Mutual exchange

Girl playing hide and seek in cardboard moving box
Exchanging your tenancy with another social housing tenant.
Exchanging your tenancy with another social housing tenant can be a great way to move into the home you have always wanted.

Before an exchange can go ahead though there are a lot of things to consider. We hope that this guide can help you prepare so that things can go smoothly and you make a great choice for your next home.

If you already have a social housing property and wish to move to another by 'mutual exchange' please register with HomeSwapper.

Things to think about

1. Pay off any debts

If you owe Westward any money for your rent or other services, such as garages or repairs, this will need to be paid off before we can approve your exchange. If you’re not sure if you owe anything, please check on your Westward MyAccount or call us on 0300 100 1010. We understand that sometimes you may be moving because your home is no longer affordable, if this is the case please contact the Westward income team to see if we can help.

2. Rent in advance

You will be required to pay your rent in advance; this is a term of the Westward tenancy agreement and so there will be a request for either one month or four weeks rent to be paid before the exchange takes place. This applies to all, even if you receive Housing Benefit or Universal Credit. If you don’t have this amount ready now is the time to start saving for it.

3. Make sure your home is in great shape

Advertising a property that is in good condition will help you find a swap more quickly. It will also make the process easier in the long run as we need to inspect properties as part of the approval process. If there are any repairs that need to be done, you should get them done now. If they are for us to do you should arrange for this to be done on your MyAccount. If there is anything you have broken over your time in your home it will need to be fixed, sometimes at your own cost.

Properties are more appealing to others if they can see themselves living there so often a clear out and a fresh coat of paint can go a long way.

4. Finding a property

Once you have considered the above three points it’s time to get yourself registered on HomeSwapper. This is free to Westward residents. You will be able to view the other properties that may be suitable for a swap and hopefully find the one for you.

When looking at the possible properties you could swap with think about everything that you need. Consider size, cost and location. It’s often worth visiting an area both in the day and night to see if it suits your needs. Also think about your health needs, make sure you believe the property will be suitable for you now and in the future.

Once you have found the right property to swap with, the exchange process can start. Whilst we appreciate that once you have made the decision to move you may want to progress your move quickly, please note that we have up to 42 days (six weeks) to make a decision on your application. In addition to this, once an approval is given, it can then take up to a further four weeks to arrange or complete any necessary safety checks to your home, e.g. electrical and gas inspections, and to complete the new tenancy paperwork.

Therefore, we strongly advise you not to expect to practically move until at least 10 weeks after you have submitted your mutual exchange application.

We follow both Westward safe working practices and the government's ‘National Guidance on Moving Home Safely’. There are different ways you can move and remain in social housing and a good starting point is to read our Moving Home leaflet.

5. Applying for a mutual exchange

When you have found a mutual exchange partner, you can submit your mutual exchange application using one of the two forms below. If you are already a Westward customer, please select the 'internal' form. If you are not a Westward customer, please complete the 'external' form:

If you prefer to print out the form to complete, you can find the downloadable forms below.

The two forms are slightly different, as we need to gather additional information about applicants who are not currently our tenants.

If you have any problems completing the forms, please get in touch with us.

6. Mutual Exchange Verification Form

If you are an applicant who has already been accepted for a mutual exchange, please complete the Mutual Exchange Verification Form below and attach the documents you have been asked to provide by the housing officer.

This is a secure form for your important personal documents. Before you upload your documents, please read our Privacy Policy .

Mutual exchange verification form

How it works

Mutual exchange process flow chart

Frequently asked questions

What is a mutual exchange?

A mutual exchange is a way for social housing residents to move through swapping tenancies with another tenant. This can be a tenant who rents their property from the same landlord as you, another housing association, or a Local Authority (Council).

People sometimes want to move for a range of reasons, such as the current home is too small or even too large for them. They may also want to move to a new area to be closer to family, or just want change of scenery. A mutual exchange can often help residents to move where they would not have a high priority on a waiting list for a transfer.

When you find someone to swap with, you need to apply to your landlord to carry out a mutual exchange.

How do I look for someone to exchange homes with?

There are different ways to find people who are also looking for an exchange. You can advertise your property at HomeSwapper. Westward will cover your subscription as long as you have no debt on your rent account, no anti-social behaviour and no other breaches of your tenancy. If you are on a starter tenancy, or you have carried out a mutual exchange before, you need to have been in your property for at least 11 months before you can register for an exchange. The other person must also be a tenant of social housing or a local authority.

