Signing example
Sign a sublease agreement online
To sign a sublease agreement online, send one envelope to the subtenant, the head tenant and the landlord in that order, and give the landlord's consent its own page and its own mark. This four page Scottish sublease of room 3 at 118 Calder Street, Glasgow, runs the subtenant and the head tenant through pages 1 to 3, then puts a typed consent box and a signature in front of the landlord on page 4.
The document, with its fields
The pages as a signer sees them, with the signature, name, title and date fields placed where each party has to complete them.
Sublease of One Room
1. Parties
Rhiannon Mott, called the Head Tenant, holds a tenancy of the whole flat at 118 Calder Street, Glasgow G42 7QR under an agreement dated 1 May 2026 with Ardmore Lettings Ltd, company number 6614228, called the Landlord. The Head Tenant sublets room 3, the rear double bedroom, to Idris Bello, called the Subtenant, on the terms below. This sublease has no effect at all unless the Landlord signs the consent on the last page.
2. The head lease this sits under
| Head lease dated | 1 May 2026 |
|---|---|
| Head lease term | Open ended private residential tenancy, no fixed end date |
| Head lease rent | £1,420 a month for the whole flat |
| Clause on subletting | Clause 14.2: no subletting without the Landlord's written consent, not unreasonably withheld |
| Deposit under the head lease | £1,420, held in an approved scheme by the Landlord |
The Subtenant has been given a copy of the head lease and has read clause 14 of it. Nothing in this sublease may give the Subtenant more than the Head Tenant has: the sublease ends no later than the head lease, whatever it says.
3. The room and the shared parts
| Room let | Room 3, rear double, 3.4 m by 3.1 m, furnished with a bed, wardrobe and desk |
|---|---|
| Shared with the Head Tenant | Kitchen, bathroom, hallway, and the drying area in the back close |
| Not included | Room 1 and room 2, the front reception room, and the store cupboard in the hall |
| Other occupants | The Head Tenant and one other subtenant, under a separate agreement |
4. Term, rent and bills
| Term | 6 months, 1 November 2026 to 30 April 2027, or earlier if the head lease ends |
|---|---|
| Rent for room 3 | £520 a month, payable on the first, by standing order to the Head Tenant |
| Share of bills | £85 a month, a fixed contribution to gas, electricity, water and broadband |
| Council tax | The Head Tenant is responsible and no separate contribution is charged |
| Deposit | £520, held by the Head Tenant in an approved scheme, protected within 30 days |
| First payment | £1,125, being the first month, the bills share and the deposit |
The bills contribution is fixed for the whole term and is not reconciled against the actual bills. If the Head Tenant's own bills rise, the Head Tenant absorbs it: the Subtenant agreed a fixed figure so that a budget is a budget.
5. What the Subtenant agrees
- Keep room 3 and their share of the common parts clean, and take their turn on the stair cleaning rota.
- No smoking or vaping anywhere in the flat, and no candles or heaters in the bedrooms.
- No pets without the Head Tenant's and the Landlord's written consent.
- Guests are welcome, and no guest stays more than three nights in a row without the Head Tenant agreeing.
- Not to change the lock on room 3, and not to let anyone else use the room.
- Quiet between 23:00 and 07:00, because the flat below is a family with school age children.
6. What the Head Tenant agrees
- To keep paying the whole of the head lease rent, so that the Subtenant's home is not put at risk by arrears.
- To give the Subtenant 24 hours' notice before entering room 3, except in an emergency.
- To report repairs to the Landlord within 48 hours of the Subtenant reporting them.
- To protect the deposit in an approved scheme and give the Subtenant the prescribed information within 30 days.
7. Ending the sublease
Either side may end this sublease on one month's written notice, expiring on a rent day. It ends automatically on 30 April 2027. If the head lease ends earlier for any reason, this sublease ends on the same day, and the Head Tenant will tell the Subtenant within 24 hours of learning that the head lease is ending.
| How it ends | What happens to the deposit |
|---|---|
| Notice from either side, served properly | Returned within 14 days, less anything agreed in writing |
| End of the term on 30 April 2027 | Returned within 14 days of the room being handed back |
| The head lease ending early | Returned in full within 7 days, with the unused part of the month's rent |
| Damage beyond fair wear | Deducted with photographs and an invoice, and the balance returned |
8. Inventory and condition
An inventory of room 3 with photographs was taken on 28 October 2026 and both parties hold a copy. It records the mark on the wardrobe door and the stiff sash on the window, so neither is charged for at the end. Anything not on the inventory is treated as being in good order at the start of the term.
9. General
This sublease is governed by Scots law. Notices may be given by email to the addresses the parties have used with each other. If any part of it is unenforceable, the rest continues. Nothing in it makes the Subtenant a tenant of the Landlord, and the Subtenant pays rent to the Head Tenant only.
Execution
Signed in order: the Subtenant first, then the Head Tenant, then the Landlord, whose consent on the next page is what makes the sublease effective.
Landlord's Consent to Sublet
1. What is being consented to
The Head Tenant has asked for consent under clause 14.2 of the head lease to sublet room 3, the rear double bedroom, to Idris Bello for six months from 1 November 2026 at £520 a month. The Landlord has been given the sublease on the preceding pages and the Subtenant's references.
| Room | Room 3 only, with shared use of the kitchen, bathroom and hall |
|---|---|
| Period | 1 November 2026 to 30 April 2027, or earlier if the head lease ends |
| Subtenant | Idris Bello, references taken and accepted 22 October 2026 |
| Occupancy after the sublease | Three people in the flat, within the licence for the property |
2. The conditions of this consent
- The Head Tenant stays fully liable under the head lease for the rent and for the condition of the whole flat.
