Tenants Guidance Notes

1. Viewing Arrangements

All viewings are by pre-arranged appointment. We are able to accompany you on viewing at a property during our normal office hours, otherwise viewings will be arranged with the Landlord or the current tenant at their convenience.

2. Application for a Tenancy/References

Applicants wishing to take up a Tenancy will be required to complete a confidential application form to provide personal and financial details. It is essential that you have all the information and supporting documents with you when completing the form. You will need:

• The full address of your current property including the postcode.
• A contact name, address and telephone number of current letting agent or Landlord (if applicable).
• If less than three years at your current address, a list of all addresses for the last three years with postcodes and dates of occupation.
• The full company name, address and postcode of your employer (or accountant if you are self employed) along with a contact name, telephone/fax number or email address.
• Your bank details including account number and sort code.

The completed application form will be forwarded to a credit rating agency for grading and we normally receive a reply within 3 working days. A charge of £40.00 + VAT will be made per applicant. Should the applicant require a guarantor, there will be an additional fee of £25.00 + VAT to process each guarantor. Should the Tenancy not proceed after references have been checked, the charge is NON-REFUNDABLE.

PLEASE NOTE THAT THE REFERENCE AGENCY REQUIRE HOUSEHOLD INCOME TO BE AT LEAST £10,000 PER ANNUM FOR EACH £300 OF RENT (IE INCOME WOULD NEED TO BE £20,000 PER ANNUM FOR A PROPERTY OF £600 PER MONTH). ALL APPLICANTS MUST BE OVER 18 YEARS OF AGE AND IN FULL-TIME, PERMANENT EMPLOYMENT. IF APPLICANTS ARE UNDER 18 YEARS OF AGE OR IN TEMPORARY EMPLOYMENT, A GUARANTOR WILL BE REQUIRED.

3. Holding Deposit

A Holding Deposit of £300 will be taken to secure the reservation of the property until all References, Credit Searches and Tenancy Documents are prepared. Should the Landlord withdraw, this Holding Deposit will be refunded, less charges made for Reference Fees.

Should the prospective tenant withdraw at any time after payment of the Holding Deposit or if the References/Searches prove to be unsatisfactory, they will forfeit this Deposit in full. Alternatively, if the reference forms are not returned to Ashley Charles within the agreed time or if the applicant delays the process for any reason after agreeing to move in on a specified date, the landlord reserves the right to withdraw. In this instance the holding deposit will be non-refundable.

4. Administration Charges

An administration fee of £80.00 + VAT is charged to both the Landlord and the Tenant.

5. First Months Rent & Deposit

All rents are payable in advance by standing order only and due on the same day of the month as the commencement of the Agreement. The first months rent and security deposit (equivalent to 1½ months rent) are payable by bank transfer and must reach our account IN CLEARED FUNDS on or prior to the day of occupation. Personal cheques, bankers drafts and building society cheques can only be accepted if paid 10 working days in advance of occupation. If depositing cash, please note that we have to make a charge of £1 per £100 deposited, as our bank charges us for this facility. THE DEPOSIT MAY NOT BE USED AT ANY TIME FOR PAYMENT OF RENT.

6. Tenancy Agreement

The Tenancy Agreement is a legally binding document between the owner of the property (The Landlord) and you (The Tenant). You should read the Agreement carefully and ensure you fully understand it prior to signing. If there is anything that is not understood, it is recommended you take advice from either the Citizens Advice Bureau or from a solicitor.

7. Utility Supplies and Council Tax

This tenancy is exclusive of water rates, gas, electric, council tax and telephone charges (unless otherwise stated) and Tenants will be responsible for payment. Ashley Charles will advise the Local Authority of your occupancy but we are unable to undertake the transfer/connection of telephone services. Tenants should request telephone service from their chosen provider and must advise the Landlord or managing agent of the telephone number. Tenants are also responsible for ensuring that they have a television license for the property, if applicable.

8. Identification

All tenants will be required to produce photographic identification at the check-in. You will need to take with you a colour photocopy of your passport or drivers licence (please note, UK drivers licence only and only if new photo licence) together with the original. The inventory clerk will check the copy against the original, and we will keep the copy for our records. Please note that the inventory clerk will not be able to hand over keys to you unless this identification is provided.

9. Insurance

The Landlord is responsible for insuring the property and any contents that are left in the property. You must insure your own belongings and for accidental damage to the Landlord's fixtures and fittings. The Landlord and ourselves cannot and will not be held liable for any loss suffered by the Tenant whatever the circumstances. We can obtain a competitive quote for your personal contents and accidental damage to the Landlord’s fixtures and fittings if you wish.

10. Domestic Pets

Domestic pets are not permitted except if agreed in writing and it is usual for an additional deposit of £300 to be held. The carpets must be professionally cleaned, sanitised, deodorised and anti bacteria/flea treated on vacating the property. The original invoice will have to be supplied to confirm this has been done.

11. Smoking

Smoking is not permitted in a property unless previously agreed with the Landlord.

12. Faults and Repairs

Many Landlords have service contracts and preferred contractors. If there is a problem with the property you are renting you must inform the Landlord or the managing agent. Failure to do so may mean that you are liable for any deterioration or damage resulting from any delay. You must not instruct a contractor to undertake any work – if you do it will be at your own expense.

13. Declaration

Should you wish to make any changes to the property including decoration you must obtain written permission from the Landlord or managing agent before any work commences.

14. Safety

When smoke or carbon monoxide detectors are fitted in the property you have an obligation to ensure that they are checked regularly, kept in good working order and batteries replaced when needed. If you become aware of a fault you must notify the Landlord or managing agent immediately. If the property has either natural or bottled gas the law requires an annual Landlords Gas Safety Report. This will be arranged by the Landlord or managing agent.

15. The Garden

It is a requirement of our Rental Agreement that the Tenant keeps the grass cut, border and paths weed free and shrubs trimmed.

16. Vacating

You must vacate the property on the agreed date (usually midday on the last day of the Agreement). Your Landlord or an independent Inventory Clerk will make an appointment to meet you at the property to carry out the “check out” inspection, take meter readings and receive all the keys. You will have to supply a forwarding address for the return of any deposit.

We use independent Inventory Clerks thus ensuring that their findings are impartial. The Landlord pays for the preparation of the inventory and the check-in. The Tenant pays for the check-out. Please note that an exact price cannot be given for the check-out at the start of the tenancy as all inventory companies reserve the right to alter prices. The decision on which company and thus what price remains the landlords/managing agents, and the tenant agrees to abide by this choice. Approximate prices can be supplied.

17. Return of Deposit

The deposit is refundable only after you have vacated the property and provided that:

• Your rent is paid up to date.
• The property has been thoroughly cleaned to the standard of the check-in report including the carpets.
• All items listed in the inventory are present and in satisfactory condition.
• All bills relating to the property/tenancy have been paid.
• There is no damage to the property.