Tenant Guide

  1. Referencing Procedure
  2. Holding 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. Deposit Returns
  11. Tenants’ obligations
  12. Property Inspection
  13. Council Tax & Utilities
  14. How to Rent Guide

Referencing Procedure

As soon as a suitable property has been found, you will become a prospective tenant and you will be given our Tenants Information/Terms of Business/Monies Needed to Occupy Property Leaflet to read. Once you have read and agreed to the terms and signed, you will then complete our Applicant Registration and Referencing Application Forms. We use the services of an external referencing agency to take up the following references:-

  • Credit checks
  • Work reference
  • Landlord references (if currently renting)
  • If Self-Employed, you will need to provide your Accountants details
  • For students, credit checks and Full Reference (as above) on the Guarantor

It is imperative that you disclose all relevant facts on the Referencing Application Form that may adversely affect your reference outcome. It may save you money.

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We require a deposit for every tenancy which will be protected as required by statute. If the deposit is forwarded to the Landlord, the Landlord will be responsible for its protection and refund.

The deposit required is the sum equivalent to one and a half months rent with a UK based (working) guarantor, ie monthly rent £600.00, deposit will be £900.00. If you are not able to supply a suitable guarantor, the deposit required will be the sum equivalent to two month’s rent, ie monthly rent £600.00, deposit will be £1200.00

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Administration and Referencing Fees – Relevant Fees

All administration, referencing and guarantor fees are due at the start of the application process once the Terms of Business etc have been agreed and signed. The property will then be withdrawn from the market, i.e. advertising and viewings will be suspended and will be held for you subject to satisfactory references being received on all applicants (if a joint tenancy) including Guarantor(s) (if applicable).

The administration and referencing fees covers the cost incurred for obtaining references and preparation of the tenancy documentation and any other administrative paperwork.


HOWEVER, the administration fee is fully refundable in the event of the landlord withdrawing the property from the market. The referencing and guarantor fees MAY be refundable but only if we have not started any works.

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Tenancy Agreement

The tenancy agreement is a legally binding document between the landlord and the tenant(s) Both the Landlord/Landlord Agent and tenant(s) will be required to sign the tenancy agreement prior to the tenancy commencing. The tenancy agreement outlines both tenant’s and landlord’s obligations.

Generally, most tenancies run for a period of twelve months and we will contact you and the landlord prior to the end of the tenancy to see whether you both wish to renew the agreement for a further period.

We will issue you with a copy of the proposed tenancy agreement at the start of the process. We advise that you need to read this and ensure that you understand it fully and if in doubt consult a solicitor or other qualified person.

If there is more than one tenant then each tenant is ‘Jointly and Severally Liable’, meaning they EACH take responsibility for the payment of ALL of the rent and for making good ANY damage. PLEASE NOTE: This also applies to guarantors.

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All outstanding monies i.e. the first months or terms rent and the deposit must be paid and all funds must be cleared before anyone will be allowed to take occupation, or on or before the start date of the agreement if occupation is to take place after the start date.

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Managed Properties

We manage the property on behalf of the landlord. After occupation has taken place, 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.

Failure to report a problem which then causes more damage to the property may turn the onus onto you and you may be liable for the cost of rectifying.

If we are not acting as managing agents for the landlord, after occupation you will deal with the landlord direct and you will be given the landlord’s details.

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Rental Payment

All rents are due to be paid on the first day of each month, preferably direct into our bank account ensuring that you quote the reference you will be given. If your tenancy starts during the month, your rent will be apportioned, at the start and end of the tenancy. Should you not have a bank account, we will accept payments in our office in cash or debit card or credit card. PLEASE NOTE, during the last three months of the tenancy, we will not accept payments made by credit card.

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Notice to end a tenancy

Due to the terms of the agreement, you are contracted to remain at the property until the end of the period stated in the agreement. Should you decide to leave at the end of the period stated in the agreement, you must notify us in writing, giving a minimum of one months notice prior to the end of the period. For student tenants, the notice period must be a minimum of three months.

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An inventory protects landlords and tenants alike, providing an accurate description of the condition and contents of a property at the start of a tenancy.

Where an Inventory is provided, you should check its accuracy promptly on arrival at the property or as soon as you are in receipt of the document, and put any alleged discrepancies in writing in the sections allowed for on the Inventory or for the attention of the Agent.

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Deposit Refund

The deposit is refundable after you have vacated the property, ALL keys are returned and subject to all rent being paid up to date, condition noted on the final check out report, deductions due as per the tenancy agreement and the Landlord is satisfied with the property. As long as the points above are satisfactory, the deposit will normally be refunded within two weeks, by company cheque and sent to your forwarding address (Lead Tenant if a joint tenancy). However, if there are any works to be carried out then this will delay the refund and you will be liable for the rectification cost plus the remedial work fee, per contractor instructed.

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Tenants’ obligations

The responsibility for the property lies with the tenant during the period of tenancy and this is clearly stated in the tenancy agreement. You must use the property in a tenant like manner and 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 Visits

We conduct regular visits of all tenanted accommodation, normally every three months. The purpose of the visit is to check to ensure that there are no maintenance issues that need attention and also to check that the property is being maintained in a fair manner. Each visit will normally take less than twenty minutes and we will contact you beforehand giving you notice of our intention, with an appointment date and approximate time

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Council Tax & Utilities

You are responsible for the payment of all utility bills, council tax, television licence and telephonic device whilst the Tenancy is in force. We are responsible for ensuring that accounts are transferred into your name(s) at the start of the Tenancy. You are responsible for checking that accurate meter readings are taken at the start and end of the Tenancy or when the last tenant vacates.

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How To Rent Guide

Department for Communities and Local Government have issued an Updated HOW TO RENT GUIDE For use From the 1st February 2016

The How to rent guide needs to be served on all new and renewal tenancies from the 1st February 2016. The guide serves as a helpful check list for anyone searching for a property to rent, offering guidance through every step of the letting process.

It provides a check list and more detailed information on each stage of the process, including the following:-

  • what to look out for before renting
  • living in a rented home
  • what happens at the end of a tenancy
  • what to do if things go wrong

CLICK HERE TO VISIT THE GOV.UK WEBSITE https://www.gov.uk/government/publications/how-to-rent

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