Information for Tenants
In the following we collected the stages a tenant needs to go through before starting to use a property to rent.
We require consent from the landlord prior to commencement of referencing.
Stage 1: References
We will require the following for each of the prospective tenants:
Proof of residency at your most recent address i.e bank/credit card, utility bill, which must be dated within the last three months. Photo ID, driving licence or current passport accepted.
We will also require an administration fee. This is to cover the cost of referencing, check in, preparation of the tenancy agreement, our administration and our time for viewings e.t.c. This fee is NON-REFUNDABLE.
Please see our administration fees below -
Lead Tenant: £300.00 (exc. VAT) £360.00 (inc. VAT)
Each additional named Tenant: £50.00 (exc. VAT) £60.00 (inc. VAT)
Guarantor Assessment: £75.00 (exc. VAT) £90.00 (inc. VAT)
Company Assessment: £300.00 (exc. VAT) £360.00 (inc. VAT)
The first step will be to obtain references on behalf of the landlord, through a Credit Referencing Agency which will include, credit check, an employer's reference, a bank or building society reference and a previous landlord reference if applicable.
As a guide your salary must equal 30 X the monthly rent i.e if you earn £30,000 per annum the maximum rent you can afford would be £1,000 pcm. In some circumstances a guarantor will be required (subject to landlord approval), this must be with someone who is in full time employment and meets the criteria. At this stage we will agree a target move in date. Please note that this date is subject to contract.
Where there will be more than one tenant, a lead tenant must be nominated. This tenant must provide forwarding contact details for after the end of the tenancy, for any correspondence to do with the return of the deposit. The address of a family member will be sufficient. This is a requirement of the Tenancy Deposit Scheme.
Please insure that you contact ALL relevant parties and advise that contact will be made by the Credit Referencing Agency, to allow the process to be completed without delay. Also make sure that the Tenant Assessment application is COMPLETED correctly and signed, where necessary.
Stage 2: When can I move in?
The ultimate decision rests with the landlord and the property having all the necessary certificates supplied to the Agent from the landlord.
Once your references are completed satisfactorily, the tenancy agreement will be drawn up for signature (including guarantor agreement if applicable). An appointment will be made for you to attend our office. Please note that all tenants named on the tenancy agreement will be required to attend to sign the agreement (if you are have not all signed you will not be able to move in). If a guarantor is required they will also be required to attend at the same time to sign the guarantor agreement.
At this time, we will require the following monies (an invoice will be raised for your information):
Balance of deposit and first month's rent in advance.
All monies must be paid to Inspire Estates Ltd direct either by bankers draft, building society cheque, bacs transfer or debit card. All monies must be received in cleared funds for the day of move in. We are unable to accept cash If we are not in receipt of all monies you for the day of move in you will NOT be allowed to move in.
Six weeks rent is held as a security deposit. An additional deposit may be requested, under certain circumstances, such as pets, smokers and sharers. The balance of your deposit will be returned to you up to 28 days after you vacate the property less any reasonable amount deducted for damages etc.
We aim to return the deposit in the shortest possible time allowing for the aforementioned. For this reason it is recommended that you are present at the check out. The release of the deposit may be further delayed if an insurance claim is required, or there are invoices outstanding.
Dependent upon the type of management agreement, it may be necessary for the deposit to be paid by cheque made payable to the landlord and not Inspire Estate Agents. You will be advised accordingly.
All rent is payable in advance initially and future payments must be paid on the rent due date by standing order. Late payment or collection problems will result in an administration charge being made depending on the severity of the situation. Should rent be late and necessitate reminders, administration charges will be incurred.
It is your responsibility to ensure that the rent reaches our account on the rent due date. You must check that the standing order mandate is set up with your bank or that you have set up an online payment correctly. The Agent is not able or allowed to take money from your bank account – the bank works on your instructions only where standing order mandates are concerned.
Stage 3: Check in inventories
Any inventory and schedule of condition of the property will be prepared for all properties where a check in is applicable. This will be signed by the agent's representative and the tenant for a clear understanding of the condition of the property and also be checked at the end of the tenancy.
GAS / ELECTRIC / WATER / COUNCIL TAX / PARKING meter readings are carried out at the time of the check in and out where possible. Accounts must be opened and closed by the tenant. Parking permits are arranged by the tenant.
TELEPHONE & TELEVISION LICENSE
The suppliers need to hear independently from you. If the telephone line is available but disconnected during the tenancy, the tenants may have to pay for a new line. Should there be a landline, this would be arranged and financed by the tenant not the landlord. The cost of the television licence is also payable by the tenant and any installations that are not present at the onset of the tenancy.
