By the time you will be reading this you will have decided to take up a rental property via ourselves. Firstly, we do appreciate that this can be a very stressful and fraught time for you, and we do assure you that we will do everything in our power to make this process as easy as possible. However, we do need to bring to your attention a few things, particularly with regard to referencing.
Holding Deposit:
The equivalent of 1 weeks rent which will be deducted from your first months rent.
Security Deposit:
Your security deposit will be due, along with your first month’s rent, prior to your tenancy start date. The deposit will be equivalent to five weeks rent which will be held with the Deposit Protection Scheme (DPS). You will receive all information upon signing your tenancy agreement relating to your deposit. (Please allow for registration time with the DPS).
Rent:
Your rent will be agreed upon application for the property. Rent is to be paid monthly by standing order unless otherwise agreed. There must be only one standing order per property. Please note that the rent date cannot be changed without consent of the landlord and arranging any outstanding monies to be paid. You may be asked to pay your tenancy term upfront should it be required due to referencing.
Insurance:
You may or may not already be aware of this, but the landlords contents insurance will not cover your belonging. Which is why we recommend taking out contents insurance to ensure that you belongs and valuables are covered. However, it will be mandatory to take out Tenant Liability Insurance. This insurance will help add another layer of protection to your deposit. UK Tenant Data aren’t a one trick pony, they not only do referencing checks, but they will also contact you to help set this up for you.
All tenancies granted are ‘Subject to Contract’ and the receipt of satisfactory references. With regard to references, please note that these can take up to 14 days to be processed by UK TENANT DATA, our referencing agency, from the date of us receiving completed application forms from you. However, the speed of the return of your references does depend very much on the quality of information you provide and the speed at which your referees respond to UK TENANT DATA.
Please bear in the mind that in certain circumstances a Guarantor may be required. If this is the case, we will explain fully who this is required and will provide the necessary documentation.
We will inform you as soon as your references have come through. With this in min, we strongly advise you not to make definite arrangements with removal companies etc, and we cannot be held responsible for any financial loss etc arising from this.
We shall require cleared funds no later than the day your tenancy commences. We shall require from you 1 months rent in advance and a deposit, which is the equivalent to 5 weeks rent. (Please will you note that a deposit is repayable at the end of the tenancy subject to the property being left in a satisfactory condition, fair wear and tear accepted.)
Should you decide to leave before the end of your tenancy you will be responsible for rent payments until another satisfactory tenant is found, or until the end of the tenancy, whichever come first. Unfortunately, you will still be responsible for the payment of the Landlord’s costs in finding another tenant (i.e. our fees). This will be discussed and agreed with you at the time.
All tenancies are subject to satisfactory references.
Please note that unless otherwise agreed, all our Assured Shorthold Tenancy Agreements and Company Tenancy Agreements are for a minimum period of six months and their terms are non-negotiable. It is important to know that when you wish to vacate, having completed the fixed period, you will be required to give a month’s notice, which must always commence from the anniversary of the date that you moved into the property. A draft copy of the tenancy agreement is provided along with the application for tenancy forms for your information. Should you have queries regarding the Agreements, please seek independent legal advice prior to signing the tenancy agreement.
If your application for tenancy is declined, or you have to withdraw for whatever reason, we are not able to accept any liability or responsibility for any costs suffered by applicants. Cliftons and Butlers Limited also reserves the right to refuse any application without giving reason.
All tenancy agreements must be signed by all parties, well in advance of the day on which you are moving in. Should it be necessary to post you your tenancy agreement/Guarantee form, it will be sent to you via guaranteed next day delivery. It must be returned to us by the same method at your own expense. We will draw your attention to the fact that should the tenancy agreement/Guarantee form not be received by us prior to the date you wish to move in on, you may not be able to take up the tenancy on the chosen date. Please also note that all parties to the tenancy, including guarantors must have signed the tenancy agreement prior to it commencing, or be present to sign the tenancy agreement at check in. Failure to do this may result in us not being able to release keys as it is a legal requirement that all parties to a tenancy agreement sign it before the commencement of the tenancy.
All the tenancies are for the parties named on the tenancy agreement only, and are binding on all the parties ‘Jointly and Severally’. Should you decide to introduce another party to the property after the tenancy agreement has commenced, permission must be sought from your Landlord/us. We reserve the right to charge this party for taking up references and preparing a tenancy agreement.
Rent is to be paid monthly by standing order unless otherwise agreed. NB, only one standing order per property. Please note that the rent date cannot be changed.
We do ask that tenants ensure their belongings under their own contents policy, which must include accidental damage to Landlords contents (proof of policy will be required at the commencement of the tenancy).
Your deposit will be held in one of the schemes backed by the government, under the terms of The Housing Act 2004. Full details of the given scheme will be given to you upon signing your tenancy.
Q: Can you hold the property for me until I have paid?
A: NO, unfortunately do not hold properties until we have received the holding deposit. Once we have received this payment we will stop and cancel all future viewings. However, tenants are advised that sometimes a landlord instructs more than one agent, or even tries to let the property themselves, and we have no control over this happening.
Q: Do we pay a renewal fee every time the contract is renewed?
A: YES, there is a £50 (including VAT). This will NOT be per person, but per contract. Should you there be any changes to the contract, i.e. change of name due to marriage (or any other reason) or permission has been granted to have a pet, these will be added to the tenancy, but you must inform us of these changed prior to the new Agreement being drawn up.
