TENANTS TERMS AND CONDITIONS

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1 TERMS & CONDITIONS TENANTS TERMS AND CONDITIONS All applicants MUST have a good credit history All applicants must be able to provide proof of address AND identification All properties are let AS SEEN FEES AND CHARGES ONE MONTHS ADVANCE RENT This is payable prior to the day you move into a property DAMAGE DEPOSIT This is payable prior to the day you move into the property. (See overleaf for damage deposit guidelines) ADMINISTRATION FEES Dependant on the number of persons moving into a property the following fees will apply: 1 applicant: Joint Applicants Plus additional applicants at: per head for each tenant over the age of 18 years. Guarantor fee Company let (all fees inclusinve of VAT) Please be advised that if you are on a probationary period with your employment, you will be required to have a guarantor to secure the property. The property will remain on the market for Let until we are in receipt of the application fee. The property will then be reserved for 48 hours by which time we need to be in receipt of your completed application form and all supporting documentation. Failure to adhere to this deadline may result in the property being re-marketed and the loss of your fee 1

2 THE APPLICATION FEE IS NON REFUNDABLE ALL TENANTS WHOSE EARNINGS ARE TO BE TAKEN INTO CONSIDERATION ARE TO BE IN: Full Time Permanent Employment & Earning in Excess of 15,000pa. No more than 2 combined incomes to be taken into consideration AFFORDABILITY/DEPOSIT CALCULATOR Monthly Rent Tenant Guarantor Deposit ,000 18, ,500 18, ,500 20, ,500 22, ,000 24, ,000 26,000 1, ,000 28,000 1, ,000 30,000 1, ,000 32,000 1, ,000 34,000 1, ,000 36,000 1,425 1,000 33,500 38,000 1,500 1,100 35,000 40,000 1,550 1,200 38,000 45,000 1,800 1,300 42,000 50,000 1,950 1,400 45,000 52,500 2,100 1,500 48,000 55,000 2,275 1,750 53,000 65,000 2,625 2,000 60,000 75,000 3,000 2

3 NB: Please note that should a Landlord grant permission to accept smoking or pets within a property, additional damage deposit charges are likely to be required at onset of tenancy. The above guidelines do not incorporate these additional charges and serve as a guideline only. Final and actual damage deposit payments will be confirmed once tenancy has been granted. Damage deposits are non-refundable until a final inspection of a property has been conducted at the end of a tenancy period and all utility bills have been settled. Proof of payment for the utility bills must be provided by the tenant for the period of the tenancy. Damage to any property during tenancy and subsequent deductions to repair the damage are authorised by Chelton Brown s Property Inspectors. On final inspection of a property the decision of the Property Inspector is final. APPLICATION & REFERENCING: In order for you to be referenced it will be necessary for you to complete an application form. If we are not able to proceed with the tenancy due to inadequate references the charge made for the referencing is not refundable. REFERENCING CRITERIA: Anyone needing a guarantor must have legal cover and this must be renewed annually. If a guarantor is required, we will require a witness statement signed and dated by a Solicitor to prove identification of the said guarantor. TENANCY AGREEMENT: At the commencement of the tenancy you will be required to sign a Tenancy Agreement outlining landlord and Tenant obligations. An administration charge is made for subsequent extensions to the agreement. The tenancy agreement has been executed when it is dated and signed by both parties (or Chelton Brown signing on behalf of the landlord). Up until the execution of the tenancy, either party may withdraw from the agreement. 3

