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Letting
Process for managed property
>Reserving
the property
>Providing
reference details
>Deposit
in the first rental payment
>Paying the rent
>The Letting
Agreement between Landlord & Tenant
>Arranging utilities
>Provision
of keys
>Check-in
procedures
>Contact during
the tenancy
>If you have any queries
>If you need repairs
>Property inspections
>Renewing your lease
>Return of deposit
Reserving the property
When you wish to secure a property with us, we
will require a holding deposit of £200. This is to guarantee
(subject to satisfactory references) that the property is yours
whilst the process of drawing up agreements is done. There is an
administration charge of £200 should you cancel. In any circumstances
where the deposit is refundable we will send you a cheque for the
amount within 10 days.
If you proceed we will ensure that the
holding deposit is deducted from your first rental payment due.
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Providing reference details
Before you can draw up the Tenancy agreements
we will need to take references. We have to satisfy the landlord
that you are able to pay the rent and have a good character reference.
The following details will typically be required
for a reference: your personal details; your address of last 3 years,
your employment details; your banking details; your next of kin;
name of previous landlord/managing agent (if any); contact details
of someone who can provide a character reference for you.
In some circumstances we will ask for a
Guarantor to underwrite the rent. Typically this is the case when
the tenant is a student, or only been employed for a short while,
or is self-employed. A Guarantor has to be a homeowner, have a clean
credit history, be in employment or in receipt of pensions. Your
contact at Whitemews Lettings will explain more if necessary and
make the appropriate arrangements. >Top
Deposit in the first rental
payment
We take 6 week's worth of rent as deposit along
with your first rental payment. The deposit is kept by the Landlord.
The Landlord has the right to deduct monies for such things as arrears
of rent, cleaning of the property not being done in accordance with
the agreement, breakages etc. The remaining deposit monies will
be returned to you by the Landlord at the end of the tenancy. Please
note decisions on deductions will be made by the Landlord.
We encourage our landlords to arrange a
professional inventory report. This provides a record of the contents
(such as small household appliances, crockery) and the general interior/large
household appliances (e.g. fridge). An inventory report is done
both at the beginning and end of the tenancy. If a landlord does
not arrange an inventory we prepare a report called an Check-In
Report. This records the general condition of each room (the walls,
appliances, curtains, lighting etc) which will be compared against
a report done at check out stage. These reports assist the landlord
in deciding whether or not any deposit should be retained.
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Paying the rent
We prefer rent payments to be made to us by Standing Order. This
limits the administration between us and provides an accurate and
easy record for both parties. If you have not yet arranged a Standing
Order and would like to do so please contact your bank or Whitemews
Lettings. Standing Order dates must allow for the moneys to be transferred
into our Client Account and then into the Landlord's account. Payment
into the Landlord's account must at least be made by the date stated
in the Tenancy Agreement. Typically the transfer of monies from
a tenants account to landlord's will take 7 days.
Rents can only be accepted in the name of the
tenants named on the Tenancy Agreement. Where cheque is made by
post, whitemews Lettings cannot issue receipts.
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The Letting Agreement between Landlord & Tenant
You will be provided with a copy of the contract
you sign known as the Tenancy Agreement. Both you and the landlord/Whitemews
Lettings are required to sign the Tenancy Agreement. This will form
your letting contract. The agreement used is called an assured short
hold tenancy. This entitles the landlord to possession of the property
at the end of the tenancy period. Normally the Tenancy period is
for 12 months.
Where the Landlord has instructed or accepted
a break-clause, this normally provides, under a clause of the Tenancy
Agreement, a right for either the Landlord and/or the Tenant to
terminate the Agreement after 6 months - but with 2 months notice
period (8 months occupation in total). This notice has to be served
in writing by the party giving notice. Any special requirements,
such an extra item the landlord agrees to supply e.g. a bed, or
variations to the standard tenancy agreement will be listed in a
Rider document and attached to the Tenancy agreement. You should
note that the landlord does not have an obligation to carry out
pre-contact promises of furnishings or repair unless they have been
listed on the Rider attached to the Tenancy Agreement. This does
not apply to items which are required by statute or properly arise
after occupation.
Your contact at Whitemews Lettings will go through
the Tenancy Agreement with you. For reference, you'll be provided
with a copy of this once both parties have signed. Generally the
points you should note under the Tenancy Agreement are:
The Tenancy Agreement is between you and
the Landlord.
Whitemews Lettings are not a party to the Contract and are not appointed
to arbitrate its terms.
All Tenants have joint and several liability under the Tenancy agreement.
You are contracted to stay in the property for the duration stated
in the Tenancy Agreement.
The assured short hold Tenancy agreement means that the Landlord
has already served formal Notice to you to give up possession on
the date stated in the Tenancy Agreement.
Where a Guarantor has entered into an Agreement, in the event of
the Tenant not meeting the obligations under the Agreement, the
Guarantor would be liable to accept responsibility. >Top
Arranging utilities
The arrangement in almost all cases is that the
Tenant has to pay gas, electricity, telephone and local authority
council tax. Usually the Landlord pays the water rates. However
some Tenants have to pay for water (usually where there is a water
meter), and if this is the case this will be stated in the Tenancy
agreement. You should liaise with the landlord to obtain details
needed to put services in your name. Electricity and telephone services
must be applied for at least 4 working days before moving. >Top
Provision of keys
We ask the Landlord to provide a set of
keys for each tenant renting the property. Under no circumstances
are locks to be changed by the tenant without prior approval of
Whitemews Lettings. Tenants must ensure they return all keys to
Whitemews Lettings at the end of the tenancy period, otherwise monies
will from deposit money will be kept to pay for replacing locks.