Stage 4: Responsibilities / Duty of care
All aspects of the agreement clauses within the tenancy agreement must be adhered to as – should problems arise due to negligence – the tenant may be liable for any resulting damages; e.g. allowing entry for landlord gas safety certificate when due, ensuring adequate heating in winter should prevent burst pipes, keeping drains free. Reporting any problems promptly will prevent any unnecessary costs for which the tenant will be liable.
During the tenancy if pests arise it is the tenants responsibility to remove them and cover the costs involved. If the problem is caused by a defect in the structure of the building, ie rats entering through broken sewer pipes, then the landlord may also have some responsibility to remove them.
When a maintenance problem occurs when we manage the property you must contact us. We will establish the nature of the problem and then liaise with the landlord prior to instructing a contractor. We cannot act without the landlords permission unless it is deemed an emergency. However, we aim to deal with all calls promptly within normal working hours. If agreements are in existence on appliances and the tenant calls a different company to affect the repair, tenants are liable for the charge.
All problems must be reported to Inspire Estate Agents. Tenants must not instruct contractors with the exception of actual maintenance agreements, (for example British Gas), should they do so, and the invoice will be their responsibility to settle. Should the reported maintenance problem be the result of operator error, the invoice may require settlement from the tenant. In the case of Tenant Introduction and Rent Collection, the landlord must be contacted, and not the Agent.
The first visit is normally made approximately 6 weeks following the move-in date, or before if problems are established. Thereafter, they are generally carried out on a quarterly basis within the terms of the 6 month contract (minimum), but may be more regular at the landlord's request. The purpose of these visits is to ensure that the property is being cared for in the appropriate way by the tenants. This will not be applicable in the case of Tenant Introduction, Rent Collection and split Agencies.
Step 5: Renewing contracts with Inspire Estates Ltd or leaving early
Our practice is for minimum rentals of 6 months, or 12 months with a two month break clause. We require two month's notice prior to vacating the property. If you leave before the original term agreed you will remain responsible for the rent until the end of the term agreed, unless the landlord agrees and a new and satisfactory tenant can be found. The set up and administration costs are paid by the vacating tenant. Costs are available on request.
Tenancies can be renewed if agreeable by the landlord and, if this is to happen, Inspire Estate Agents will draw up a new tenancy agreement for the agreed period. A new reference update may be required at an additional cost if you circumstances have changed. A renewal fee of £80 + VAT will be payable to Inspire Estate Agents for our administration.
References – tenant references are only supplied at the tenancy end and not after that date.
Should a reference for mortgage purposes be required from Inspire Estate Agents, a charge is payable by the tenant. However, the issue of the reference is only completed at the discretion of the management.
A check-out will take place on the last day of the tenancy as pre-arranged with the tenant, normally between the hours of 10am – 5.00pm Monday to Friday. The check-out is a final inspection, so all personal belongings must be removed and all areas within the property must be professionally cleaned, as stated on the inventory and schedule of condition.
It is the tenant's responsibility to make sure everything is in order and completed to the standards as specified in the Inventory and Schedule of Condition. This may not apply in the case of Tenant Introduction, Rent Collection and split Agencies.
May we bring to your attention that we are obliged to report any knowledge or suspicion of money laundering to NCIS.
ALL ADMINISTRATION FEES ARE NON-REFUNDABLE
It is the landlord's responsibility to make arrangements to insure the building and contents therein which are the property of the landlord. It is the tenant's responsibility to insure their own personal effects, as neither the landlord nor the Agent can be responsible for this.
As an additional service, Inspire Estates Agents have selected Endsleigh Insurance as our preferred insurance partner to offer you specialist tenants insurance. This will protect and safeguard your needs as a Tenant. Endsleigh Insurance are members of the Zurich financial services group. Full details of Endsleigh Insurance policy cover can be viewed online at www.endsleigh.co.uk or by contacting them directly on 0800 783 2526 stating you are a client of INSPIRE ESTATE AGENTS.
As a tenant it is important to protect your possessions in the event that the unexpected could happen. Most tenancy agreements outline that it is the tenants responsibility for any damage caused to their landlords property, which could mean losing your deposit.
Specialist insurance is designed specifically for Tenants to provide the widest cover, at competitive premiums, within a single policy to meet their needs when they rent a property. This is unlike restricted cover that is provided under a standard household policy.
Endsleigh Insurance: Tenants Insurance provides enhanced protection incorporating some of the following key features:
Cover for possessions from as little as £3,000 to £40,000.
Contents insurance for individuals or everyone in a shared flat or house.
Cover for Legal Expenses up to £50,000 to provide financial support and professional advice to help you through legal disputes
Optional Covers Available
Full accidental damage for your contents.
Your personal possessions away from the home.
* Premiums quoted are based on current rates and include Insurance Premium Tax at 5%.
Full policy terms and conditions are available on request from Endsleigh Insurance on 0800 783 2526 quoting Inspire Estate Agents.
Endsleigh Insurance is authorised and regulated by the Financial Services Authority.