- The consent covers this sublease only. A different subtenant, a different room or a longer period needs a fresh consent.
- The Subtenant is not a tenant of the Landlord and gains no right to stay after the head lease ends.
- The Head Tenant gives the Landlord the Subtenant's contact details for the building's safety register.
- The annual gas safety check and the electrical report remain the Landlord's, and access is given for both.
3. Consent
The Landlord marks the box below and signs. The mark and the signature together are the consent: neither on its own does the job, and the sublease does not begin without both.
| Consent | Statement |
|---|---|
| Consent is given to the sublease of room 3 on the conditions in clause 2 above. |
Who signs what
- Idris Bello, the subtenant, first
- Initials on pages 1 and 2, against the head lease terms · Signature and stamped date on page 3 · Email link, no code
- Rhiannon Mott, the head tenant, second
- Signature on page 3 · Stays fully liable under the head lease
- Fenella Craigie, for Ardmore Lettings Ltd, the landlord, third
- Typed consent box on page 4, printed as an X · Signature and stamped date on page 4 · Consent is the box and the signature together
The signing journey
Step 1
Eight fields across four pages
Four belong to the subtenant, one to the head tenant, three to the landlord on the consent page at the back.
Step 2
Sign in order goes on
Subtenant, then head tenant, then landlord. The landlord is asked to consent to a sublease that is already signed rather than to a draft.
Step 3
The subtenant marks the head lease terms
Initials on pages 1 and 2 record that the head lease clause on subletting and the obligations were read, both filled from one drawing.
Step 4
The landlord's consent is two fields
A typed box that prints an X beside the consent statement, then a signature. The document says neither on its own does the job.
Step 5
Completion releases the room
When the landlord's signature lands the file is certified and emailed to all three, and the sublease begins on the date in clause 4.
Every field, and who fills it
Eight fields. The subtenant takes initials in the right margin of pages 1 and 2, then a signature and a stamped date on page 3. The head tenant takes a single signature beside it, because she is not the one being asked for anything new. The landlord takes the consent page at the back: a small typed box beside the consent statement, a signature and a date. Everything else is written out already, including the head lease reference, the room, the fixed bills contribution and the deposit that has to be protected within thirty days. The only value anyone types is the character in the landlord's box, which prints as a capital X.
How to adapt this envelope
A sublease of a whole flat rather than one room keeps the same three recipients and usually adds an inventory page with its own initials spot. A landlord who wants conditions attached to the consent writes them into the consent page, which is already structured for that, rather than into an email that the sublease does not reference. And where the head lease forbids subletting outright, there is no envelope to send: the answer is an assignment or a new tenancy, not a consent box.
What the signed sublease and certificate show
The completed PDF carries initials on pages 1 and 2, a dated signature from the subtenant and a signature from the head tenant on page 3, and on page 4 an X beside the consent statement with the landlord's signature and date under it. The certificate lists three signers on Email link, each with an IP address, a consent timestamp and the hash of the document at the moment they signed, and the event log shows the three invitations going out one after another rather than together.
What makes this signing flow work
Consent gets its own page and its own signature
Putting the landlord's consent on a separate page, with its own conditions and its own mark, means the finished PDF shows consent as a distinct act. A sublease with the consent buried as a signature line under the parties clause is far harder to rely on later.
The subtenant initials what limits them
The sublease cannot outlast the head lease, and the subtenant has read the clause that says so. The initials sit on the two pages carrying that limit and the obligations, so a subtenant who is asked to leave when the head lease ends has already marked the page that said it would happen.
The order matches the risk
The subtenant commits first because they want the room, the head tenant second because they stay liable either way, and the landlord last because consent to a signed document is a smaller decision than consent to an intention.
Questions people ask
Is a sublease valid if the landlord signs it electronically?
The consent is a permission rather than a conveyance, and an electronic signature is accepted for it where the method identifies the person and shows intention. What matters more is that the consent is recorded against the sublease it permits, which is why it sits on its own page inside the same file.
Why is there an X rather than a tick in the consent box?
The field is a small text input rather than a tick control, and the stamper prints a capital X for anything typed into it. The consent statement beside the box carries the meaning, and the document says plainly that the mark and the signature together are the consent.
Does the head tenant stop being liable?
No, and the sublease says so twice. The head tenant remains fully liable under the head lease for the rent and the condition of the whole flat. That is why her signature is a single field: she is confirming the arrangement, not taking on something new.
Can all three sign from different places?
Yes. Each gets their own link to their own email address, and the order switch means each is invited only when it is their turn. The portal works on a phone, where the document goes read only below 560 pixels and the typed box moves into a panel above it.
Can a Scottish sublease or head lease have a fixed term?
A private residential tenancy in Scotland has no fixed term: the tenant can leave on 28 days notice and the landlord needs one of the statutory grounds. That is why clause 2 describes the head lease as open ended with no fixed end date. A room let by a head tenant who lives in the flat is usually outside the private residential tenancy rules, which is how this sublease can still run for a set six months.
What happens if the landlord refuses consent?
They decline in the portal, the envelope moves to declined, and the sender is emailed with the reason. The subtenant's and head tenant's signatures sit in the working copy but the sublease never completes, which is the right outcome: without consent it would breach the head lease.
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