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| Tenants' Guide |
| The process of renting a property can be complex and time consuming. We've broken it down into a step by step guide, explaining what happens at each stage. Of course if you have any questions, please contact us and we'll be happy to help. |
| Reservation Fee |
| A fee of one week's rent (or a minimum of £250) and a payment to cover the cost of the references is required to reserve a property and start the new tenancy application process – subject to contract and references. If you want to go ahead with the tenancy but the landlord decides to withdraw the property this will be refunded to you. However, should you decide not to proceed with the tenancy or if you are unable to provide acceptable references or fail to contact us within a week of your offer being accepted, the reservation fee will be forfeited |
| References |
| We always take references on all tenants. This will be arranged through one of the leading tenant referencing agencies. The referencing forms should be completed in as much detail as you can and returned to us as quickly as possible (preferably when the offer is made). The cost for referencing is £60 inc. VAT per person. Once this is paid, the forms will be sent for processing. |
| Guarantors |
| If the reference company advises that a guarantor is required for the tenancy then the guarantor will also need to complete a reference form and return it to us. There is no charge for the referencing of the first guarantor, but if a further guarantor is requested there is a charge of £60 inc. VAT. Please note: the guarantor will be jointly and individually liable for the payment of rent and all the terms and conditions in the tenancy agreement, should the tenant default. |
| Tenancy agreement |
| Our tenancy agreements are carefully drafted to be balanced and fair to both tenant and landlord. It’s usually a one year contract unless otherwise agreed with the landlord. An administration fee of £95 inc. VAT will be charged for drafting the initial tenancy agreement, with a further £60 inc. VAT should the tenancy be renewed. |
| Joint tenancy agreement |
| Joint tenants signing a tenancy agreement will be jointly and severally liable for the tenancy. This means the property is let to all named tenants and if one decides to leave before the end of the fixed term the other tenants will still be responsible for paying the rent. |
| Stamp duty land tax |
| From 1st December 2003 it became the tenant's responsibility to pay the Stamp Duty Land Tax. However, from 3rd September 2008 to 2nd September 2009 this only applies to tenancies where the rent is more than £175,000. |
| Deposits |
| Normally a deposit equal to 6 weeks' rent will be held during the tenancy against any damages or rent arrears. We usually hold this as stakeholder subject to the rules of the Tenancy Deposit Scheme. You will be informed if this is not the case. Your landlord will be responsible for the cost of preparing an Inventory and the cost of the “check in” at the commencement of the tenancy. You will be responsible for the cost of the “check out” report. A report will be prepared and any deductions assessed. Only when both landlord and tenant agree will the deposit be released. If agreement cannot be reached, the matter will be referred to the Tenancy Deposit Scheme, a scheme developed to ensure that the deposits held by agents are protected and that disputes about their return are resolved swiftly, inexpensively and impartially. |
| Payments |
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You will be given an statement for the money due and payment to us will need to be in cleared funds before the start of the tenancy. Payment may be made by bank transfer, banker’s draft, credit or debit card (credit card payments are subject to a fee). You are liable to pay rent from the start date of the tenancy, even if you moved in after that date. Subsequent rental payments can only be accepted by standing order. Neither monthly cash nor cheque payments will be accepted. Where there are joint tenants, you will need to set up a joint bank account so the rent is received from one account.
Please note: We cannot release keys to a property unless all initial funds have cleared, standing orders are completed and contracts signed and returned to us. |
| Property Services |
| It is your responsibility to notify the appropriate utility companies i.e. gas, electricity, council tax, telephone when you move in and move out. At the end of the tenancy you will have a lot to organise. Some things we can help with such as cleaners, gardeners, window cleaners and removal companies. Simply contact our Property Management department at management@danielcobb.co.uk and they will be able to help you. |
| Inspections |
| At the start of the tenancy you will be advised who is responsible for the management of the property. If Daniel Cobb are managing the property, we will carry out inspections on a regular basis to ensure that the property is in good repair. We will notify you when an inspection is due. |
| Faults and repairs |
| If there’s a problem at the property you must inform the landlord or their managing agent immediately. Failure to do so may result in more damage and you may be held partially responsible. If repairs are carried out and it is discovered that the problem arose from misuse by the tenant, you will be responsible for the cost of the work. |
| Insurance |
| The landlord will be responsible for the building's insurance and insuring any items that have been left in the property prior to letting. It is your responsibility to insure your own belongings. |
| Ending the tenancy |
| At least two months before your tenancy is due to end we will contact you to discuss your options and explain what the process is. If you wish to leave before the end of the tenancy agreement, please check the terms of your agreement. If you vacate the property early and do not give notice under the terms of the tenancy agreement you will remain responsible for the rent. |
| Leaving the property |
| You must leave the property on the agreed date or the last date of the tenancy. An appointment will be made with you to meet the inventory clerk/landlord for the check out. The inventory clerk/landlord will take meter readings and collect all sets of keys. Details of a forwarding address and telephone number will be required in order to forward on the balance of the deposit. Please note that it is your responsibility to arrange for your mail to be forwarded. |
| Additional charges |
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Occasionally there are times when additional charges will be levied. A summary of theses charges are below:
Purchasing - If we buy or arrange to have bought items for the property either at your request or because a replacement is required as a result of your actions we will charge £50 per hour (or part thereof) inc. VAT. Property Sitting - If we are required to attend the property on your behalf to receive deliveries, provide access to tradesmen or to meet representatives of utility companies we will charge £50 per hour (or part thereof) inc. VAT. Copy Documents - Should you ask us to provide copy documents a charge of £2.50 will be made for each document subject to a minimum charge of £10 including VAT. Arrears & Payments - If you fall behind with your rent payments and you normally pay your rent to us, we will contact you to arrange for settlement. If we have to chase payment again we reserve the right to charge you an administration fee of £30 inc. VAT for each letter we have to write to you. If rent payments are received from more than one account we may charge you a fee of £30inc. VAT. It is of course your responsibility under the terms of your agreement to ensure that the rent is paid in full by the due date. |
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