Tenant A to Z
Tenant Information
Your A-Z Guide
Welcome to The Property Partnership
To help you get the most out of your tenancy we have produced this Tenant Information Guide to answer some the questions that may arise when you move into and during your time in one of our properties.
If anything is not covered here, check our website www.abpp.co.uk and complete any enquiry form. We get back to you as soon as possible. Or, if it’s more urgent, give us a call.
What’s covered
Advanced Deposit
Alarms
Broadband Installation
Change of Tenant
Decoration
Deposit
Deposit Return
Emergency Repairs
Fire
Garden
Holidays
Inventory
Inspections
Insurance
Joint & Several Liability
Keys
Landlord references
Lead Tenant
Lease
Mice & Other Vermin
Move Out
Neighbours
Noise & Nuisance
Pets
Rent
Rubbish
Repairs
Smoking
Stair Cleaning
Standing Orders
Telephone
Television (Cable and Satellite)
Utilities,
Ventilation
Viewings
Window Cleaning
Useful Contacts
Advance Deposit
Once you have decided on a property, you will need to pay an 'advance deposit' usually equivalent to two weeks rent. Assuming that the tenancy goes ahead, this will be added to your overall deposit and returned to you at the end of the tenancy. If the landlord declines to grant the tenancy, it will be refunded less our admin fee. However the deposit will be forfeit if you decide not to proceed for any reason, or if you fail to provide complete and accurate information in your application.
Alarms
Some of our properties are fitted with Burglar Alarms. The code will be provided to you when you collect the keys. You should change the Alarm Code at any time during your tenancy, you must let us know.
Broadband Installation
If you want to install Broadband, please contact the provider of your choice.
Change of Tenant
Once you have entered into a tenancy agreement, you are bound by terms and conditions of that agreement until the last day of the lease. In exceptional circumstances the landlord may agree to a change of tenant during the period of the
lease. It is your responsibility to find a replacement tenant, however this tenant must be accepted by the landlord and all required paperwork and references completed, before anyone can be released from their obligations.
Please note that no change of tenancy will be allowed if there are any rent arrears on the property and a change of tenant can only take place if these is 6 months or more remaining on the lease.
An admin fee of £75 will be charged and is payable by the tenant who is leaving the tenancy.
Decoration
You are not permitted to carry out any alterations or redecoration at the property without the Landlord’s consent. Should you wish to make any changes to the property, you must inform us in writing and wait until written permission is given by the landlord before the commencement of any work. If you do carry out alterations or redecoration permission, you will be charged for any costs associated with returning the property to its original state.
Further, we must be satisfied that the work undertaken will be done to an acceptable standard and that if tradesmen are to be used, that they are reputable and appropriately qualified to carry out such work.
Deposit
We require a deposit for every tenancy, which is usually to one month’s rent (plus the advance deposit.) unless otherwise instructed by the landlord. This deposit is subject to allowable deductions, such as cleaning costs, damage to the property caused during your tenancy, missing inventory items and any outstanding rent. It (or the balance) is refunded only after you have vacated the property.
Deposit Return
The property will be inspected at the end of the tenancy and its condition and that of any fixture, fittings or other items provided by the landlord will be check against the inventory which was agreed at the start of the tenancy. Deductions will be made as or if required.
It is better for us to always be in a position to return the full deposit and to help with this, you should:
· ensure the rent is paid up to date.
· Make sure the property is clean
· ensure all items listed on the inventory are present, in good condition and in their original location.
· advise the utility companies: gas, electric and the Council in writing that you have left the property and notify us of the final meter readings.
Towards the end of your tenancy, we will send you a ‘Check-out Information Pack’ which will provide details with regard to the process and what is required of you.
Please note that an administration charge of £25 per tenant will apply if any work needs to be arranged by Grant Management, including cleaning. So all round, it’s best to leave the property in the condition you found it at the start of the tenancy.
Emergency Repairs
For and Emergency Repairs between the hours of 9:00am-5:30pm, Monday to Friday, please call: 01224 575 571. Outside these hours and at weekends please call
07872 514 797
220 6360 then follow instructions.
Fire
It is your responsibility to check all smoke detectors and carbon monoxide detectors, where supplied, on a weekly basis and change batteries when required. If the property is a House in Multiple Occupation (HMO), tenants must also keep a record of these checks and the log sheet provided.
Garden
If you live in a house, main door or ground floor flat, there may be a garden that you are responsible for maintaining. You may either be fully responsible, have to take a share of the work with your neighbours or have to take a share in paying a maintenance or gardening contractor. Please note that even if the garden is
not directly attached to your property, you may still have an obligation for its upkeep. This will be explained to you either at the viewing or lease signing.
