Starting A Tenancy
The information below should help you when moving into your property. If you do not find the answer to your query here, try our more in depth FAQ page, and if it is not there, please call us with your query and we will endevour to help you
Understanding your tenancy documents is very important and this section provides you with the important information you need as well as providing draft copies of all the tenancy documents you will provide with when you take up the tenancy……
Damp and Mould Problems
This section gives you information on the important issue relating to Damp and Condensation in properties. It is very important for you to understand what causes damp and mould problems and this page will help you ……
Murphy’s Law will dictate that if your heating or electric goes off, it will happen when you are cooking Christmas Dinner! This page gives you information on what to do if your heating or electricity goes off..
Landlords Property Access
You have the right to “quiet enjoyment of your property” but there may be times when we need to gain access……
At some point, you may want to give notice on your tenancy and this section details what you need to do to end the tenancy…..
Reporting A Repair
Repairs & Maintenance are part of a tenancy, but under the terms of your tenancy, they must be reported in writing. This page provides you with information about repairs and maintenance issues….
Your tenancy is an Assured Short Hold Tenancy, meaning that provided certain rules are met, either party can terminate the contract by way of agreement. Your tenancy assures you of your residency during the agreed fixed term provided you meet certain contractual obligations, such as paying your rent in full and on time.
Before you sign it, please read the documenation in full. Your tenancy agreement is a legal contract between you and us. It sets out the terms and conditions that we as landlords and you as tenants must both keep. We must assume that if you have signed and agreed to the terms of the tenancy, them you have read it in full and therefore you fully understand the contract and its content. It’s an important document and you should keep it in a safe place for future refeference. A draft copy of our standard tenancy agreement can be seen here.
In addition to the Tenancy Contract, there are a number of Tenancy Adendums which you will have been asked to sign at the outset of the tenancy, such adedums may include but are not limited to “Aninmals” “Decorating” “Carpet Cleaning”. You should satisfy yourself that you are happy with these adendums as they make up our enforcable Terms and Conditions of doing business with us.
Your Contact Information
It is your responsibility to ensure that any changes to your contact details (phone, email etc) during the tenancy are given to our office as soon as possible.
Unless otherwise advised, tenants are responsible for setting up the accounts for Water, Electricity and Gas as well as Council Tax. Tenants are fully responsible for the charges in respect of the any connection and consumption of water, electricity, gas and telephone where the rented premises is separately metered for these services. Tenants are fully responsible for the closure of their Utility Accounts and for the ending of their Council Tax Account. The tenancy will not be deemed as ended until we have clear evidence of the ending of all Utility Accounts and Council Tax.
Condition Report (Inventory)
At the outset of the tenancy, you will be provided with a third party Conditional Report (Inventory). This will detail the condition of the property at the time you take over the tenancy. You will be given seven days in which to make any comments about the Condition Report if you do not agree with it. If after seven days you have not responded, we will assume that you are happy with its contents. We will provide you with a copy of the original or amended inspection at the end of the tenancy for the purpose of checking out.
Routine Tenancy Inspection
We conduct routine inspection at rental properties after the first 3 months and approximately every 6 months thereafter.
The main purpose is to provide a report to the owner that you are maintaining the property and also to check for any repairs that may be required. Here’s what we look out for:
Inside the property
- Walls, light switches, doorways and doors are clean from marks and have no holes.
- The carpets are clean and stain free.
- The windows and screens are clean and intact.
- The kitchen areas are clean and oven/stove top is free of burnt on food and carbon staining.
- Shower, bathroom, toilet and laundry are clean (including tiling).
- All areas and rooms are fully accessible (not locked).
- No noticeable new damage.
Outside the property
- Where there is a garden, that the lawns are freshly cut/edged and maintained and gardens are tidy with weeds removed.
- Rubbish and lawn/garden clippings removed.
- All outside areas, garages, store rooms etc. are accessible.
Repair and Maintenance
You must report Repairs and Maintenance issues in writing. This should be done either via email, text or WhatsApp. Whilst we are happy to talk to you about any maintenance issues, we cannot instruct our maintenance people to undertake repairs until we have written confirmation of what the issue is.
Emergencies are those situations that put either the safety of the tenant at risk or the safety of the property at risk. Unfortunatly, losing the central heating during the night does not constitute an emergency.
Urgent Property Repairs
It is important to know the difference between an urgent or general repair.
