your new landlord to confirm before you agree.
Most landlords will refuse a mutual exchange if you have rent arrears. Clear your arrears before applying, or agree a repayment plan with your landlord and ask if they will consent on the condition that you maintain payments.
You are generally expected to leave the property in reasonable condition, but you do not need to redecorate. Your landlord may ask you to repair any damage you caused beyond normal wear and tear. Discuss specifics with your housing officer.
A history of anti-social behaviour can be grounds for refusal. If the complaints were resolved and there are no ongoing issues, your landlord may still approve. Be honest on your application — landlords check these things.
It is disappointing but it happens. If your swap partner withdraws, the application ends. You would need to find a new match and start the process again. This is why keeping communication open throughout is so important.
We do not submit forms to landlords on your behalf — that is between you and your landlord. But our Swap Tracker helps you stay organised, and for chain swaps, the Landlord Document generator creates a professional summary you can include with your application.
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