A TENANT S GUIDE TO RENTING Hilbery Chaplin has specialised in letting residential properties for many years and prides itself on a personal service to both landlord and tenant. This document is designed to outline our terms and conditions and tries to answer most of the questions that normally arise when a tenant is considering renting a property. Should you have any further queries, we would be pleased to assist. 1. LOOKING FOR A SUITABLE PROPERTY When you start looking for rental accommodation, you should allow a minimum of two weeks to find a suitable property, however in certain instances we can organise a tenancy within a shorter timescale. Your first step is to consider your requirements and priorities. The following are examples of the variables to be considered: The maximum rent you wish to pay (see below) How long you want to rent for Commuting time to your workplace Your need for local facilities, i.e. schools, shops, parks, restaurants Type of property you would like, i.e. house/flat; modern/period The areas in which you would like to live Whether furnished or unfurnished Public transport options It is important to recognise that your absolutely ideal property does not exist! You will have to compromise on one or more of the above. The more flexible you are, the more likely it will be that you can be settled without any undue delay. 2. AFFORDABILITY All tenants are subject to a referencing process which includes an affordability calculation. Your annual earnings (as an individual or as a couple) must be equal to or more than 3 times the annual rent. If you fall short of these figures, your application may be acceptable if you can provide a guarantor depending on the Landlord s agreement. Hilbery Chaplin can advise you further on this issue. 3. VIEWING PROPERTIES When viewing, you must consider the property carefully and ensure that you check exactly what is and is not included in the furnishings and fixtures. Page 1 of 7
Any discussions or correspondence with the owner, or our staff, are expressly deemed to be subject to application, reference and contract. A current tenant cannot speak on behalf of the landlord or ourselves. 4. APPLICATION AND CREDIT REFERENCING Once you have selected a property, we simply require you to complete an application form and to pay a tenancy application fee which includes credit referencing charges. We use a credit search agency to undertake the referencing process and this normally takes between 2 and 5 working days. They provide us with information on the following: - Voters roll registration at current or previous addresses Details of any previous bankruptcy in the last 5 years Details of other searches and financial transactions Full score information on tenant (pass or fail) Full employers reference, commencement date and salary Previous/current Letting Agent or landlord report (where applicable) Compilations and assessment of all available information Recommendation on applicants suitability for the tenancy Please note that the information supplied will be used to trace tenants who vacate leaving a property damaged or in rent arrears. We will contact you once all references and checks have been carried out to discuss potential movein dates, however, should you require an update after 5 working days (not including weekends or bank holidays) please call us on 01708 770 444 or 01277 263 444. Important: If you have a specific date or time table to move-in, this must be advised at the application stage. However, no guarantees can be given as to a move-in date until all references and checks have been satisfied. NB: We cannot under any circumstances, divulge to you any information obtained from the credit reference other than to say that it was satisfactory or not satisfactory. 5. ALL FEES The following fees are payable at various stages prior to and during the tenancy period Each occupant application fee to include credit reference, administration and contract fee - 192 The above is to be paid to Hilbery Chaplin prior to the application process. Please note that these fees are non-refundable if you, as the proposed tenant, fail the credit reference or decide not to take occupancy of the rental property. Page 2 of 7
A deposit equivalent to 6 weeks rent is required (see paragraph no.12). This is to be paid on day of completion or before together with your first month's rent. (Personal cheques need to be presented 10 days before the start of the tenancy). Lease renewal fee - 60 per tenant. This becomes payable to Hilbery Chaplin if an extension to the current tenancy agreement is required. Company Let fees to include reference, administration and contract fee - 240 Guarantor Fees if required - 36 All the figures quoted above are inclusive of VAT at the current rate. 6. PROOF OF IDENTITY Before we can process your application, you will need to provide us with proof of your identity for us to comply with the Money Laundering Regulations. Suitable documents would be a photo ID, i.e. a driving licence with photo or passport and a recent utility bill bank statement or official letter showing your current address. If applicable, we would also require an up to date VISA. 7. TENANCY AGREEMENT You will be asked to sign a tenancy agreement. You should read this document very carefully and keep a copy. If in doubt do not sign the agreement. The most frequently used tenancy agreement in the letting of residential properties is called an Assured Shorthold Tenancy Agreement. An assured shorthold tenancy is usually for an initial term of twelve months. This type of tenancy protects the landlord so that possession can always be obtained once notice is served but must allow the tenant to live in the property for not less than the initial term. Hilbery Chaplin reserves the right not to proceed with a proposed tenancy. 8. RENT DAY The Standing order must be set up for three days in advance of the rent due date to ensure cleared funds are received by that date. 9. NON-PAYMENT OF RENT Should this occur then a late rent letter will be sent to you requesting immediate payment of the overdue rent and should this not be heeded, action will be taken to recover the amount due. If the matter has to go to court you will not only owe the rent but also our additional costs, legal expenses and Court fees. 10. OUTGOINGS The tenant is responsible for all outgoings i.e. water, gas, electricity, council tax. You should also consider contents insurance for personal items within the property should the property be Page 3 of 7
