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Tenant Information

RE: YOUR NEW RENTAL PROPERTY AND OUR REFERENCE PROCEDURES

 

By the time you will be reading this you will have decided to take up a rental property via ourselves. Firstly, we do appreciate that this can be a very stressful and fraught time for you, and we do assure you that we will do everything in our power to make this process as easy as possible. However, we do need to bring to your attention a few things, particularly with regard to referencing.

 

 

 

  1. All tenancies granted are ‘Subject to Contract’ and the receipt of satisfactory references. With regard to references, please note that these can take up to 14 days to be processed by UK TENANT DATA, our referencing agency, from the date of us receiving completed application forms from you. However, the speed of the return of your reference does depend very much on the quality of the information you provide and the speed at which your referees respond to UK TENANT DATA.


  2. Please bear in the mind that in certain circumstances a Guarantor may be required. If this is the case, we will explain fully who this is required and will provide the necessary documentation.


  3. We will inform you as soon as your references have come through. With this in min, we strongly advise you not to make definite arrangements with removal companies etc, and we cannot be held responsible for any financial loss etc arising from this.


  4. We are unable to ‘Hold’ properties for tenants without receiving an agency and referencing fee. Upon receipt of the agency and referencing fee we will not conduct any further viewings on the property. However, tenants are advised that sometimes a landlord instructs more than one agent, or even tries to let the property themselves, and we have no control over this happening.


  5. Finally, and most importantly, we really do understand what a stressful time moving home is. We are also human beings and don’t like being given verbal abuse when things don’t go to plan, which can sometimes happen. Our job is a difficult one and we only really want to help you move home as quickly and as easily as possible.


CLIFTONS ESTATE AGENTS LIMITED


TENANTS TERMS AND CONDITIONS OF BUSINESS

  

Upon accepting a property, the following fees will need to be paid:

 

Agency and Refencing Fee

Upon finding your rental home, there are several steps which need to be followed. Firstly, you will need to secure the property by paying our agency fee and the referencing fee. Our agency fees are 48% (inc VAT) of the monthly rental i.e. if you were interested in renting a property with a rent of £1,000 per calendar month, the agency fee would be £480 (inc VAT).  The referencing fee is £120 (inc VAT) per person over the age of 18. UK Tenant Data is the company which will be carrying out the referencing checks. They will check and confirm, employment/income references, landlord references, credit checks. They will also carry out a Right to Rent check, which as of 4th January 2016 was made a legal requirement. You will need to pay UK Tenant Data £16.80 for them to carry out this check. However if you are a company looking to take one of our properties, the referencing fee will be £300 (inc VAT).

Security Deposit:

Your security deposit will be due, along with your first month’s rent, prior to your tenancy start date. The deposit will be equivalent to six weeks  rent which will be held with the Deposit Protection Scheme (DPS). You will receive all information upon signing your tenancy agreement relating to your deposit. (Please allow for registration time with the DPS). For example, property with a rent of £1,000 the security deposit would be £1384. (we do not include pence)

 

Rent:

Your rent will be agreed upon application for the property. Rent is to be paid monthly by standing order unless otherwise agreed. There must be only one standing order per property. Please note that the rent date cannot be changed without consent of the landlord and arranging any outstanding monies to be paid. You may be asked to pay your tenancy term upfront should it be required due to referencing.


Inventory:

The landlord may wish for an Inventory and Schedule of Condition to be carried out on the property prior to your tenancy start date. This is a great way of adding extra protection to your deposit. The inventory will make notes on the properties fixtures, fittings and possessions and the condition that they are in, along with the floors, walls, ceilings and doors. If the property is unfurnished, this will cost £100 (inc VAT), if the property is furnished this cost will rise to £120 (inc VAT)

 

Insurance :

You may or may not already be aware of this, but the landlords contents insurance will not cover your belonging. Which is why we recommend taking out contents insurance to ensure that you belongs and valuables are covered. However, it will be mandatory to take out Tenant Liability Insurance. This insurance will help add another layer of protection to your deposit. UK Tenant Data aren’t a one trick pony, they not only do referencing checks, but they will also contact you to help set this up for you.

 

 

 

If you decide to withdraw from the tenancy for whatever reason, all monies paid are forfeited. However if your landlord decides not to take your application further, we will refund all monies paid (less the costs of any referencing costs)

 

If your application is declined due to unsatisfactory references, we reserve the right to withhold all referencing and agency fees paid for the work undertaken by us.

 

 

 

All tenancies granted are ‘Subject to Contract’ and the receipt of satisfactory references. With regard to references, please note that these can take up to 14 days to be processed by UK TENANT DATA, our referencing agency, from the date of us receiving completed application forms from you. However, the speed of the return of your references does depend very much on the quality of information you provide and the speed at which your referees respond to UK TENANT DATA.

 

 

 

Please bear in the mind that in certain circumstances a Guarantor may be required. If this is the case, we will explain fully who this is required and will provide the necessary documentation.