4 TENANTS LIABILITY INSURANCE: It is a condition of the tenancy that you hold and maintain tenant liability cover, with a minimum cover of We can provide you with contact details of a provider, or with your permission, forward your details to the provider for them to contact you directly. Alternatively you are free to obtain your own policy. Proof of cover should be provided to us before you move in to the property being applied for. At the end of the tenancy, any damage that could have been claimed for via an Insurance Policy will have a minimum compensatory figure to the Landlord of per item, e.g. Cigarette, iron or hair straightener burns or damage to sanitary ware etc. MOVING IN: On the day that you are due to move in it will be necessary to visit our office in order to sign the Tenancy Agreement and pay your initial monies if you have not already done so, which are detailed as follows: - One months rent in advance - Damage deposit - PAYMENT OF INITIAL MONIES MUST BE BY BANKERS DRAFT, BUILDING SOCIETY ISSUED CHEQUE OR DEBIT CARD. INVENTORIES: Details of the property contents and a schedule of condition will be prepared. This document will form the basis for any deductions from your damage deposit and should be checked with care. Any points about the inventory with which you disagree must be brought to our attention within seven days of the commencement of the let. DAMAGE DEPOSIT: Deposits are payable on all tenancies and unless otherwise stated are held by ourselves in the capacity of Stakeholder between the parties. All deposit funds are held in Chelton brown Ltd. bonded client account. No interest is payable to the tenant. Chelton Brown Ltd., are members of The Dispute Service and any disputes relating to return of deposit funds can be referred. The Dispute Service Ltd., P O Box 541, Amersham, Bucks HP6 6ZR Tel: Web site: Please advise us of your forwarding address at the end of your tenancy. We require copies of your final gas, electricity, water, telephone and council tax bills once they have been receipted. We will not return your deposit until these have been received. Any works arranged by Chelton Brown Ltd as a result of issues raised at the final inspection will be subject to an administration fee equal to 20% plus VAT of the works invoiced 4

5 TENANTS OBLIGATIONS: Charges will be made as detailed below with regard to the following actions:- - Renewal Fee inc vat for 6 months inc vat for 12 mths - Periodic Tenancy Subject to landlord consent inc vat Payable in advance of the renewal or can be paid via standing order at per month for 6 months or per month for 12 months (Not available for periodic) - Dishonoured cheque per cheque inc vat - Overpayment of rent non cancellation of S/O inc vat - Tenancy property visit re-arranged inc vat - Tenancy final inspection re-arranged inc vat Minor maintenance such as replacing light bulbs, fuses, tap washers, clearing gutters and drain blockage etc., are the responsibility of the tenant. It is particularly important that the property is secured and that reasonable steps are taken to avoid the freezing of pipes when absent. It is important to note that the tenant will be bound by the terms and conditions of any head lease covering flats in managed blocks. When you vacate please arrange for your mail to be re-directed, we will not forward it! During the last month of your tenancy we will be arranging viewings for potential tenants. We usually write to advise you of a time and date of an accompanied viewing, you need not be present for this viewing. It is your responsibility to maintain the garden. If a lawnmower is provided, check it is in good working order before the growing season commences. If you have difficulty keeping the garden tidy we will be able to give you the telephone number of a gardener. MAINTENANCE & REPAIRS: You may only report repairs to us that are the Landlords responsibility, please call and ask to speak to your Property Manager. The Property Management department is open between 9.00am and 5:30pm Monday to Friday. ACCOUNTS AND ANY OTHER QUERIES: We have a dedicated team to look after the management of your tenancy. Once you have moved into the property you may contact the team on with any queries relating to your tenancy. The accounts department is open between 9.00am and 5.00 pm Monday to Friday. UTILITIES: You are responsible for all utilities including the Local Council Tax until the end of the agreed tenancy term. 5

6 Your consent Please note the following permissions which we need you to provide in relation both to the information you enter on this form when you register with us and of your residence at an address let to you under our agency. By agreeing to the terms outlined, you indicate your consent to your personal information being passed to Utility Service Providers who will attend to the continuity of your energy and service supply. By agreeing to the terms outlined, you indicate your consent to receiving marketing, telephone marketing, postal marketing and or text messages from said Utility Service Providers. I confirm I have read and understood the above information, including the privacy notice, and consent to comply with the terms outlined. Privacy notice For the purposes of the Data Protection Act 1998 (the Act ), the data controller is Chelton Brown Ltd, 4-5 George Row, Northampton NN1 1DF We use the personal details that you submit to provide you with our services. You may give us personal details about you by filling in this form or by corresponding with us by phone, or otherwise. In addition to the information you give us on this form, we may also collect additional information (for example, details of your property, current energy providers) as necessary to provide our services and to deal with your queries. Disclosures of your personal details We may pass your personal details to selected third party service providers to enable them to provide you with energy and other utility services that you request. We may also share your information with: (i) credit reference agencies and other companies for use in credit decisions, for fraud prevention and to pursue debtors; and (ii) other third parties (including law enforcement bodies and Government agencies) if we are under a duty to disclose or share your personal details in order to comply with any legal obligation, or to defend or exercise our legal rights. If you have not been approached by a Utility Service Provider within 4 weeks of the commencement of the tenancy please contact Chelton Brown as a matter of urgency. Marketing information We would also like to use your personal details: (i) to tell you about other goods and services that we offer that are similar to those that you have already asked us to provide or have enquired about; and (ii) to provide you, or permit selected third parties to provide you, with information about goods or services we feel may interest you. Those third parties include Utilities Service Providers. For the purposes of the scheme utilities includes gas, Electricity, Water, Council tax and Telecommunications. 6