Urgent items are generally those that could cause injury to a person or damage to the property, and may include:
- burst water service, blocked or broken toilet system
- serious roof leak
- gas leak or dangerous electrical fault
- flooding or serious flood damage, serious storm or fire damage
- failure or breakdown of the gas, electricity or water supply
- any fault or damage in the premises that makes the premises unsafe or insecure
No Smoking Policy
All our properties have a strict ‘no smoking inside’ policy. We have this policy because it is a costly exercise for cleaning walls, carpets, curtains, blinds due to tenants smoking and often, properties need to redocorated to get rid of the smell. Where tenants smoke outside, they must not “flick tab ends” around the garden or yard (you have to wonder what sort of person would do that!). You must put your tab ends in a container or directly in the bin, containers must be emptied regulary and must not be allowed to overfill.
We do not allow pets in any of our properties and you must get permission before bringing any animal to the property. Tenants are not permitted to “look after” a pet for friends or releatives, you have no legal right to do so and you will be in breach of your tenancy if this is found to be the case.
Noise and Disruption
It is important to note that the utmost care must be taken to ensure that you do not infringe on disrupting your neighbours with noise.
Loud music, parties or otherwise can disrupt a neighbours’ right to peace, and the quiet enjoyment of their residence.
In the case of HMO units and apartments, particular care must be taken with respect to noise due to the close proximity of other properties, usually located on the other side of the wall.
Tenants should also ensure that their visitors are not disrupting neighbours.
As a tenant your responsibility is to pay the whole amount of the rent that is due on a specific day each month. Please refer to your tenancy agreement for the details of the payment due and the relevant date.
If you do not pay your rent on time, of if you do not pay part or all of your rent, you may be served with a notice to vacate the property which may result in a very short notice period and you may also be liable for any legal costs incured by us.
If you are having difficulty paying your rent, you have a responsibility to inforrm us so that we may help you get back on track.
When you terminate your tenancy, please make sure you let Royal Mail (and others) know of your move and redirect your mail. We are not responsible for your mail and we will not forward your mail to you.
It is important to note that when your tenancy finishes you will need to return all keys given to you at the start of your tenancy and any additional copies created during your tenancy period.
You cannot change the locks during the tenancy without full written approval from us.
Misplaced keys: We do not guarantee that a spare set of keys is held for every property. If a set is held and you wish to borrow the keys for 24 hours to gain access, a security deposit will be required until they are returned.
Lost or Misplaced Keys
If you have lost or misplaced your keys after hours, it is your responsibility to call a locksmith to assist you back into the property – this is at your cost.
We suggest that you provide a copy of your key to a trusted person who lives locally to you so that when you do lock yourself out, or lose the key, you have quick and easy access to the property.
It is the tenants responsibility to take out insurance for their personal belongings, furniture etc – Landlord’s insurance does not cover contents of a property and we are not obliged to do so.
Where there is an allocated parking space, you will be advised of its usage. At no time should cars or any type of vehicle be parked on any lawns, gardens or any area not created for, or designated as a vehicle parking area. Damage to lawns and landscaping can be costly and will be billed to the tenants.
Ending Your Tenancy
If you’re thinking about vacating your property, here are some things you need to consider:
Giving notice to vacate
Can only occur when one of the parties to the tenancy agreement gives notice to the other.
If you want to vacate the property at the end of the tenancy agreement, or a date after the end of the lease, you must provide at least 28 days notification in writing of your intention to vacate and specify the date that you will leave the property.
Note: Rent will be payable until the rent anniversary or until you remove all of your possessions from the property and return all sets of keys to our office.
We will undertake a final inspection. The inventory (condition report) which you were provided with at the outset of the tenancy will make up the basis of the final inspection and final condition report. Rent will be charged until the final inspection has taken place.
Under extreme circumstances, a fixed term tenancy lease can be broken. There are penalties involved with this and at the end of the day the named tenant(s) are ultimately responsible for the lease until a new and approved resident is found, a lease break fee and the cost of advertising.
Deposit Bond claim
Where there are no property, rent or utility issues, your bond will be returned to you within ten working days. Where there are monies to be deducted from the bond, we will detail this in writing to you and you can either agree to the deductions or you can dispute them. Where you dispute them, we will put the deposit into “dispute” with the deposit holding company and they will ultimately decide the outcome. Please note that we do not hold your deposit, it is held in a government approved scheme and only they can release the funds where a dispute is in place.