Are there any issues which might affect my ability to exchange?

We will normally approve an exchange, but we will turn it down for the any of the following reasons:

  •  You or your exchange partner are still on a Starter Tenancy.
  • You or your exchange partner are not up to date with your rent. Your rent must be up to date, before the swap can be approved.
  • You or your exchange partner are in breach of other terms of the tenancy agreement. Please check your tenancy agreement before you submit the application form for a full list.
  • You or your exchange partner fail to meet the grounds set out in The Housing Act 1985. For example:
    • You have undertaken 'improvements' to your property without permission.
    • You have not maintained the interior decoration in good order.
    • You have caused damage or not repaired items for which you are responsible.
    • You have not maintained the garden and boundaries.
    • There is a court order against you or your exchange partner for arrears or anti-social behaviour.
  • Your home will have more than one bedroom unoccupied by your exchange partner or your home is too small for your exchange partner.
  • Your current home has been built or adapted for people with special needs or a disability and your exchange partner does not have these needs.
  • You or your exchange partner are under retirement age and want to move to a property that is designated as elderly or sheltered person accommodation.
  • Your exchange partner does not have a good reference from their landlord.
  • Your exchange partner has a pet which is not permitted at your property.
  • Some Local Authorities may put restrictions on who can move into a particular area. This is called a Section 106 agreement. We will work with the relevant local authority if this is the case.
How quickly will I get a decision to exchange/move?

We will give you a decision within 42 days (six weeks), however your actual move date may not be for a further four weeks after this date. You must not move until we provide you with permission to exchange as well as a date to move.

Will anyone from Westward come and look at my property?

Yes, your housing officer will come and inspect your property to check everything is in order before we can reach a decision on the exchange.

If we decide you can exchange, we will send an electrician to undertake electrical checks and provide an up-to-date electrical certificate. A gas engineer will also carry out a gas safety check once the new tenant has moved in.

What will the housing officer need to see?
  • The housing officer will need to look in all of the rooms in your property and in any outhouse and garden. They will complete a property inspection form and will ask you questions about your home so that they can record the information for the incoming tenant.
  • If you have undertaken any 'improvements' we will need to see a copy of the permission letter and any certificates related to the improvement.
What happens if I have not got the documents for said improvements?
  • We will be able to provide you a copy from the records we hold.
  • If we do not have any documents giving you permission, you can ask for retrospective permission which we can grant, ask you to make alternations or request you reinstate your property back to its original condition.
Can I leave things like my washing machine, built-in cooker, shed or flooring?

Yes, if you have agreed this with your exchange partner. You should make a list of what will be left in each property and both parties should sign it. We will also record this on the property inspection form. 

These are called “gifted items”. Your exchange partner will become responsible for them

When can I move?

The exchange needs to be agreed by all parties; this includes tenants and landlords.

If your exchange is approved, we will liaise with all parties to agree a suitable moving date. Whilst we will give you a decision within 42 days, you must wait until the agreed exchange date before you can move.

If you move before the exchange has been approved, this could result in no one having the tenancy of the property they are living in and your home could be at risk.

When should I book my removals and time off work?

You should only book removals and time off for the move when you have confirmation of the exchange date.

Do we have to all be together to sign the paperwork?

No, separate appointments can be made, however it is much better for everyone if it can be done at the same time. We will make an appointment which is convenient for everyone involved.

What if I exchange without Westward’s consent?

If you move before the exchange is approved or the documents are completed, the exchange will be unlawful and may lead to legal action being taken against you.

Incoming tenant only
Repair work may be needed at my new address, will you do this for me?

We will identify any works required to the property during the property inspection. If the works are our responsibility we will arrange to complete these.

If they are the tenant's responsibility they will be asked to complete them before the exchange, if they do not the responsibility will pass to the new tenant on completion of the exchange.

When you carry out an exchange, you accept the property as it stands so it is really important that you carry out a thorough inspection of the property for yourself, and that you are happy with its condition before agreeing to move.

Will I have to pay any rent in advance?

Yes, if the exchange is agreed, we will tell you how much this will and how you can pay. 

Moving out of an adapted home that is no longer needed

If you live in a property that has been adapted for someone with a disability and you no longer need it, please contact your local authority housing department.