When the LOI is accepted, proceed to the TA & Inventory List to be signed by both landlord & tenant. Pay any balance deposit and advance rental to the landlord.
Once the LOI is signed and passed to you, the landlord has to do up the Tenancy Agreement (TA) and Inventory List. The landlord will email you these for your verification.
While the landlord is preparing the TA, pls send a copy of all the tenant/s and occupier/s passes (Employment Pass, S Pass, Work Permits, Student Pass, Dependant Pass, NRIC etc) and passports to landlord for verification.
Pls ensure that you and your occupiers passes have a validity period of at least 6 months as at the date of landlord's rental application to HDB.
The landlord will list down all the fittings (sofa, dining table, beds, refrigerator etc) and fixtures (ceiling lights, aircons, built-in kitchen cabinets etc) that were agreed by both landlord and tenant during the LOI stage in the Inventory List.
After you have received the TA and Inventory List from landlord, review them. When both tenant and landlord are agreeable on the terms and conditions of the TA and the Inventory List, arrange a meet up at the rental house to sign off both the TA and Inventory List.
Pls bring all the ORIGINALS of you and your occupiers' passes/NRIC and passports to show to the landlord, for verification against the copy that you had sent to landlord earlier.
Landlord and tenant can run through the Inventory List together against the fittings and fixtures.
When the TA and Inventory List are all proper, proceed to sign them by the landlord/s, tenant/s and a witness. The witness can be anyone age 21 and above.
Once both the TA and the Inventory List are signed, you have to pass the remaining amount of the deposit and the 1 month advance rental amount to the landlord.
The landlord will submit this rental arrangement to HDB. You might want to ask for a copy of this HDB approval letter from the landlord for reference.
Note: HDB terms renting out the whole flat as subletting the whole flat.