Tenants Terms & Conditions

  1. To reserve a property you have viewed, a reservation fee of £100 will be required to hold the property, otherwise we will continue advertising and showing the property to other prospective tenants. Please note that the reservation fee is per person for sharers/students.
  2. In order to take a property you must have been in FULL TIME, PERMANENT employment for a minimum of 6 months and have a basic salary of at least 2.5 times the annual rent (pro rata for sharers), overtime and commission cannot be taken into account. If you do not meet these requirements you may need a Guarantor (who must earn 3.5 times the annual rent) or pay 6 months rent in advance. There are a few exceptions to this rule, if you are unsure please ask a member of staff.
  3. ID and proof of residency at your current address will be required. ID: passport or modern driving licence with photograph. Proof of residency: utility bill less than 3 months old or driving licence. If you are a foreign national a copy of your passport and any relevant work permits will be required.
  4. Within 4 working days of the reservation fee being received, the application forms must be fully completed and returned to our office by all adults who wish to take up the tenancy. We will then apply for your references. This process will usually take a few days.
  5. If your application is successful we will require the following to be paid by debit/credit card, bankers draft or building society cheque prior to occupation:

    • One months rent
    • Returnable bond (equivalent to 125% of one months rent, ie rent £500.00 = bond £625.00)
    • Arrangement fee of 30% of one months rent + VAT
      (The reservation fee will be deducted from the total due.)
  6. We reserve the right, without explanation and at any time before referencing, to refuse a tenancy on certain or all of the properties on our books. Our decision will be final and binding and your reservation fee will be refunded.
  7. Should you decide, for whatever reason, not to proceed after the references have been applied for or should your application fail as a result of referencing, the reservation fee will be retained to cover our administration costs.
  8. An Assured Shorthold Tenancy Agreement will be drawn up for the agreed fixed term (usually 6 months). ALL named tenants must sign the tenancy agreement and ALL monies must be paid in full prior to keys being released. Please note you are bound by the rules of the agreement for that fixed term, therefore, you are not able to terminate the agreement early unless otherwise agreed with the Landlord and the Agent. Should you wish to vacate the property at the end of the fixed term, you must give us one calendar month's notice from your final rent date, in writing.
    Should you wish a new Fixed Term Agreement to be drawn up at the end of the initial fixed term, there will be a renewal fee of £50.00 + VAT.
  9. On the day of moving into your property you will be given at least one set of keys. Any additional keys required will be cut at your expense and must be handed back to Letters when the property is vacated.
  10. Rent payments will be due, in advance, by standing order each month on the date your tenancy commenced. Please ensure rent payments are received promptly and in full. An administration fee of £15.00 + VAT will be charged for every letter sent regarding rent arrears. If rent payments are returned unpaid, an administration fee of £25.00 + VAT will be charged on each occasion. If you do not pay your rent, debt collectors may be instructed and you will be responsible for any charges made for collecting the debt.
  11. In the case of a joint tenancy all signatories are jointly and severally liable for the full amount of the rent. Should arrears be accrued by one tenant all tenants are liable for the debt.
  12. In the case of joint tenancies, and due to the implications for the Tenancy Deposit Scheme, changes of tenants during the tenancy is not permitted.
  13. An inventory is drawn up for all properties managed by Letters. You will be provided with 2 copies of the inventory at the start of your tenancy, one copy to be signed and returned to Letters within 5 days noting any amendments. If a signed copy of the inventory is not returned it will be deemed that you have agreed with its contents. The original inventory will then remain on file and will be used at the final inspection.
  14. When you leave a property a final inspection will be carried out and all keys must be handed over at this time, otherwise rent continues to be payable. All contents must be placed back in their original position - a charge may be made for any time incurred looking for incorrectly placed items and/or re-inspecting a property. Bonds, less any agreed deductions necessary, will normally be returned as soon as possible after vacating the property. However, should it be necessary for replacement items to be purchased, cleaning arranged, or if there has been a breach of the tenancy agreement, the return of your deposit will be delayed until all items are costed and replaced/cleaned.
    Bonds will be held in accordance with the Tenancy Deposit Scheme.
  15. Tenants are advised that, unless otherwise agreed, they are liable for all payments in respect of gas, electricity, water, TV licence and all other utilities and supplies to the property. By law tenants must register for Council Tax no matter how short the intended duration of the tenancy.
  16. Where telephone sockets or a telephone are situated in a property this does not necessarily mean that there is an active telephone line. It is the tenants responsibility to pay for any connection charge levied by the telephone company.
  17. Occasionally disclosure of personal information will be required to a third party, ie council tax department, utility company or debt collectors. Copies of your references may also be passed onto your Landlord. Your details will not be passed on for any marketing purposes.
  18. Letters reserve the right, without explanation and at any time to refuse to provide a reference. Our decision will be final and binding.
  19. Tenants are reminded that they are responsible for arranging contents insurance to cover their own possessions and they should cover themselves for accidental damage to their Landlords possessions.

Amended: 17.03.2009