Holidays
If the property is to be unoccupied for more than 14 days at any one time, you must let us know in writing. This may affect the landlord’s house insurance and we may need to take additional steps to look after the property. During winter months (Nov-Mar), your heating should be left on low or on a timer to avoid burst pipes.
Inventory
We will provide you with 2 copies of your inventory when you move into the property, one for completion and retention by you, one to be returned to us within 7 days. It is vital that you return the inventory to us as we will use this when you move out of the property to assess any missing items or damage caused. Failure to do so will mean that that we will have to use the inventory from the end of the previous tenancy as our reference point for releasing your deposit.
Inspections
We are required to conduct regular inspections of our properties, normally every three to four months. Inspections are carried out to ensure that the terms and conditions of your tenancy agreement are being met. You will be given notification in writing prior to an inspection being carried out. Ideally you should be present during an inspection but if this is not possible we will access the property and notify you of any issues thereafter.
Insurance
We strongly recommend that you have insurance to provide cover for all your own personal possessions and any accidental damage you may cause to the property, furniture, fixtures or fittings. We recommend that you use LetsXL Insurance, a specialist provider of insurance for tenants living in rented accommodation. As an introducer for this provider, we can provide you with the application forms to set up a policy. However you can use an insurance provider of your choice.
Joint and Several Liability
All tenants named of the lease are jointly and severally liable under the terms of the lease agreement. This means that any tenant can be made liable for the actions and full obligations under the tenancy agreement, including payment of rent.
Keys
Each tenant will receive one full set of keys, which must be returned at the end of the tenancy. Under no circumstances should locks be changed or additional locks added to internal or external doors without our written consent. Failure to
comply with this may result in additional costs to you particularly if there is a requirement to make good and damage caused to a door or indeed to replace it.
All keys should be returned to our office by 12 noon on or before the last day of your tenancy, together with your alarm code. If you fail to do so, the locks will be changed and you will be charged for this.
Landlord References
At the end of your tenancy we will charge a one off £30 administration fee to supply you with a written reference should your next rented property be with an alternative rental agency or landlord.
This will include start and end dates of your tenancy, your share of the rent and who was on the lease. We can forward this directly to your rental agency or landlord via email or post. Please note this charge is per
property, not per tenant.
Lead Tenant
To assist in the process of communication and help avoid unnecessary confusion, we ask that each property appoint a lead tenant who will be responsible for responding to communications from or to The Property Partnership. This arrangement does not obligate this person in any way, it just helps in ensuring we are not unnecessarily communication with multiple tenants on the same subject.
Lease / Tenancy Agreement
The lease or tenancy agreement you sign is a legal document that constitutes a contract between the owner of the property (The Landlord) and yourself (The Tenant). The Property Partnership acts as Agent for the Landlord. You should read
the contents of the lease carefully and ensure you understand your obligations before signing. If there is anything that you are unsure of, we strongly recommend that you take independent legal advice before entering into the agreement.
Everyone living at the property over the age of 18 must be named on the lease. You must inform us of anyone who reaches their 16th birthday during the term of this lease. You may not move anyone into the property unless you have asked us (in writing) and we must obtain permission from the landlord for you to do so.
Mice and other Vermin
If you experience mice in the property within the first 2 weeks of your tenancy, your Landlord will be responsible for the treatment of this. After this period, it becomes the responsibility of the tenant. Unfortunately, particularly in the older parts of the city, this can happen but by ensuring that your property is kept clean, food is not left out and rubbish is disposed of properly can significantly reduce the risk.
Move Out
You will receive a check out information pack before the date you are due to leave the property. You must check out on the agreed date (usually the last day of your tenancy as stipulated in your tenancy agreement) and provide us with a forwarding address. We will contact you at this address when we are able to release your deposit. (See ‘Deposit Return’ for further details
Neighbours
Please respect your neighbours, especially if you live in a communal tenement. If a stair cleaning or garden rota is in place, you are responsible for taking your turn or paying any monies due.
Noise and Nuisance
Tenants must ensure that they live peacefully in their property and that neighbours and other residents nearby not disturbed. You are also responsible for the conduct and behaviour of any visitor to the property.
Pets
You may only keep a pet in the property with the express written consent of the Landlord. Any damage or cleaning as a result of keeping a pet will effect your deposit, including the cost of a pest control specialist to treat the property, should that be required.
Rent
Rent must be paid on time and in full. There are no exceptions. If for any reason your rent payments are late, administration fees of £30 will be incurred. This will also apply in the event that a Standing Order is cancelled during the term of the lease without prior agreement with The Property Partnership. If further reminders to pay outstanding rent, including letters, texts or emails are required, tenants will be charged further administration fees of £30 for each reminder sent. If the rent/late fee still remains outstanding, additional charges may apply including debt recovery
costs.