7 Accessing your information The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of 10 to meet our costs in providing you with details of the information we hold about you. Please send any questions, comments, complaints or requests regarding this privacy notice to: TELEVISION LICENCE: It is the responsibility of the tenant to maintain a valid television license for the property. TELEPHONE CONNECTIONS: In new builds, a telephone connection is unlikely to be connected and ready for use as BT will not issue lines to builders. Please check this prior to moving in Landlords and Builders will not take responsibility or liability for any connection charges, this will be the sole responsibility of the tenant. AGENTS OBLIGATIONS: This is dependent upon the service that we provide the Landlord (i.e. Full Management, Tenant Introduction or Rent Collection). You will be notified of this at the commencement of your let. PROPERTY VISITS: If the property is managed by ourselves we are obliged to conduct periodic inspections. The purpose of these visits is to check the condition of the property, to examine any repairs which have been completed and report to the Landlord. You will be written to at least 24 hours prior to a visit, you do not need to be present as we hold a master keys to gain access. We will take photographs and prepare a report at these visits. These photographs and reports are for the benefit of you, the Landlord and us as Agents. They will not be used in the public domain. ADDITIONAL CHARGES: Return of rent when s/o not cancelled Dishonoured cheque per cheque Outgoing tenant reference Extra copy of inventory Extra copy of tenancy agreement Tenancy property visit cancelled Tenancy final inspection cancelled All Charges inclusive of VAT. Chelton Brown reserves the right to review their charges. 7

8 CREDIT ASSESSMENT APPLICATION FORM: The Tenant Assessment Application Form in this pack is required to be completed and returned to us so that references can be applied for. When filling in the form please use black ink and write in capitals. The notes below will help you with the information that we require in order to proceed with your application. It is essential that all the information requested is supplied and the form fully completed and legible, to avoid unnecessary delay. When completing the reference application form, you will need to have the following information / supporting documents with you. The full address of your current property, including the post code Your bank details including account no. and sort-code If less than three years at your current address, a list of all addresses for the last three years with post codes and dates of occupation The full company name, address and post code of your employer (if applicable) Telephone and fax number for your employer s personnel department (please note that mobile numbers are not acceptable for employers) A contact name / company name, address, telephone and fax number of current letting agent or landlord (if applicable) All telephone and fax numbers given must include the full area code. You must provide photographic identification in the form of either passport or driving licence. You must provide payslips to show earnings for the past 12 weeks. i.e. 12 pay slips if weekly paid and 3 if monthly paid. You must provide two proofs of your current address from two different sources. These must be not more than 3 months old. 8

9 For this purpose we will only accept Utility / Council Tax / Telephone / Recent Home Service Providers Bill / Current Mortgage Statement / Current TV Licence / Current Tenancy Agreement signed & Dated within the last 6 months accompanied by the Signed & Dated Certificate of Registration) as documentary proof. Please note that bank statements, DSS / Pension pass books, benefit vouchers are not acceptable as proof of residency. Please ensure that ALL referees you have provided have been advised that they will be contacted by a referencing agency. IMPORTANT NOTICE FAILURE TO SUBMIT A COMPLETE AND ACCURATE ASSESSMENT FORM WILL DELAY RENTAL OF A PROPERTY. PROPERTIES CANNOT BE LET UNTIL A SATISFACTORY CREDIT ASSESSMENT HAS TAKEN PLACE. If you have taken out Legal Protection due to requiring a Guarantor, this will need to be renewed at the end of the tenancy term. The renewal fee of 75 will not be charged as an additional fee in these circumstances unless the renewal is for a 12 month term. I CONFIRM THAT I HAVE READ AND UNDERSTOOD THE ABOVE TERMS & CONDITIONS AND ACCEPT THE CHARGES AS OUTLINED. I CONFIRM THAT I HAVE RECEVIED A COPY OF THE: HOW TO RENT CHECKLIST CURRENT EPC CERTIFICATE GAS CERTIFICATE (IF APPLICABLE) Printed:... Signed: Date: Signed: Date: Signed: Date: 9

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