Whitemews Lettings retains a set of keys which may in emergencies
be borrowed by the Tenant. A satisfactory means of identify must
be shown before keys will be handed over. A minimum deposit of £20
will be required to enable lending. Where Banham or security keys
are involved this deposit will be appropriately increased. We stress
that tenants should return borrowed keys as quickly as possible.
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Check-in procedures
We ask the Landlord to provide a set of keys
for each tenant renting the property. Your contact at Whitemews
Lettings will arrange to check you in to the property. At this stage
a report, (an inventory or Check-In Report) will be prepared to
record the condition of the property. We ask you to sign this report
to clarify that state of the property is as recorded. We ask the
landlord to ensure that the property is clean and tidy prior to
you moving in. We also ask the Landlord leave you any instruction
or appliance manuals in a binder for your reference.
Your safety under gas, furnishing and electrical regulations
The landlord is obliged to make arrangements to ensure that the
property is safe for you under gas appliances, furnishings and electrical
regulations.
The Gas Safety Regulations 1994:
All gas appliances and associated pipe work must by law be maintained
in a safe condition and be checked for safety at least every 12
months by a suitably qualified engineer. Before moving into the
property, you must be handed a copy of the last record of inspection.
Also, a record of these checks should be in the property. Similarly,
instructions for these appliances should be in the property. If
you feel that these conditions are not being complied with tell
your Landlord immediately.
The Furniture and Furnishings (Fire) (Safety)
Regulations:
Amongst other matters this Act requires that all furniture must
have a label clearly showing that it is fire resistant. Any new
or additional furniture being put into the property must also comply
with these regulations.
From the date of your occupation all correspondence
should be dealt with by your Property Manager. The contact number,
name and details of the Property Manager will be detailed in your
Tenant's Information Pack..
Please note that in the interest of all
parties concerned, Whitemews Lettings will only correspond or discuss
any matters with the parties named in the Tenancy Agreement. However,
if any party wishes to nominate another to handle their affairs,
they must provide a legal Power of Attorney document for that party
and from then on, Whitemews Lettings will only deal with this party
in substitution of the original. >Top
Contact During the Tenancy
-Only if Whitemews Lettings are managing
the property for the landlord
If you have any queries
Once you have moved in to the property,
you will receive from us (within 7 days) a binder/wallet containing
your Tenant's Information Pack. We also enclose a spare wallet for
you to file your standing order forms.
From the date of your occupation all correspondence
should be dealt with by your Property Manager. The contact number,
name and details of the Property Manager will be detailed in your
Tenant's Information Pack..
Please note that in the interest of all parties
concerned, Whitemews Lettings will only correspond or discuss any
matters with the parties named in the Tenancy Agreement. However,
if any party wishes to nominate another to handle their affairs,
they must provide a legal Power of Attorney document for that party
and from then on, Whitemews Lettings will only deal with this party
in substitution of the original.
Contents of Tenants' Information Pack:-
contact numbers you'll need for Whitemews Lettings
(e.g. your Property Manager)
copy of the signed Tenancy Agreement
inventory or Check-In Report
gas safety check (if applicable)
spare standing order forms
any service contracts relating to property
particular requirements relating to the property
a copy of guidance notes issued to tenants: how to deal with condensation,
deposits, giving notice on your lease, inspections, keys, replacing
Tenant information, reporting repairs, tenants information sheet
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If you need repairs
It is likely that repairs or maintenance will
need to be carried out during the course of your occupation. If
you wish to report a repair please do so in writing to your Property
Manager (details provided in your copy of the Tenant's Information
Pack). Normally we have authority from the Landlord to carry out
repairs up to £200. However, some landlords insist we obtain
their authority first for any repair. We appreciate that you want
the property to be in working order and try to arrange repairs as
soon as possible. However please note that before we can go ahead
we may have to gain a quote for the works from the contract repairer,
then permission from the landlord. We value your full co-operation
in gaining access to the property to carry out any works.
Whitemews Lettings do not offer an out of hours
or weekends contractor emergency service. This is because such out
of hours work can be prohibitively expensive and we do not hold
enough money in the Landlord's account to pay for this. Also in
some cases landlords wish to give specific approval prior to any
works being carried out. Your contact at Whitemews Lettings/Property
Manager can explain more about this. >Top
Property inspections
During the course of the tenancy, we will inspect
the premises to verify that the terms of the Tenancy Agreement are
being complied with. We will write or telephone to you to make arrangements
for a date. Your co-operation will be appreciated in making an appointment.
Provisions for these arrangements are included in the Tenancy Agreement. >Top
Renewing your lease
Some two months before the end of the lease, we contact you to see
if you would like to renew your tenancy. If you wish to stay on
in the property we seek approval from the landlord and make any
necessary arrangements. If the landlord does not wish to renew the
tenancy we can set about finding you alternative properties if you
wish. Please appreciate that if you are not staying in the property
we may wish to show it to other prospective tenants during your
notice period. Your co-operation with this would be much appreciated.
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Return of deposit
At the commencement of the Tenancy you
would normally have been checked in and an inventory or Check-in
Report outlining the condition of the property would have been compiled
and signed by you. At the end of your Tenancy, a similar Check-out
Report is compiled and this is where the condition and cleanliness
of the property is checked and reported back to the Landlord. Normally,
this document is referred to by the Landlord in deciding what deductions,
if any, are to be made by the Landlord from your deposit. Whitemews
Lettings cannot be involved in any decision over return of deposit
- this is between the Tenant and the Landlord. You can liaise with
the landlord about return of deposit, after the inventory or our
Check-Out report has been done. A copy of this report will be sent
to you for your reference.
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