Information for Tenants
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 statement or utility bill, which must be dated within the last three months. Photo ID, i.e. 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 etc. This fee is NON-REFUNDABLE.
Please see our administration fees below -
The asking rent does not include letting fees. Dependent on your circumstances and the property you select, the following fees apply:
Gaining access to the rental property (Loss of key, security device) a landlord can charge a reasonable cost and not exceed £50.00 (inc vat). Variation of a tenancy £50.00 (inc vat). Late rent (over 14 days), interest can be charged at 3% over the Bank of England base rate. Leaving early, a tenant can vacate early if landlords re-letting costs are agreed and covered. Holding deposits, this will be no more than 1 weeks rent (Put towards first month's rent) Non-refundable should the tenant fail the reference process based on the information provided. Inspire Estate Agents are members of the Property Ombudsman (company number 6944084).
Safe Agent (client money protection A3990)
The first step will be to obtain references on behalf of the landlord, through a Credit Referencing Agencywhich will include, credit check, an employer's reference, a bank or building society reference, a previous landlord reference if applicable and a right to rent check.
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 £1,000.00 pcm. In some circumstances a guarantor will be required (subject to landlord approval), this must be with someone who is in full time employment or a home owner 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. You need to 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 the property. Please note that all tenants named on the tenancy agreement will be required to attend to sign the agreement (we require all tenants to sign the tenancy agreement, otherwise you will not be able to move in). If a guarantor is required they will also be required to sign the tenancy agreement and guarantor agreement prior to move in.
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 by bacs transfer. All monies must be received in cleared funds for the day of move in, otherwise the check in cannot go ahead.
DEPOSIT
Five weeks rent is held as a security deposit. An additional deposit may be requested, under certain circumstances, such as pets. • Pets disclaimer fees/additional pet deposit £100.00 • Please note that not all properties accept pets.
The balance of your deposit will be returned to you within 10 working days after you vacate the property, less any reasonable amount deducted for damages etc. It is recommended that you are present at the checkout. The release of the deposit may be further delayed if an insurance claim is required, or there are invoices outstanding.
Inspire s are members of the Client Money Protection Scheme which ensures tenant deposits are fully protected.
Dependent upon the type of management agreement, it may be necessary for the deposit to be paid by bacs transfer made payable to the landlord and not Inspire. You will be advised accordingly.
RENT
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 will also be checked at the end of the tenancy.
UTILITIES
GAS / ELECTRIC / WATER / COUNCIL TAX meter readings are carried out at the time of the check in and out where possible. Most tenants do not realise that if you do not set up your utilities you are automatically set up on high emergency rates. At Inspire we understand with the big move this is the last thing on your mind, therefore Inspire can set up your utilities with your permission using a company called Home Shift, to ensure you get competitive rates.
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 and 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 tenant’s responsibility to remove them and cover the costs involved. If the problem is caused by a defect in the structure of the building, i.e. rats entering through broken sewer pipes, then the landlord may also have some responsibility to remove them.
MAINTENANCE
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 landlord’s permission unless it is deemed an emergency. We aim to deal with all maintenance issues 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 via an online maintenance system called Fix Flo. 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.
MANAGEMENT VISITS
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 and Rent Collection.
Step 5: Renewing contracts with Inspire or leaving early
Our practice is a minimum rental of 6 months, or 12 months with a 6-month break clause. We require two months’ notice in writing 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 will draw up a new tenancy agreement for the agreed period. A new reference update may be required at an additional cost if your circumstances have changed. A renewal fee of £114.00 (inc vat) for a 12 months’ tenancy agreement and £84.00 (inc vat) for a 6 months’ tenancy agreement) will be payable to Inspire for our administration.
References – tenant references are only supplied at the end of the tenancy and not after that date.
CHECK-OUT
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 and Rent Collection.
May we bring to your attention that we are obliged to report any knowledge or suspicion of money laundering to NCIS.
Tenants Insurance
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 tenant’s responsibility for any damage caused to their landlord’s property, which could mean losing your deposit.
As an additional service, inspire have selected Blinc Insurance as our preferred insurance partner to offer you specialist tenants insurance. This will protect and safeguard your needs as a Tenant. Blinc Insurance are members of the Legal and General financial services group.
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.
Blinc Insurance: Tenants Insurance provides enhanced protection incorporating some of the following key features: