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Tenant Guide

  1. Referencing Procedure
  2. Deposit
  3. Administration/Reference Applications
  4. Tenancy Agreement
  5. Payment
  6. Managed Properties
  7. Rental Payment
  8. Notice to end a tenancy
  9. Inventory
  10. Tenants’ obligations
  11. Property Inspection
  12. Council Tax & Utilities

Referencing Procedure

Once we have found you property you want to rent, you will need to complete a Tenancy Application form. We use the services of referencing agency Rent4Sure to check the following details:

  • Confirmation of employment including salary and employment duration.
  • Previous Landlord references.
  • Students (Guarantor or proof or funding).
  • Self-Employed (Accountants references, trading details etc)

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Deposit

When you move into a property you will be required to pay a deposit which is usually equal to 1.25 x rent or 1.5 x rent for students. This is to cover against any damage that you may cause to the property (above fair levels of wear and tear) and any rent arrears if applicable at the end of the tenancy.

Within 30 days of payment your deposit will be registered with the Deposit Protection Service (DPS) and you will be provided with a full copy of their terms and conditions and details to contact them should you have any queries regarding your deposit.  

At the end of the tenancy we will carry out a final inspection (which you are welcome to attend) and will return your deposit to you subject to any required deductions. If you do not agree with any proposed deductions, the DPS offer a neutral Adjudication Service to help settle any disputes.  

When you move into your property we will carry out a Check In inspection with you to agree the general condition of the property at the start of the tenancy.  

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Administration/ Reference Applications

All administration/reference fees are due at the start of the application process once the offer has been verbally agreed and will secure the property for you subject to satisfactory references being received on behalf of all applicable tenants .

The administration fee covering preparation of the tenancy documentation and any other contract/administrative paperwork is £130.00 for a single occupancy tenancy or £110.00 per person for a multiple tenant occupance and £150.00 plus VAT in respect of a Company Let.

Should a guarantor be required there will be a further administration fee to pay of £25.00. These fees are fully refundable in the event of the landlord withdrawing from the deal.

PLEASE NOTE THAT SHOULD YOUR REFERENCE APPLICATIONS BE UNSUCCESSFUL THEN THE REFERENCE  FEE/S IS NON REFUNDABLE.

Therefore it is imperative that you disclose all relevant facts that may adversely affect your reference outcome, prior to entering into the above. 

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Tenancy Agreement

Both the Tenants and Rent Here on behalf of the Landlord will be required to sign a tenancy agreement prior to the tenancy commencing, the agreement outlines both tenant and landlord obligations.

Generally, most tenancies run for a period of either twelve or six months, we will contact you at the end of the tenancy to see whether you wish to renew your agreement for a further period and will liaise with the landlord to organise the documentation. It is important you note that the agreement is made between landlord and tenant, we act for the landlord only.

By legal requirement we can issue you with a sample template agreement upon request which we ask you read very carefully, should any questions arise regarding this legal document we advise you to seek independent legal advice.

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Payment

Once a moving date has been agreed and references have all been approved by the landlord, the tenancy agreement will need to be signed by all parties and the initial monies in full will become due:

This is made up of the following:

  • Deposit 
  • The first rent in advance. This may not be a full months rent dependant on the date you move into the property. Rent is due on the first of every month, so for example if you move in on the 9th of the month, your first rent will be from this date to the end of the month, with regular payments on the first of every month thereafter. If there is less that 14 days until the first of the month you will need to pay this amount plus a full month rent. 

The above monies need to be in a cleared form before the tenancy is able to commence, payment can be by means of either a card payment, cash or paid directly into our client bank account and showing as cleared funds.

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Managed Properties

We do get instructed to fully manage some of our landlord’s properties, if this is the case, with your tenancy we will inform you prior to your tenancy commencing. If we are managing then any faults with appliances or problems within the property will need to be reported to us and we will deal with the problem as quickly and efficiently as possible, all maintenance issues are reported through our online facility which is accessed on the home page of our website. Failure to report an ongoing problem may turn the onus onto you; please report any problems you feel need attention. Our maintenance coordinater is Elliot Rogers who can be contacted for out of hours maintenance emergencies on 07940 542 439.

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Rental Payment

Rental payments are always made by standing order from the tenants’ bank account by the 1st of each month, if you rent a property that we manage your rental payment will be made to us. If we do not manage the property then rent will be paid directly to your Landlord.

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Notice to end a tenancy

To terminate your tenancy subject to term, you will normally be required to give us at least one month notice in writing of your intention to leave, unless otherwise specified in your specific tenancy agreement.

If it is agreed with the Landlord that you will re-sign for the property, there will be a £50.00 re-sign administration fee per tenant. 

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Inventory

A well-prepared inventory and check-in report protects landlords and tenants alike, providing an accurate description of the condition and contents of a property at the start of a tenancy.

The condition of the property and its contents at the end of the tenancy is then compared back to this report in the form of a check-out report. The property manager will also provide an opinion on whether any damage that has arisen during the tenancy is attributable to the tenants, to ‘fair wear and tear’ or to the landlord as required maintenance.

It is in a landlord’s interest to ensure that inventories are prepared for properties that they own. In the worst case scenario, should you end up in court, the judge will tend to look more favourably on an impartial, unbiased inventory prepared by a third party unconnected to either the landlord or the tenants. Inventories prepared by landlords could be viewed as biased and one-sided.

Normally an inventory of the property condition, furniture and fittings and effects will be prepared by the landlord, or an independent inventory clerk instructed by the landlord prior to the tenancy commencing. The tenancy is checked and agreed between the tenant and the landlord at the tenancy commencement.

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Tenants’ obligations

The responsibility for the property lies with the tenant during the period of tenancy, always ensure that the property is fully secured and that during the winter months steps are taken to prevent freezing of the water and heating system.

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Property Inspection

If we are instructed as managing agents for your property, we will carry out quarterly inspections to assess the condition of the property and that everything is being kept in a satisfactory condition. We will always arrange this with you at a mutually convenient time.

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Council Tax & Utilities

It is the tenant’s responsibility to inform the utility companies of their occupation of the property at the commencement of the tenancy, and to pay council tax to the local authority. Students, who may be exempt from the payment of council tax, are responsible for informing the Local Authority of this. 

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