Tenants Letting Guide
GENERAL INFORMATION FOR PROSPECTIVE TENANTS
Before a tenancy starts:
1. To Proceed
a. HAMLETS require a holding deposit equal to one week of rental plus completed New Tenant Information/holding deposit form. One form for each person.
The holding deposit can only be returned to a prospective tenant who does not take a tenancy on the following conditions:
1) should the Landlord withdraw the property from the market
2) should the Landlord refuse to take up the tenancy
It will not be returned if:
3) False information was given
4) Failed Immigration checks – ‘Right to Rent’
5) If tenant withdraws or does not complete within the agreed “Deadline for Agreement”
2. Prior to moving in we require:
Security deposit, this amount is 5 weeks of rental.
First months rent
During the tenancy (payable to Agent):
a. Late rental payments will be charged at 3% over Bank of England Base Rate. This will not be charged for the first 14 days.
b. Lock outs/lost keys – charged at cost of keys/lock Locksmiths invoice or Hamlets office opening time dependant on day and time of day – between 9-4pm Monday – Thursday and Friday 9-3pm (excluding bank Holidays) minimum charge £25.00 Inc VAT, after 4pm, weekends and Bank Holidays £50.00 Inc VAT for Hamlets to attend and open property allowing access with office held set of keys.
c. Amendments to tenancy (not agreement) ie adding a Permitted Occupier, changing the rent date, adding a pet (if allowed with pet damage/liability insurance) £25.00 Inc VAT.
d. Surrender of tenancy within a fixed term – only if agreed with landlord – To pay the amount limited to the loss of rent suffered by the landlord – upto the date a new person takes over or the end of your initial fixed period. Plus £50.00 Inc VAT for agent charges to arrange the termination of the tenancy.
During the tenancy (payable to the provider) – if permitted and applicable:
Utilities – gas, electricity, water and Council Tax
Communications – telephone and broadband
Installation and subscription of cable/satellite & Television licence
Tenant protection
Hamlets is a member of Ukala – Let Alliance, which is a client money protection scheme, and also a member of The Property Ombudsman, which is a redress scheme. You can find out more details on the agent’s website or by contacting the agent directly.
Other permitted payments:
Plus any other permitted payments, not included above, under the relevant legislation including contractual damages.
GENERAL INFORMATION
A.The majority of agreements will be for a twelve months minimum period and will be an Assured Shorthold Tenancy agreement. When you sign for this period both you and the landlord are tied for this length of time and notice has to be given from either side to end ie. you can give one months notice at the end of the eleventh month to vacate at the end of the twelve months, or if the property is available you can choose to stay longer with mutual agreement. The landlord can give you two months notice to leave at the end of the initial twelve months from the end of the tenth month should he require possession of the property.
B. Once in receipt of your holding deposit (equal to one week of rental) and completed ‘New tenant information/holding deposit form, we then email you the referencing link which comes via email from the provider to be completed in full online– one for each person. Please ensure this is completed within 24 hours and submitted. Even though they may not be referenced we do require full names of all occupants, with next of kin etc as per our tenant information form.
C. In addition to the application form we also require proof of residency for each tenant ie. utility bill with name and address, plus proof of identity which is usually a Passport or photo driving licence and any work/study/residency visas where relevant. All can be scanned initially but we will need to see original documents prior to moving in. It can hold things up if not sent at the start of the application process.
D. Tenants are advised to have insurance cover for accidental damage to landlord’s contents. We strongly advise that you also take cover for your own contents at the same time. Hamlets would like to see confirmation at the start of the tenancy that the relevant cover has been taken. Same applies if permission for a pet has been granted.
E. In cases of joint tenancies a nominated “lead” name is required for us to complete the Deposit Protection documentation. We are also required to enter the name of any other person who may be relevant to the deposit ie Guarantor, person who paid deposit (other than named tenants) and also we require another known address. For this Hamlets use next of kin information as given on Information form.
F. All personal information given is for the legitimate interest of the tenancy only. Not sold to a third party or used for marketing purposes only as follows:
Legitimate Interests – where your information will be shared:
Referencing Company, Relevant utility companies/Tenant Shop-Utility management company For gas/electric/water/councils, Landlord, Deposit scheme provider, Regulatory bodies where we are legally obliged (ie HMRC, Police)
Once tenancy commences these are the methods by which we make contact- email and/or telephone.
Please feel free to ring the office to clarify any point if required. We must emphasise that ALL parties concerned should read and understand ALL documentation.
TENANTS & PET LIABILITY INSURANCE COVER
Why should I have this cover?
As a tenant your own personal possessions will be at risk, from fire, storm, water damage and theft whilst occupying your rented property. You may also suffer loss or accidental damage to your possessions whilst away from home.
As per your tenancy agreement you are responsible for accidental damage to the landlords fixtures and fittings and contents. As a general rule “if you damage/break something or it is your fault then you pay for it – if it is no-ones fault then the landlord pays”.
What cover do I need?
We advise that your cover should protect your possessions, as well as including accidental damage cover for the landlords fixtures, fittings and contents both in and out of the property.
Relevant protection will provide you with peace of mind
Brief summary of cover which you should look for in any insurance policy:
Loss or damage to your contents and personal possessions in your home caused by (for example):
Theft
Malicious act or riot
Fire, explosion, lightening, earthquake
Collision by various vehicles etc
Replacements locks following theft/loss of keys
Flood damage
PLUS
Damage which is deemed to be your responsibility to the landlords fixtures, fittings contents such as:
Accidental damage to carpets, sanitary ware, windows – any damage to anything belonging to the landlord which is your fault.
The staff at Hamlets are not qualified insurance brokers – please take advice from a relevant authority should you have any queries about what cover you require – this will be down to individuals possessions.
HAMLETS ARE NOT COVERED BY THE FINANCIAL SERVICES AUTHORITY (FSA) TO GIVE OUT INSURANCE ADVICE – You may be contacted the referencing company, or Tenant Shop to give you a quote.
IN SIGNING THE HOLDING DEPOSIT FORM AND PAYING THE MONIES YOU ARE CONFIRMING THAT ALL PARTIES HAVE READ AND UNDERSTOOD THE INFORMATION GIVEN AND TERMS ACCEPTED.
TO COMPLY WITH REGULATIONS FROM HOUSING ACT 2004 WE HAVE TO INFORM YOU THAT YOUR DEPOSIT WILL BE HELD UNDER A DEPOSIT SCHEME. SHOULD THERE BE A DISPUTE AT THE END OF YOUR TENANCY THE DISPUTED AMOUNT MAY GO TO ARBITRATION AND A DECISION WILL BE REACHED ON THE EVIDENCE PRESENTED.
Hamlets bank details for payments.
Please ensure that you add property number and road name as reference when making an online payment ie 134knight. If there is more than one tenant please add your own initials ie 134knightMEB
Name: Barclays Bank Account no: 80040851 Sort code: 20 52 69
New Tenant information/holding deposit form