Terms Of Business
TENANTS GUIDE TO LETTINGS AND OUR TERMS OF BUSINESS
APPLICATION TO RENT AND REFERENCES
Once you have decided you wish to rent one of our properties, we will require you to complete a tenant application form. This application form will enable us to obtain references and assess your suitability for the property/room.
In the interest of speed and efficiency we may use a financial and insurance investigating company, such as Open Rent or Advance Tenant Referencing. If the tenancy is for a company, then the referencing cost is £100 plus VAT. There is no charge for individuals.
We will require a holding fee of £150 per tenant per room to be paid if you wish to proceed. This holding fee will reserve the house/rooms for you and remove the property as “available” from our website. If you are taking the whole house each tenant needs to pay a £150 holding fee. Once the holding fee(s) and tenant application form(s) are received we mark the property as “under offer” and will cease viewings on the property while references are obtained. The holding fee is non-refundable and will only be returned in full should either ourselves or the Landlord withdraw from proceeding with the tenancy. You also agree for the holding fee to to be used towards your first rental payment.
REFERENCING
We will require satisfactory references for all tenants over the age of 18 years old that are working professionals; or if you are earning less than 2.5 times the monthly rent or a student in full/part time study, you must provide a UK based guarantor and we will then reference your guarantor. This referencing will include employment references, payslips (or accountant’s reference in the case of self- employed applicants), previous landlord reference (if applicable), bank statements, character reference (if applicable) and a full credit check.
We will also require three month’s bank statements and photographic ID (passport, new driving licence or Armed Forces ID card) we may also need a VISA if you are not from the U.K.
We reserve the right to decline this application if the references prove to be unacceptable.
Our third party referencing partners will conduct all checks. An ‘Acceptable’ pass is required for all tenants. This may be achieved with an acceptable guarantor reference. We reserve the right to decline this application if:
- One of more tenants fail to complete their tenant application form, fail to pay a holding deposit or fail to take up referencing within 7 days of accepting these terms of business: or;
- One or more tenants or their guarantors fail to achieve an ‘Acceptable’ rating.
RIGHT TO RENT
We are required by law to obtain photographic ID in the form of a passport or driving license for everyone over the age of 18 who will be living at the property. We will also require additional documents in accordance with the Immigration Act 2014 as amended by the Immigration Act 2016.
It is a condition of the Tenancy that all adult occupiers of the Property maintain a “Right to Rent” as defined by the Immigration Act 2014 at all times during the Term.
The Tenant shall, promptly on request by the Landlord, comply with such checks and provide such documents certifying the Right to Rent of all adult occupier as are reasonably required by the Landlord. Where any adult occupier has a time-limited right to rent the Tenant shall provide to the Landlord proof of their continued Right to Rent as is reasonably required by the Landlord from time to time.
The Tenant shall notify the Landlord promptly if the immigration status of any adult occupier changes such that the Right to Rent is lost.
The Tenant will be responsible for any checks required to satisfy the Right to Rent requirements under the Immigration Act 2014 in relation to any sub-letting or licence the Tenant grants, whether authorised by the Landlord or not.
DEADLINE TO AGREEMENT
Once referencing is completed you will be sent tenancy contracts to sign and a deed of guarantee for your guarantor to sign (if applicable) via online e-signature method. You have 14 days to sign these contracts, this is called the Deadline to Agreement. Should you fail to sign the contracts within 14 days you accept the landlord may re-advertise the property and you forfeit your holding deposit to cover reasonable expenses in re-advertising the property and referencing fees.
AMMENDMENTS TO CONTRACTS
Once a tenancy agreement is signed this is a legally binding document, should the tenant or any tenants named request to make any changes this is entirely at the Landlord/Agents discretion. Should there be a change in dates, tenants, guarantors or for any reason the tenancy agreement is to be amended in any way, and the Landlord agrees to the changes, the tenants will be liable for administration fees of £50 plus any other fees incurred by the Landlord or Agent in doing so. Also should the tenant or any of the tenants then fail to take up occupancy at the property or wish to no longer proceed with the tenancy, you and your guarantors will be liable for all aspects of the tenancy agreement including rent and dilapidations until formally released by the Landlord/Agent. Tenancy contracts are joint and several liability so you and the other tenants listed will be liable for all aspects of the tenancy contract as one.
DILAPIDATION’S DEPOSIT
Before you start the tenancy, you will be required to pay a dilapidation’s deposit or ‘security deposit’ upon signing a tenancy agreement or 1 month before the tenancy start date of the equivalent of one month’s rent. The deposit can be used to pay for damages to the property, including but not limited to; cleaning, painting, carpets, damaged furniture etc. You cannot use the security deposit as your last months rent. These deposits are held in accordance with the Housing Act 2004 in a relevant tenants deposit scheme. Full details of the deposit scheme will be provided in the prescribed format at commencement of the tenancy. Your deposit will be lodged into an approved scheme within 30 days of the start of the tenancy.
RENT PAYMENTS
The rent should be paid by direct debit in advance as outlined in your tenancy agreement. You must set up a direct debit mandate with us prior to starting your tenancy. We reserve the right to charge interest and fees for late payments. Failed collections / cancelled direct debits will incur a £6 charge.
If you encounter any financial problems during your tenancy it is essential that you contact us immediately.
INVENTORY AND TENANTS OBLIGATIONS
It is standard practice that an inventory will have been prepared prior to your move in and also at the end of your tenancy upon moving out. It is important that you take care and time to check this document in order to save any disputes which may arise at the end of the tenancy.
UTILITIES & COUNCIL TAX
Tenants are expected to pay council tax or provide proof of exemption from council tax should you be a student in full time education. Utilities included in your rent are gas, electric, water, wastewater, broadband and TV licence. Gas and electric are subject to a fair usage agreement which is outlined as part of your tenancy.
TENANTS CONTENTS INSURANCE
We strongly recommend that all tenants take out contents’ insurance. We as landlords are not to be held liable in any way for tenants possessions that are lost, stolen, damaged, or left and disposed of at the end of the tenancy. We are also not liable for the actions of other tenants and your possessions.
THINGS YOU NEED TO KNOW
The property is accepted as seen. Requests for additions to, subtractions from, or changes to the contents or conditions of the property must be made prior to signing a tenancy agreement.
No pets can be kept without the written consent of the landlord. We also operate a strict no-smoking policy in any of our properties.
You accept for all communication with you including the issuing of all documents to be via email and digital signature, which include but are not limited to; prescribed information, how to rent guides, tenancy contracts, licences, inventories and certificates.
All monies for a security deposit and rent must be in cleared funds. Rent is always paid in advance. You can pay by direct debit, or by debit/credit card by calling our office.
In completing a tenant application form you are providing your consent to our terms of business and agree to be bound by the terms of this agreement. You are also giving our company permission to hold data on you under GDPR 2018. Furthermore, you are agreeing that the Holding fee can be used toward your first rental payment.