Renting a home can sometime be complicated, sometimes even frustrating experience, particularly if you are unsure of the process. We have a dedicated lettings team to meet your requirements, whether you are looking for a family home or a brand new apartment to rent. Our lettings consultants are fully trained to ensure that we can assist you at every stage of your tenancy. We’ll guide you through the process of renting a property and advise you of your legal responsibilities. You can speak to any of our consultants if you are hesitant about any part of the process. We will do everything possible to make this process as smooth as possible.
TENANT
To help make the experience as straightforward as possible for you, we have outlined the key stages:
- Register with us
- Viewings
- Making an offer
- Holding deposit
- Referencing procedure
- Tenancy agreement
- Payments
- Inventory
- Notice to end a tenancy
- Deposit returns
- Property inspections
- Tenant’s obligations
- Council tax & utilities bills
REGISTER WITH US
To find your ideal property, we need to know as much as possible about your requirements. This includes your rental budget, the date by which you need to move, the type and size of property you need, etc.With a clear understanding of your requirements we will then be able to access all properties that match your criteria. You can let us know all about your requirements by registering online, by phone or by visiting us where a member of staff can assist you.
VIEWINGS
We usually accompany and conduct all property viewings and the Landlord will not always be present. In some cases, a Landlord may give us specific times for viewings, although we do ask them to be as flexible as possible. We normally keep keys and can generally access properties to suit your availability. To save time in the long run, you should try to ensure that anyone likely to share in the decision views the property as well.Please be on time for viewings. We will arrange to meet you at the property, or if it is more convenient, at our office from where we can drive you. Viewings can be conducted 9am – 8pm Monday to Friday and 9am – 3pm on Saturdays
MAKING AN OFFER
If the property is suitable for you don’t delay your offer as it could get secured for let by someone else on the same day! When you make an offer you’ll need to pay us an holding deposit to reserve the property. The deposit will be deducted from your first month’s rent, unless you change your mind about taking the property, in which case you will lose your deposit.
REFERENCING PROCEDURE
As soon as a suitable property has been found, you will need to complete reference application forms. We utilise the services of a credit-referencing agency to take up the following references, here is an example of just a few of the references sought:
- Confirmation of employment, salary confirmation.
- Personal & Photographic identification (passport or driving licence).
- Previous Landlord references.
- Students (Guarantor or proof or funding).
- Self-Employed (Accountants references, trading details etc)
HOLDING DEPOSIT
A holding deposit of one week of rent (not subject to VAT) will be required.This is in order to reserve the property and remove it from our availability list. The holding deposit will be deducted from the first months rent due, should the tenant withdraw from the proposed letting, through no fault of the landlord or the agent, all or a proportion of the ‘Holding Deposit’ will be retained in order to cover any reasonable costs (which will be outlined in full). None of the Holding Deposit will be retained should the Tenant’s withdrawal be due to a breach of the proposed letting agreement by the landlord or managing agent.The holding deposit shows good faith on the part of a prospective tenant enabling the landlord to take further action in the confident knowledge that the applicant is serious and fully committed to the property. For example:
- Cancel any advertising for the letting
- Tell other applicants that the tenancy has been taken subject to satisfactory references
- Prepare a letting agreement
- Take up references
- Carry out credit checks (some landlords make a charge for this – administration fee)
TENANCY AGREEMENT
Both the Landlord and tenant/s 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 twelve 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 will issue you with a sample template agreement which we ask you read very carefully, should any questions arise regarding this legal document we advise you to seek independent legal advice.
PAYMENTS
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 less any holding deposit previously paid: This is made up of the following:
- Deposit normally equal to one month of rent or six weeks rent will be registered in line with the tenancy deposit scheme.
- The first months rent in advance. (rent is worked out on a per calendar month basis), which is, if you are not aware; the weekly rent, multiplied by 52 weeks and divided by twelve months to give the per calendar month rental figure.
The above monies need to be in a cleared form before the tenancy is able to commence, payment by means of either a bankers draft, cash or paid directly into our client bank account and showing as cleared.
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 inventory clerk 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. Normally an inventory of the property condition, furniture and fittings and effects will be prepare by the agent, or an independent inventory clerk instructed by the landlord or agent prior to the tenant commencing.
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.The responsibility for your belongings are down to you, you must ensure you have adequate contents insurance, the landlord accepts no responsibility and cannot be held responsible for any loss or damage to tenants possessions.
DEPOSIT RETURNS
When your tenancy ends, an inspection of the property will be carried out, either by the landlord or an independent inventory clerk instructed by the landlord.
PROPERTY INSPECTIONS
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.
TENANT’S 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.
COUNCIL TAX & UTILITIES BILLS
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.
