A holding deposit of £200.00 (not subject to VAT) will be required at the same time as the administration fee - see below.

The holding deposit is taken to reserve the property for you and remove it from our availability list. The holding deposit will be deducted from the first months rent due but should the tenant withdraw from the proposed letting through no fault of the landlord or the agent all of the holding deposit will be forfeited.  None of the holding deposit will be retained should the Tenant's withdrawal be due to a breach of the proposed letting by the landlord or managing agent.

The holding deposit shows good faith on the part of a prospective tenant enabling the landlord to take further action in the confident knowledge that the applicant is serious and fully committed to the property.  This will include:

• cancel any advertising for the letting
• tell other applicants that the tenancy has been taken subject to satisfactory references
• take up references
• carry out credit checks

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Administration Fees

The administration fee is due together with the holding deposit once an offer has been verbally agreed and will enable the necessary referencing and associated documentation to be undertaken.

The administration fee covers the preparation of the tenancy agreement and any other documentation necessary to enable you to take up occupation of your chosen property.

It is imperative that you disclose all relevant facts that may adversely affect your reference outcome, prior to entering into the above. It may save you money.

The administration fee is not refundable in the event of you not taking up occupation after the referencing has been completed.

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As soon as a suitable property has been found, you will need to complete reference application forms. We utilise the services of a credit-referencing agency to take up the following references, here is an example of just a few of the references sought:

• Confirmation of employment and salary 
• Proof of identity - passport or driving licence
• Proof of residence - utility bill
• Previous landlord references
• Accountants references, trading details if you are self-employed

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Money to move in

Once a moving date has been agreed and references have all been approved by the landlord, a tenancy agreement will need to be signed by all parties and the initial monies will become due. These are made up of the following:

• a security deposit normally equal to a month's rent
• the first month's rent in advance

The monies will need to be received by in cleared funds before the tenancy can commence.

Cleared funds means payment by either a bankers draft, cash or a payment direct into our client bank account and showing as cleared.

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Tenancy Agreement

Both the Landlord and tenant will be required to sign a tenancy agreement prior to the tenancy commencing, the agreement outlines both tenant and landlord obligations.

Generally, most tenancies run for a period of twelve months, we will contact you at the end of the tenancy to see whether you wish to renew your agreement for a further period and will liaise with the landlord to organise the documentation. It is important you note that the agreement is made between landlord and tenant, we act for the landlord only.

We can provide a sample agreement which we ask you read very carefully, should any questions arise regarding this legal document we advise you to seek independent legal advice.

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Inventory

A well-prepared inventory and check-in report protects landlords and tenants alike, providing an accurate description of the condition and contents of a property at the start of a tenancy.

The condition of the property and its contents at the end of the tenancy is then compared back to this report in the form of a check-out report. The inventory clerk will also provide an opinion on whether any damage that has arisen during the tenancy is attributable to the tenants, to ‘fair wear and tear’ or to the landlord as required maintenance.

Normally an inventory of the property condition, furniture and fittings and effects will be prepared by an independent inventory clerk instructed by the landlord prior to the tenancy commencing. The inventory is checked and agreed between the tenant and the landlord at the commencement of the tenancy.

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Getting the keys

Once all of the documentation required has been completed and the initial monies have been received you will be able to get the keys to the property.

You will be required to sign for the keys and to confirm that

• you have been advised of the need to give notice to terminate
• you will insure your own possessions taken into the property
• you have been advised on how to raise maintenance issues
• you will sign and return the inventory within 7 days unless a check-in is being undertaken

The responsibility for your belongings is down to you, you must ensure you have adequate contents insurance, the landlord accepts no responsibility and cannot be held responsible for any loss or damage to tenants possessions. As a premier agent for Homelet Homes Property Centre can offer you tenants' contents cover which also includes accidental damage to your landlord's fixtures and fittings. 

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Council Tax & Utilities

We will inform the utility companies and the council tax department at the local authority of your moving into the property at the commencement of the tenancy in order to ensure that the bills are correctly transferred into your name.

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Deposit Protection 

As part of the Housing Act 2004 the Government has introduced tenancy deposit protection for all assured shorthold tenancies ('ASTs') in England and Wales where a deposit is taken. After 6th April 2007, all deposits paid under an AST have had to be protected within 14 calendar days of receipt by the landlord.

The legislation aims to ensure that tenants who have paid a deposit to a landlord or letting agent and are entitled to receive all or part of it back at the end of that tenancy, actually get it.

The legislation covers virtually all new AST agreements under which private landlords let property in England and Wales and our agreements are included.

Homes Property Centre is already registered with the Deposit Protection Service ('DPS') and will lodge the deposit as well as dealing with all aspects of a refund, unless the landlord does not authorise us to do so. 

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Tenants’ obligations

The responsibility for the property lies with the tenant during the period of tenancy, always ensure that the property is fully secured and that during the winter months steps are taken to prevent freezing of the water and heating system.

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Maintenance issues

Homes Property Centre is often instructed to fully manage a landlord’s property and if this applies with your tenancy we will inform you prior to your tenancy commencing. If we are managing then any faults with appliances or problems within the property will need to be reported to us straight away and we will deal with the problem as quickly and efficiently as possible. You may report problems

• by telephone
• by email
• by a user account which be be allocated to you so that you can notify us directly into our management systems
• by contacting us on our dedicated online instant messenger

Failure to report an ongoing problem may mean that you become resonsible for any damage caused so you should report any problems needing attention.

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Rent payments

You will be advised as to whether your rent is to be paid to the landlord or to Homes Property Centre. Rent payments can be made by standing order from the tenants’ bank account, by internet transfer or by cash paid into the office. 

The first rent due after moving in will be on the same date in the month as the date of commencement of the tenancy unless otherwise agreed by the landlord.

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Property Inspection

If we are instructed as managing agents for your property, we will carry out inspections to assess the condition of the property and to make sure that everything is being kept in a satisfactory condition. We will always arrange this with you at a mutually convenient time.

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Notice to end a tenancy

To terminate your tenancy you will be required to give us at least two month's notice in writing of your intention to leave.

The notice must be given in writing by

• by email
• by post to the address provided in the tenancy agreement

The responsibility for your belongings are down to you, you must ensure you have adequate contents insurance, the landlord accepts no responsibility and cannot be held responsible for any loss or damage to tenants possessions.

Leaving the property 

You are responsible for leaving the property in at least the same condition as when you moved in.

The condition of the property and its contents at the end of the tenancy will be compared to the inventory prepared at the commencement of the tenancy in the form of a check-out report. The inventory company will provide an opinion on whether any damage that has arisen during the tenancy is attributable to the tenants, to ‘fair wear and tear’ or to the landlord as required maintenance.

Deposit Returns

This inventory check out report will be used to determine any necessary deduction and Homes Property Centre will contact you should a deduction be necessary.  Once the deduction has been agreed we will arrange the appropriate refund to you through the Deposit Protection Service refund procedures and for payment to the landlord of the deduction for damages.

In the event of a deposit deduction being disputed by you, any dispute may be sent to arbitration by the Deposit Protection Service ('DPS').  Should this occur the DPS will rely the inventory report and the landlord will have the opportunity to put his case and you will each be required to abide by the arbitration procedure result.

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