Tenant Information Guide
Tenant Information Guide
Information for Tenant
Our list of available properties is available on our website. You can request a viewing from the property page, and our agent will be glad to show you around. If you’re abroad or unable to view the property in person, you can request a Virtual Viewing.
If you find a suitable property, don’t delay your offer as it might be secured for let by someone else on the same day!
When making an offer, you’ll need to pay us a one-week holding deposit to reserve the property. The holding deposit indicates your serious interest, enabling the landlord to proceed confidently. This deposit will be deducted from the first month’s rent due.
Should you withdraw from the proposed letting, through no fault of the landlord or the agent, all or a portion of the ‘Holding Deposit’ may be retained to cover any reasonable costs (which will be outlined in full). None of the Holding Deposit will be retained if the Tenant’s withdrawal is due to a breach of the proposed letting agreement by the landlord or managing agent.
Once the holding deposit is paid, we will initiate the tenant referencing process. This background check ensures that you are a reliable tenant suitable for the property. Generally, we will carry out a right to rent check, income check, credit check, and collect previous landlord references.
Here are a few examples of the documents required during the process:
- ID and biometric residence card
- Income (for UK income earners)
- Employer Reference
- Address history from the past three years
- Previous Landlord Reference
UK income earners will need to earn 2.5 times the rent to pass referencing. Otherwise, we will require full contract rent payment upfront or a UK Guarantor for the rent.
Full-time students without a UK income will generally need to pay the full rent upfront. For example, a 12-month contract will require payment of 12 months rent in advance before the contract start date.
Tenants must complete the referencing process within 7 days; otherwise, we will consider it as a withdrawal from the offer, and the full holding deposit will be retained. The property will then be remarketed for other potential tenants.
Both the Landlord and tenant/s must sign a tenancy agreement before the tenancy commences. This legally binding document outlines the terms and conditions of your tenancy, including the rent amount, duration, and responsibilities of both the landlord and tenant.
Generally, we will arrange for an Assured Shorthold Tenancy Agreement regulated by the Housing Act 1988. This is the most common form of tenancy agreement in the UK.
There are exceptions where we cannot issue an AST agreement for a tenancy, in which case we will arrange a license or non-housing act agreement. For example:
- the rent is more than £100,000 a year
- the rent is less than £250 a year (less than £1,000 in London)
- it’s a business tenancy or tenancy of licensed premises
- the property is a holiday let
We will issue you with a draft tenancy agreement which we ask you read very carefully. Should any questions arise regarding this legal document, we advise you to seek independent legal advice. If you require a sample tenancy agreement template, please don’t hesitate to ask for a copy.
The deposit and the first month’s rent are due upon signing your tenancy agreement.
In the UK, your security deposit must be protected under a government-approved tenancy deposit protection scheme. This ensures the fair handling of your deposit and provides a dispute resolution service in case of disagreements between tenants and landlords. If you have a fully managed AST tenancy with us, your deposit will be registered and held under the TDS Custodial Scheme. Our membership number is EW26174.
A detailed inventory check will be conducted before you move in. This document records the condition of the property and its contents. Make sure to carefully review and agree with the inventory report to avoid any disputes when you move out.
The tenant’s obligations will be outlined in your tenancy agreement. Here are a few examples of your responsibilities during the tenancy:
Payment of Rent:
Pay your rent as set out in the payment schedule on your tenancy agreement.
Payment of Utilities Bill and Council Tax:
You must register your own electric, gas, heating and cooling, water and council tax account within 30 days of your move-in and arrange payments to the suppliers and council.
If you need assistance in bill management, we recommend signing up for our serviced apartment package. Your dedicated account manager will handle all bill payments.
Maintaining the Property:
You must look after your home responsibly. You will be required to:
- Carry out minor repairs yourself, such as changing fuses and light bulbs
- Keep your home reasonably clean
- Avoid causing damage to the property and ensure your visitors don’t cause any damage
- Use fixtures and fittings properly, for example, not blocking a toilet by flushing something unsuitable down it.
Reporting Issues:
You must report any repairs to us as soon as possible.
Forwarding Mail:
If you receive any mail/letter addressed to the landlord, you must forward the letter to our agency within a reasonable time.
Insurance:
You will need to insure your own belongings throughout the tenancy.
We will contact you 2-3 months before the end of your fixed term to discuss your future plans and renewal options. Please let us know at least 2 months in advance of your contract expiry date whether you would like to extend your tenancy or end it at the end of the contract term.
To terminate your tenancy, you are usually required to give us at least one month’s notice in writing, unless otherwise specified in your specific tenancy agreement. For example: if you wish to end your tenancy at the end of a 12-month contract, you are required to give us notice by the 11th month of your tenancy. Otherwise, we will consider the tenancy to continue on a monthly periodic basis, and you will continue to be liable for rent.
If you wish to terminate your tenancy before the end of the term and the landlord agrees, you will be responsible for the rent and all terms on the contract until a replacement tenant is found. Additionally, you will be liable for the repayment of the pro-rata commission paid by the landlord in advance for the unexpired portion of the tenancy and the administration fee incurred for the change of tenancy, unless you are exercising a break clause contained in your tenancy agreement.
At the end of your tenancy, all keys must be returned at the point of check out, and no further access to the property will be allowed. A check-out inspection will be carried out by an independent inventory clerk. The check-out report will then be forwarded to you for review. The condition of the property and its contents at the end of the tenancy is then compared with the check-in. 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. A deposit return schedule will be prepared, and your deposit will be returned to you via TDS once both the landlord and you have reached an agreement on deductions or damage claims, if applicable.
It is your responsibility to close all utility accounts and council tax and settle the final bills upon check-out. Please note the meter reading on the day of your check-out, as you will need to provide your supplier with the final meter reading. Our inventory clerk will also note down the meter reading on your check-out report, where the meter is accessible. You will need to keep a copy of the final bills and send us a copy to prove that your account is closed and settled until your tenancy end date.