Resigns / Renewals
If you wish to continue your tenancy at the end of the lease please contact The Property Partnership. Resigns / renewals are with the agreement of the landlord.
Rubbish
It is your responsibility to dispose of all rubbish in an appropriate manner. Tenants must ensure rubbish is never left in any common area and is disposed of correctly on the day it is to be uplifted. Contact your local council office with will provide you with the collection schedules for domestic, recyclable and garden waste.
Repairs
If there is a repair required to the property, you must inform us immediately. It is a condition of your tenancy agreement and failure to do so may mean that you are held partially responsible for any deterioration or damage caused by the delay.
Once we are aware of the repair, we will contact your landlord and act upon their instructions.
Please do not instruct your own contractor. We as agents do not have the authority to carry out repairs without the landlord’s permission. Should a contractor undertake work instructed by you, this will be at your expense unless previously agreed in writing.
If we need to contact the manufacturer for any items covered by a guarantee or warranty, and most often we have no control over when they will attend to a
repair. If you are willing to allow contractors access to carry out a repair while you are not present in the property, we will ask you if we may give keys to them.
If you have agreed to be at home to give a contractor access or to take delivery of an item, but are not there when they call, you will be charged for the call out.
If a repair is due to any tenant negligence, the tenant will be required to pay the cost of this at the time of the repair.
Smoking Policy
All our properties are non–smoking. Any damage caused by tenants or visitors who smoke in the property, such as repainting or specialist cleaning, burns or marks will be deducted from your deposit.
Stair Cleaning
If you live in a flat with a common stair or other areas, you must take your turn cleaning the stairs. Check with your neighbours to see if there’s and established rota or an arrangement with a cleaning contractor. If the latter is the case, you will be responsible for paying your share of any monies due.
Standing Orders
Your rent payment should leave your bank account on the last working day of the month. It is your responsibility to ensure that funds are available in your account and that the correct amount has been deducted from your account on the correct day. If you cancel your Standing Order for any reason, you must notify The Property Partnership immediately and arrange payment by debit or credit card on or before the last working day of the month. In the event of a Standing Order being cancelled during the term of the lease without prior agreement during your tenancy or payment is late, and administration fee of £30 will be incurred.
Telephone / Television (Cable & Satellite)
As tenant, you are responsible for any telephone and television connections. If you have a TV in your property (whether your own or provided by the landlord) you are responsible for purchasing a television licence.
Satellite and cable TV is not permitted without written approval from the Landlord as the installation may involve attaching equipment to the exterior of the building and /or taking cables into the property . In some cases planning permission is also required. In this circumstance you would require to contact your local council.
Utilities
Utility payments are the responsibility of the tenant as is the Counccil Tax on the property. Should you change utility providers during your tenancy, you must inform us in writing. Please take meter readings for your gas and electricity when you move into and out of the property. It is your responsibility to contact your providers and advise them of these readings. You must also supply meter readings to The Property Partnership on vacating a property and proof of payment of your final bills.
Card payment meters must not be fitted in the property. Any cost incurred from removing a card payment meter will be charged to the tenant.
Ventilation, Condensation & Mould
It is a tenant’s responsibility to take reasonable steps to deal with condensation and ensure that the property is being heated and ventilated throughout. Condensation will not usually occur in areas that are both well ventilated and warm. In cold weather, people are understandably reluctant to open windows and let heat escape, but some level of effective ventilation must be maintained. Property must also be heated in order to help keep condensation levels at a minimum. Here are some tips to help avoid condensation:
· Wipe and remove any condensation regularly, especially around windows to avoid the build up of mould.
· Always use extractor fans and open any windows in bathrooms and kitchens whilst carrying out any cooking, washing or drying activities. Leave fans on and windows open until the visible steam has left the air.
· Always places lids on saucepans during cooking and turn the heat down as required.
· If you are unable to dry washing outside or in a properly ventilated dryer, choose a room that can be heated and ventilated safely and shut it off from the rest of the home.Never dry clothes over doors or on radiators.
· Keep furniture away from walls where possible.
· Keep a small window ajar and any window trickle vents (small vent at the top of the double glazed units) open.
· Keep any room vents open.
· Ensure the heating system is left on timer, especially over winter, even if the property is unoccupied.
· If you’re unsure as to how to use the heating system in your property:
1) Read the instructions
2) Search for advice online
Viewings
If you do not intend renewing your lease at the end of your tenancy, we will require access to allow prospective tenants to view the property. All viewing will be accompanied and we will notify you of any viewing that are to take place.
Window Cleaning
It is your responsibility to make sure that your windows are regularly cleaned both inside and out. While you will likely want to clean the inside of the windows yourself, please use the services of a contract window cleaner or the outside of the windows unless they are on the ground floor and can be reached without the use of a ladder.
If there is anything not covered above or if you require further information on any of the topics, please let us know.
