If you’re thinking about moving, mutual exchange might be just what you need. It’s one of the fastest and most flexible ways to find a new home – especially if a traditional transfer isn’t an option. Here’s a step-by-step overview of how the process works, so you know what to expect.

Step 1 – Find your match on HomeSwapper

Start by registering on HomeSwapper, the UK’s leading mutual exchange platform. List your home, add photos and set the criteria for your ideal new home—area, size, and type. You can swap with another council or housing association tenant anywhere in the country.

Once you find someone you’d like to swap with and have viewed each other’s homes, you can apply for the exchange directly through HomeSwapper. Just scroll to the green box labelled “Found a swap?” on your dashboard and click “Apply”.

Everyone involved must apply to Town & Country Housing (TCH) and any other landlords involved in the exchange. Once the TCH resident has applied the other people involved will be sent an email with a link to a HomeSwapper application form to complete for TCH.

If your swap involves more than two households, each person still needs to apply. In these cases, one of our Mutual Exchange Officer will guide you through the process and collect the necessary details (names, contact information, addresses, and landlord details) to ensure everything is coordinated smoothly.

Step 2 – The 42-day decision window

Once all applications are in, the legal 42-working-day countdown begins. This is the period in which landlords must approve or refuse the exchange. It is not your moving date.

During this time, the Mutual Exchange Officer will request:

• ID for all household members, including children
• Proof of address (such as a utility bill or council tax letter)
• Proof of child benefit, if applicable.

We also check with other teams to review any rent arrears or issues linked to the tenancy. Each party will be asked to complete a property inspection checklist. TCH will either carry out a physical inspection, or you’ll be sent a property checklist to complete.

TCH will also complete an inspection of your property. You may be asked to complete non-essential, cosmetic repairs, you will be asked to remove all rubbish from the property and the garden if you have one, and your property should be in a satisfactory condition. Any repairs that are considered essential will be completed by the TCH Repairs team.

The Mutual Exchange Officer will also request tenancy references from the landlord of the incoming tenant, and they will provide one for your new landlord.

Safety checks will also need to be booked in. These include gas and electrical checks and sometimes an Energy Performance Certificate (EPC) inspection. The EPC is valid for 10 years, the gas and electrical certificates must not be older than three months before the exchange takes place.

If any certificates are out of date, they’ll need to be updated before the move. Safety checks usually take about 4 weeks, depending on availability and whether any repairs are needed.

Once all the checks and inspections have been completed, and provided everything is satisfactory, TCH will approve your mutual exchange application. The 42-day deadline is then stopped, and we move onto the next stage of the process.

Step 3 – Setting your tenancy start date (TSD)

The Mutual Exchange Officer will contact the other Landlord to make sure they are also ready and have approved the exchange at their end. If they are ready, we will agree a move-in date with everyone involved. The tenancy start date is always a Monday. You must not arrange to move until the tenancy start date has been confirmed by both landlords.

Before confirming the date, they’ll check your rent account to make sure it’s clear or arrange a date when it will be. All documents are prepared and sent by email via DocuSign for digital signing.

Step 4 – Setting your new tenancy

About a week before your move, you’ll receive your tenancy documents for the TCH side of your mutual exchange through DocuSign. You’ll need to sign them with a witness present.

Documents may include:

• Deed of Assignment
• Outgoing and Incoming Tenant Disclaimers
• Communal Areas letter (if applicable)
• Bedroom Tax Disclaimer (if moving to a home with a spare bedroom).

As long as the rent account is clear and everything is signed, tenants are usually allowed to move over the weekend just before the TSD.

If you are moving to a different housing provider, you will also have to sign-up documents for your new property, the other Landlord will advise you on how this is done.

Step 5 – Welcome to your new home

After the move, the Mutual Exchange Officer will send you:

• Copies of the safety certificates
• Terms and conditions of your tenancy
• A rent confirmation email
• Information on how to register for MyHomeOnline, where you can manage your tenancy anytime.

Mutual exchange is a great way to take control of your housing journey. But it’s helpful to keep in mind that when you do a mutual exchange, you’re not just swapping homes — you’re also swapping tenancies, and you agree to take the property as it is.

TCH Repairs will take care of essential repairs, but anything decorative, minor or non-urgent might need a bit of attention after you move in. That’s why we always encourage residents to take their time when viewing a property, check everything carefully, and make sure it feels right for them before agreeing to the swap.

We understand that sometimes things can be missed during viewings. Most concerns we hear about relate to things like damp (which TCH Repairs will treat) or wear and tear that wasn’t visible at first or happened during the move. If something isn’t considered essential, it’s likely you’ll need to make those small fixes yourself once you’ve settled in.

With clear steps and dedicated support, we’re here to help you every step of the way. If you have any questions, our team is only a phone call or email away.

📧 mutual.exchanges@tch.org.uk
📞 01892 501480