 

 

 

We will inform you as soon as your references have come through. With this in min, we strongly advise you not to make definite arrangements with removal companies etc, and we cannot be held responsible for any financial loss etc arising from this.

 

 

 

We are unable to ‘Hold’ properties for tenants without receiving an agency and referencing fee. Upon receipt of the agency and referencing fee we will not conduct any further viewings on the property. However, tenants are advised that sometimes a landlord instructs more than one agent, or even tries to let the property themselves, and we have no control over this happening.

 

 

 

We shall require cleared funds no later than the day your tenancy commences. We shall require from you one month’s rent in advance and a deposit, which is the equivalent of 100% of the monthly rental figures. (Please will you note that a deposit is repayable at the end of the tenancy subject to the property being left in a satisfactory condition, fair wear and tear accepted.)

 

 

 

Should you decide to leave before the end of your tenancy you will be responsible for rent payments until another satisfactory tenant is found, or until the end of the tenancy, whichever come first. Unfortunately, you will still be responsible for the payment of the Landlord’s costs in finding another tenant (i.e. our fees). This will be discussed and agreed with you at the time.

 

 

All tenancies are subject to satisfactory references.

 

 

 

Please note that unless otherwise agreed, all our Assured Shorthold Tenancy Agreements and Company Tenancy Agreements are for a minimum period of six months and their terms are non-negotiable. It is important to know that when you wish to vacate, having completed the fixed period, you will be required to give a month’s notice, which must always commence from the anniversary of the date that you moved into the property. A draft copy of the tenancy agreement is provided along with the application for tenancy forms for your information. Should you have queries regarding the Agreements, please seek independent legal advice prior to signing the tenancy agreement.

 

 

If your application for tenancy is declined, or you have to withdraw for whatever reason, we are not able to accept any liability or responsibility for any costs suffered by applicants. Cliftons Estate Agents Limited also reserves the right to refuse any application without giving reason.

 

 

All tenancy agreements must be signed by all parties, well in advance of the day on which you are moving in. Should it be necessary to post you your tenancy agreement/Guarantee form, it will be sent to you via guaranteed next day delivery. It must be returned to us by the same method at your own expense. We will draw your attention to the fact that should the tenancy agreement/Guarantee  form not be received by us prior to the date you wish to move in on, you may not be able to take up the tenancy on the chosen date. Please also note that all parties to the tenancy, including guarantors must have signed the tenancy agreement prior to it commencing, or be present to sign the tenancy agreement at check in. Failure to do this may result in us not being able to release keys as it is a legal requirement that all parties to a tenancy agreement sign it before the commencement of the tenancy.

 

 

All the tenancies are for the parties named on the tenancy agreement only, and are binding on all the parties ‘Jointly and Severally’. Should you decide to introduce another party to the property after the tenancy agreement has commenced, permission must be sought from your Landlord/us. We reserve the right to charge this party for taking up references and preparing a tenancy agreement.

 

 

Rent is to be paid monthly by standing order unless otherwise agreed. NB, only one standing order per property. Please note that the rent date cannot be changed.

 

 

If monthly rental receipts are required, they will only be issued if Cliftons Estate Agents Limited is provided with stamped, addressed envelopes and an advance administration charge £12.00 (including VAT) to cover each six-month period.

 

 

A charge of £30.00 (including VAT) is payable to Cliftons Estate Agents Limited if a building society/bank reference for the mortgage purposes is requested.

 

 

We do ask that tenants ensure their belongings under their own contents policy, which must include accidental damage to Landlords contents (proof of policy will be required at the commencement of the tenancy).

 

 

Your deposit will be held in one of the schemes backed by the government, under the terms of The Housing Act 2004. Full details of the given scheme will be given to you upon signing your tenancy.

FREQUENTLY ASKED QUESTIONS

Q: Can you hold the property for me until I have paid?
A: NO, unfortunately do not hold properties until we have received the agency fees and referencing fees. Once we have received this payment we will stop and cancel all future viewings. However, tenants are advised that sometimes a landlord instructs more than one agent, or even tries to let the property themselves, and we have no control over this happening.

Q: Can I pay the agency fee and referencing fee before viewing the property?
A:
NO, we will not accept any payment for securing a property unless you have viewed the property already.

Q: Are the fees non-refundable?
A: YES, all fees are non-refundable. When you pay a fee the property will come off the market and we will not consider any further applications if you then fail referencing or decide not to go through with the property you will lose your fee. Please note you WILL be refunded your fee if the landlord decides not to accept your application, however no money will be refunded for the referencing fees.

Q: Do we pay a renewal fee every time the contract is renewed?
A: YES, there is a £60 (including VAT). This will NOT be per person, but per contract. Should you there be any changes to the contract, i.e. change of name due to marriage (or any other reason) or permission has been granted to have a pet, these will be added to the tenancy, but you must inform us of these changed prior to the new Agreement being drawn up.

Q: Do we need to pay any additional fees if we find a replacement for a house mate moving out?
A: YES, this new person will need to go through the same checks you did and for this there is a charge. Should this person fail and is unable to move in, the tenants who remain in the property will be responsible for paying the rent as a whole.

Q: Do you charge a guarantor fee?
A: YEs, if you need a guarantor we will tell you the criteria they need to meet and then you will choose your guarantor, this will be the same cost as your referencing fee. This is as both tenant and guarantor will be subject to the same refencing process. If the guarantor you choose then goes on to fail the checks you will be charged £120 for any additional guarantor we put through the referencing process.

Q: Once I pay my fee’s am I guaranteed to move into the property?
A:
NO, All tenancies granted are ‘Subject to Contract’ and the receipt of satisfactory references. With regard to references, please note that these can take up to 14 days to be processed by UK TENANT DATA, our referencing agency, from the date of us receiving completed application forms from you. However, the speed of the return of your reference does depend very much on the quality of the information you provide and the speed at which your referees respond to UK TENANT DATA. We will inform you as soon as your references have come through. With this in mind, we strongly advise you not to make definite arrangements with removal companies etc, and we cannot be held responsible for any financial loss etc arising from this.

 

TENANTS TERMS AND CONDITIONS OF BUSINESS

Most importantly, we really do understand what a stressful time moving home is. We are also human beings and don’t like being given verbal abuse when things don’t go to plan, which can sometimes happen. Our job is a difficult one and we only really want to help you move home as quickly and as easily as possible.

 

We shall require cleared funds no later than the 48 hours before your tenancy commences. We shall require from you one month’s rent in advance and a security deposit, which is the equivalent of 6 weeks of the monthly rental. (Please will you note that a deposit is repayable at the end of the tenancy subject to the property being left in a satisfactory condition, fair wear and tear accepted.)

 

Should you decide to leave before the end of your tenancy you will be responsible for rent payments and all bills until another satisfactory tenant is found, or until the end of the tenancy, whichever comes first. Unfortunately, you will still be responsible for the payment of the Landlord’s costs in finding another tenant (i.e. our fees which is 48% of the monthly rental, plus an cost with regards to an inventory). This will be discussed and agreed with you at the time.

 

Please note that unless otherwise agreed, all our Assured Shorthold Tenancy Agreements and Company Tenancy Agreements are for a minimum period of six months and their terms are non-negotiable. It is important to know that when you wish to vacate, having completed the fixed period, you will be required to give a month’s notice, which must always commence from the anniversary of the date that you moved into the property. A draft copy of the tenancy agreement is provided along with the application for tenancy forms for your information. Should you have queries regarding the Agreements, please seek independent legal advice prior to signing the tenancy agreement.

 

 If your application for tenancy is declined, or you have to withdraw for whatever reason, we are not able to accept any liability or responsibility for any costs suffered by applicants. Cliftons Estate Agents Limited also reserves the right to refuse any application without giving reason.

 

All tenancy agreements must be signed by all parties, well in advance of the day on which you are moving in. Should it be necessary to post you your tenancy agreement/Guarantee form, it will be sent to you via guaranteed next day delivery. It must be returned to us by the same method at your own expense. We will draw your attention to the fact that should the tenancy agreement/Guarantee  form not be received by us prior to the date you wish to move in on, you may not be able to take up the tenancy on the chosen date. Please also note that all parties to the tenancy, including guarantors must have signed the tenancy agreement prior to it commencing, or be present to sign the tenancy agreement at check in. Failure to do this may result in us not being able to release keys as it is a legal requirement that all parties to a tenancy agreement sign it before the commencement of the tenancy.

 

 

All the tenancies are for the parties named on the tenancy agreement only, and are binding on all the parties ‘Jointly and Severally’. Should you decide to introduce another party to the property after the tenancy agreement has commenced, permission must be sought from your Landlord/us. We reserve the right to charge this party for taking up references and preparing a tenancy agreement.

 

 

If monthly rental receipts are required, they will only be issued if Cliftons Estate Agents Limited is provided with stamped, addressed envelopes and an advance administration charge £12.00 (including VAT) to cover each six-month period.

 

 

A charge of £30.00 (including VAT) is payable to Cliftons Estate Agents Limited if a building society/bank reference for the mortgage purposes is requested.

 

 

We do ask that tenants ensure their belongings under their own contents policy, which must include accidental damage to Landlords contents (proof of policy will be required at the commencement of the tenancy).

 

Finally, and most importantly, we really do understand what a stressful time moving home is. We are also human beings and don’t like being given verbal abuse when things don’t go to plan, which can sometime happen. Our job is a difficult one, and we only really want to help you move home as quickly as easily as possible.

 

Cliftons Estate Agents  is an Introducer Appointed Representative of Managing Agents Reference Assistance Services Limited, under reference Agent’s 519709 number which is authorised and regulated by the Financial Conduct Authority (FCA). See www.fca.org.uk/register   for further details.

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