Letting Process for Tenants

Register
The first step in renting a property is to register your details. Contact either by phone or email. Once we have registered your details we will be able to let you know about suitable properties of the size, price range and on the available terms you have specified.
Please also check regularly for new property listings on our site.

Viewings
We will arrange for you to view any properties that we have to offer you. All viewings will be accompanied by one of our negotiators. We will always endeavour to arrange a time that is convenient to you and if necessary, outside of  our normal office hours.

Offers/Holding Deposit
We report all offers we receive on a property from a prospective tenant to the Landlord. Once we have agreed an offer with a Landlord we will require an initial holding deposit from you which is not a charge and will make up part of the balance of the deposit you pay when you move in to the property. Receipt of the holding deposit ensures that we will not entertain an offer from another party and we will assume a tenancy for you subject to satisfactory references and subject to contract, it does not guarantee a tenancy. Should you decided not to proceed with a rental after paying the holding deposit then this money will be held against costs if however the Landlord decide not to proceed with a letting to you (for any reasons other than failure of references) then the holding deposit will be refunded to you.

References
We ask that all tenants complete a reference form which is then sent on to a credit reference agency. We will inform you of the result of the credit check and your credit report will be kept on our files. Please note that due to data protection, we will not forward the report on to the Landlord or any other third party. Where (for whatever reason) you have not been able to satisfy the credit reference procedure then we will ask that a suitable guarantor be provided who will then be referenced accordingly. In the absence of a guarantor we will ask that you pay the rental term in advance.

Tenancy Agreement
Once the reference procedure has been satisfied we will draw up the appropriate Tenancy Agreement. The Tenancy Agreement used will be determined by a number of factors including; the type of property, the type of tenant, rental amount and the term. The Tenancy Agreement will be sent out to both the Landlord and Tenant in advance of the tenancy commencement date in order that it may be read, signed and witnessed and returned to our offices in good time. On the day the tenancy commences we will date and execute the Agreement and send out copies to both parties along with the appropriate notices.

Inventory
We will arrange for an independent inventory company to carry out an inventory of the property. The inventory will be agreed with you at a check-in with an inventory clerk on the day of move-in.
The cost of the inventory and check-in is normally expected to be borne by the Landlord. The tenant normally bears the cost of the check-out of the inventory at the end of the tenancy, we will advise you of the appropriate charge at the time of booking.

Deposit
As per our Terms of Business we will hold the deposit (normally 6 weeks rent) as stakeholders in a nominated deposit account. Should deposit disputes be unresolved 10 days after a tenant vacates a property then the deposit will be forwarded to the Tenants Deposit Scheme of which we are members. Should the Landlord request to hold the deposit we will inform you of this prior to you renting the property and it will be detailed on the Tenancy Agreement.

Rent
We will collect the first months rent (along with the deposit) in cleared funds prior to/or on the day of the tenancy commencement. Cleared funds can be received in the form of a bank to bank transfer, bankers draft/building society cheque or cash. Please note that if you are transferring funds allow for enough time for the funds to clear. We will not release keys or allow access to a property until we have received cleared funds.

You will be asked to complete a Standing Order Mandate for the rent to be paid after the first month.

Administration Charges
Any charges relating to your tenancy or the rental process will be detailed in the Tenant Fact Sheet and on the Holding Deposit receipt which you will receive at the time of making an offer on a property.

End of Tenancy/Renewals
Three months prior to the Tenancy Agreement expiring on the property we will contact you and may offer you the opportunity to extend the Tenancy Agreement for a further term. At this time we shall also advise you regarding any changes in the tenancy terms or proposed increase in rent. Subsequently if you wish to extend your tenancy we will issue you with a Memorandum of Agreement detailing the terms of your extended tenancy.

If the Landlord is unable to extend you tenancy or you wish to vacate at the end of the term then we will then issue you with the appropriate notices and may commence remarketing the property.

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