Q: Do we need to pay any additional fees if we find a replacement for a house mate moving out?
A: YES, this new person will need to go through the same checks you did and for this there is a charge. Should this person fail and is unable to move in, the tenants who remain in the property will be responsible for paying the rent as a whole.
Q: Once I pay my holding deposit am I guaranteed to move into the property?
A: NO, All tenancies granted are ‘Subject to Contract’ and the receipt of satisfactory references. With regard to references, please note that these can take up to 14 days to be processed by UK TENANT DATA, our referencing agency, from the date of us receiving completed application forms from you. However, the speed of the return of your reference does depend very much on the quality of the information you provide and the speed at which your referees respond to UK TENANT DATA. We will inform you as soon as your references have come through. With this in mind, we strongly advise you not to make definite arrangements with removal companies etc, and we cannot be held responsible for any financial loss etc arising from this.
Most importantly, we really do understand what a stressful time moving home is. We are also human beings and don’t like being given verbal abuse when things don’t go to plan, which can sometimes happen. Our job is a difficult one and we only really want to help you move home as quickly and as easily as possible.
Should you decide to leave before the end of your tenancy you will be responsible for rent payments and all bills until another satisfactory tenant is found, or until the end of the tenancy, whichever comes first. Unfortunately, you will still be responsible for the payment of the Landlord’s costs in finding another tenant (i.e. our fees which is 50% of the monthly rental, plus an cost with regards to an inventory). This will be discussed and agreed with you at the time.
Please note that unless otherwise agreed, all our Assured Shorthold Tenancy Agreements and Company Tenancy Agreements are for a minimum period of six months and their terms are non-negotiable. It is important to know that when you wish to vacate, having completed the fixed period, you will be required to give a month’s notice, which must always commence from the anniversary of the date that you moved into the property. A draft copy of the tenancy agreement is provided along with the application for tenancy forms for your information. Should you have queries regarding the Agreements, please seek independent legal advice prior to signing the tenancy agreement.
If your application for tenancy is declined, or you have to withdraw for whatever reason, we are not able to accept any liability or responsibility for any costs suffered by applicants. Cliftons Estate Agents Limited also reserves the right to refuse any application without giving reason.
All tenancy agreements must be signed by all parties, well in advance of the day on which you are moving in. Should it be necessary to post you your tenancy agreement/Guarantee form, it will be sent to you via guaranteed next day delivery. It must be returned to us by the same method at your own expense. We will draw your attention to the fact that should the tenancy agreement/Guarantee form not be received by us prior to the date you wish to move in on, you may not be able to take up the tenancy on the chosen date. Please also note that all parties to the tenancy, including guarantors must have signed the tenancy agreement prior to it commencing, or be present to sign the tenancy agreement at check in. Failure to do this may result in us not being able to release keys as it is a legal requirement that all parties to a tenancy agreement sign it before the commencement of the tenancy.
All the tenancies are for the parties named on the tenancy agreement only, and are binding on all the parties ‘Jointly and Severally’. Should you decide to introduce another party to the property after the tenancy agreement has commenced, permission must be sought from your Landlord/us. We reserve the right to charge this party for taking up references and preparing a tenancy agreement.
We do ask that tenants ensure their belongings under their own contents policy, which must include accidental damage to Landlords contents (proof of policy will be required at the commencement of the tenancy).
Finally, and most importantly, we really do understand what a stressful time moving home is. We are also human beings and don’t like being given verbal abuse when things don’t go to plan, which can sometime happen. Our job is a difficult one, and we only really want to help you move home as quickly as easily as possible.
Cliftons and Butlers Estate Agents is an Introducer Appointed Representative of Managing Agents Reference Assistance Services Limited, under reference Agent’s 519709 number which is authorised and regulated by the Financial Conduct Authority (FCA). See www.fca.org.uk/register for further details.
IN-HOUSE COMPLAINTS PROCEDURE
We are committed to providing a professional service to all our clients and customers. When something goes wrong, we need you to tell us about it. This will help us to improve our standards.
If you have a complaint, please put it in writing, including as much detail as possible. We will then respond in line with the timeframes set out below (if you feel we have not sought to address your complaints within eight weeks, you may be able to refer your complaint to the Property Ombudsman to consider without our final viewpoint on the matter).
What will happen next?
· We will send you a letter acknowledging receipt of you complaint within three working days of receiving it, enclosing a copy of this procedure.
· We will then investigate your complaint. This will normally be dealt with by the office manager who will review your file and speak to the member of staff who dealt with you. A formal written outcome of our investigation will be sent to you within 15 working days of sending the acknowledgement letter.
· If, at this stage, you are still not satisfied, you should contact us again and we will arrange for a separate review to take place by a senior member of staff.
· We will write to you within 15 working days of receiving your request for a review, confirming our final viewpoint on the matter.
If you remain dissatisfied, you can then contact The Property Ombudsman to request an independent review:
The Property Ombudsman Ltd
Milford House
43-45 Milford Street
Salisbury
Wiltshire
SP1 2BP
01722 333 306
Please note the following:
You will need to submit your complaint to The Property Ombudsman within 12 months of receiving our final viewpoint letter, including any evidence to support your case.
The Property Ombudsman requires that all complaints are addressed through this in-house complaints procedure, before being submitted for an independent review.
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