unfurnished. As occupation is taken up, the necessary authorities should be informed of the date you take up occupation and your on-going responsibility for their accounts. 11. INVENTORY AND SCHEDULE OF CONDITION A detailed inventory of the property should be given to you. It is essential that the inventory is accurate as you will be asked to sign an inventory declaration upon taking occupation. Tenants will then have 5 working days to make any amendments/corrections to the inventory where needed. If no amendments are made by the tenant and returned in writing to one of our branches, within the allotted time frame, the inventory will be deemed as accepted as read. Tenants will thereafter be held liable to return the property in the same condition as detailed on the inventory. 12. DEPOSIT We require tenants to provide 6 weeks rent as a deposit during the tenancy. The deposit, if held by us, will be protected by The Tenancy Deposit Scheme and will be refunded at the end of the tenancy, less of course any damage etc. Deposits will be returned ASAP after the property has been vacated and keys returned to our office. No interest is paid on deposits held. If pets are allowed by the Landlord an individual clause will be included in the agreement. 13. ELECTRICITY AND GAS SUPPLIES These are the tenant s responsibility. At the commencement of a tenancy, you should contact the relevant companies notifying them of your occupation. 14. GAS SAFETY REGULATIONS 1994 ANNUAL GAS SAFE INSPECTIONS Gas heating systems must be checked regularly. By law, a Gas Safe approved contractor must inspect each gas appliance in a property every 12 months; the cost of the inspection is the responsibility of the landlord. Hilbery Chaplin will hold a Certificate of Gas Safety and a copy will be provided for the tenants. 15. RATES Our standard lease provides that the tenant is responsible for the payment of water rates. Some properties are on a water meter. You will need to contact the relevant authority to arrange for connection. 16. TELEPHONE Tenants are responsible for any connection or re-connection charge and should contact the relevant company to have the telephone changed to their name. Page 4 of 7
17. HOUSE AND CONTENTS INSURANCE The landlord will insure the property and landlord's contents. Tenant s contents are not covered by the landlord's insurance. Hilbery Chaplin can provide information for tenant s contents insurance if required. 18. COUNCIL TAX This is the responsibility of the tenant. You need to advise the Council Tax Office of the date you move in. Our experience shows that they are now very efficient and will track tenants from property to property for recovery of tax. As Letting Agents, Hilbery Chaplin are obliged by law to tell the council of your occupation, previous address and your forwarding address. 19. MAINTENANCE AND GROUND RENT (LEASEHOLD PROPERTIES ONLY) The landlord is normally responsible for both the maintenance and ground rent charges. 20. CLEANING/GARDENING The tenant must leave the house in a clean and tidy condition at the end of the tenancy. The garden should also be left in neat order according to the season of the year. If this is not the case, then the tenant is liable to deductions from their deposit to cover cleaning and gardening costs. All dilapidations and associated costs will be agreed at the end of the tenancy. 21. PETS Our standard lease precludes pets of any kind except upon written consent. See paragraph 12 for further information. 22. INSPECTION The lease allows Hilbery Chaplin to carry out inspections of the property to ensure that it is being kept in the manner laid down in the tenancy agreement. Our management visits will include investigation of defects, which come to our notice or are clearly and adequately brought to our attention by the tenant. We would normally write informing you when these inspections are likely to take place. 23. FAIR WEAR AND TEAR The tenancy agreement allows for the tenant to have free and unabated use of the property. The landlord accepts that there will be normal wear and tear to the property, fixtures and fittings. If something has been maliciously damaged the tenant will be held responsible. 24. MAINTENANCE Contact information will be supplied to the tenants on occupation for any items that need repair during the tenancy. Page 5 of 7
25. NOTICE TO QUIT The lease will bind the tenant for the initial minimum period. Should you wish to end the tenancy, you must give Hilbery Chaplin Lettings the appropriate notice in writing, letting us know when you wish to vacate. Our address is: Hilbery Chaplin 86 Market Place Romford Essex. RM1 3HQ Email: management@hilberychaplin.co.uk If the landlord should require possession then two months notice must be provided by the landlord. 26. VACATION On the day that you vacate the property you should: Please note that your tenancy only ends when all the keys to the property keys have been returned. Be warned. You are responsible for the property until the end of the tenancy even if you vacate early. If vacant, the property should be left secure and during the winter months, the heating must be left on at an appropriate level to prevent frost damage. 27. EARLY TERMINATION If you wish to terminate a fixed term tenancy earlier than the end date of the agreement currently in operation, and if, at his option, the landlord agrees to an early release, the following terms will apply: a) To be responsible for the rent and utilities until a new tenant is found and they have moved in. Your deposit to be returned after you vacate, minus any possible dilapidations from the original inventory. b) Payment of a charge for the breaking of the contract to cover the administration expenses of our contractual costs to the landlord for the remainder of the tenancy term and the setting up of a new tenancy. If requirements a) and b) are not fulfilled you will be liable for the total remaining rent. If all requirements are fulfilled you will be charged rent up to the day new tenants take occupancy and your deposit will be forwarded to you after that date, minus any dilapidations from the original inventory. The landlord has the right to insist that the terms of the Tenancy Agreement are completed in full. Neither Hilbery Chaplin, nor any associated estate agency has the right to agree either of the above options. 28. OUR MANAGEMENT SERVICE Page 6 of 7
If the property is fully managed on behalf of your landlord, it will be within the personal control our Property Management Administration Team, all of whom have had considerable experience working in Property Management. You can rest assured that when you choose to rent from Hilbery Chaplin Property Management you are in safe, professional hands. For your peace of mind Hilbery Chaplin are bonded members of the Association of Residential Lettings Agents (ARLA) and are required to abide by a strict code of conduct. Should you have any reason to make a formal complaint it will be dealt with expeditiously in accordance with our complaints handling procedure and if we are unable to resolve your complaint to your satisfaction we are members of The Property Ombudsman scheme who provide an independent review system and we are bound by their decision. Page 7 of 7