Tenants

Tenant Guidance Notes

Looking for somewhere to rent?

By searching our up to date website you can see all available properties up to one month in advance. If you would like to view one of our properties contact our Lettings Team and one of our fully trained and professional lettings negotiators will schedule a viewing and we will accommodate you as best we can.

Letting Procedure

We will qualify each prospective tenant before scheduling a viewing
When reserving a property an administration/referencing fee will apply
Completion of an application form must be received within three days
The Deposit must be paid within three days
Three months most recent payslips are required or alternatively if you have only commenced employment, a copy of your Contract of Employment will be required
Proof of identity is required – passport, drivers licence or student card
Proof of residency is required – utility bill or bank statement dated within one month
Students will be asked for proof of identity and proof of residency together with details of a UK guarantor
The UK guarantor must provide three months most recent payslips

All lease signings are conducted in our office and tenants are required, as standard, to pay one months rent deposit and one months rent in advance. Tenants are issued with an inventory, a set of keys per adult and any additional information which will then enable you to move into your new home.

Termination of Tenancy

You will be contacted before the end of your lease to establish if the tenancy will finish on its natural expiry date or to negotiate a possible lease extension. You must always notify our office in writing of any proposed termination date in accordance with the terms of the lease agreement.

Reservation Fee

To secure the reservation of a property a Fee is required together with a completed application form. The Reservation Fee secures the property whilst all relevant references and quality documentation are obtained.

After placing your Reservation Fee the property is withdrawn from our listings and no further viewing or negotiations are carried out with prospective tenants.

Should the applicant withdraw at any time after payment of the Reservation Fee or fail to produce the qualifying documentation they will forfeit the fee in full.

If the applicant delays the process for any reason after agreeing to move in on a specified date, the landlord reserves the right to withdraw. In this instance again the Reservation Fee will be non-refundable.

Should the landlord withdraw from accepting the application, then the Reservation will be refunded in full.

Tenancy Agreement

Upon receipt of satisfactory qualifying documentation Simpson Brebner Lettings will draw up the Tenancy Agreement. The Tenancy Agreement is a legally binding document between the owner of the property (the Landlord) and you (the Tenant). You should read the document carefully and ensure that you fully understand it prior to signing. If there is anything that is not understood it is recommended you take legal advice from either the Citizens Advise Bureau or from a Solicitor.

The Agreement should then be signed and witnessed in our offices. A copy of the engrossed agreement will be given to the tenants. Please ensure that you retain this copy as it may be necessary to refer to it during your tenancy.

First Months Rent and Deposit

The first months rent and deposit must reach our account and we are in receipt of cleared funds 48 hours prior to the date of occupation. Personal cheques, bankers draft and building society cheques can only be accepted if paid 7 working days in advance of occupation.

Please note, we will be unable to issue keys to a tenant until all monies have been received in CLEARED FUNDS.

Rent Payments

All rents are payable in advance by STANDING ORDER only and are due on or before the same day of the month that the tenancy commenced. All rents must be received in cleared funds therefore all standing orders should be dated 3 working days prior to the rent date to ensure cleared funds have been received in time.

If during the tenancy any standing order is withdrawn by the bank due to insufficient funds, then Simpson Brebner Lettings will charge an administration fee of £50 + VAT.

In the case of joint tenancies, the rent must be paid from one account only.

Deposit

The deposit is held as security during the tenancy to protect the landlord against any breaches of agreement by the tenant and can be used at the end of the tenancy to pay for any dilapidations or cleaning, should the property not be returned in its original condition. THE DEPOSIT MUST NOT BE USED AT ANY TIME FOR PAYMENT OF RENT.

The deposit will be held by either Simpson Brebner Lettings or the Landlord. In the case of a dispute, the deposit will only be released after agreement has been reached between Landlord and Tenant.

Inventory

Simpson Brebner Lettings will arrange for an independent inventory clerk to prepare an inventory at the start of your tenancy. The inventory will detail the fixtures and fittings in the property together with their condition.

On receipt of the inventory report Simpson Brebner Lettings will forward a copy to you. You will be given 7 days to check the report and advise our office in writing of any discrepancies or omissions. If they do not hear from you within this time it will be taken that you agree the report is a true record.

If required by the Tenant, a representative from Simpson Brebner Lettings will carry out a courtesy visit to the property to ensure that the general condition of the property is clean and acceptable. You will be required to sign a “Check-in Declaration” to this effect.

Insurance

The Landlord is responsible for insuring the property and any contents that are left in the property. You must insure your own belongings and for accidental damage to the Landlord’s fixtures and fittings. The Landlord cannot be held liable for any loss suffered by the Tenant whatever the circumstances.

Domestic Pets

Domestic pets are not permitted except if agreed in writing and it is usual for an additional deposit to be held. The carpets must be professionally cleaned, sanitised, deodorised and anti bacteria / flea treated on vacating the property. The original invoice must be supplied to confirm that this has been done. If evidence is not supplied to this effect, Simpson Brebner Lettings or the Landlord will arrange for this to be carried out and the cost deducted from your deposit.

Smoking

Smoking is not permitted in a property unless previously agreed with the Landlord.

Utility Supplies and Council Tax

All tenancies are exclusive of utility bills gas, electric, council tax and telephone charges (unless otherwise stated) and Tenants will be responsible for payment. Where Simpson Brebner Lettings manages a property we will advise the various suppliers of your occupancy, however, tenants must contact the suppliers in order to set up an account and to arrange for payment.

Simpson Brebner Lettings are unable to undertake the transfer/connection of telephone services. Tenants should request telephone service from their chosen provider and must advise the Landlord or Simpson Brebner Lettings of the telephone number. Tenants are also responsible for ensuring that they have a television licence for the property, if applicable.

Faults and Repairs

You will be informed at the start of your tenancy who will be managing the property and given contact details. Many landlords have service contracts and preferred contractors. If the landlord is managing the property any maintenance issues must be reported direct to the landlord. Failure to do so may mean that you are liable for any deterioration or damage resulting from any delay. You must not instruct a contractor to undertake any work – if you do it will be at your own expense.

If Simpson Brebner Lettings are managing the property any maintenance issues must be reported to us directly. Please note that we will endeavour to address maintenance issues as soon as possible, however, same day response cannot be guaranteed. We always request that our contractors contact you direct to obtain access to the property. In the case of an emergency we will give the contractor keys for direct access.

Decoration

Should you wish to make any changes to the property including putting up pictures on walls or decoration you must obtain written permission for the landlord or managing agent before any work commences.

Safety

When smoke or carbon monoxide detectors are fitted in the property you have an obligation to ensure that they are checked regularly, kept in good working order and batteries replaced when needed. If you become aware of a fault you must notify the landlord or managing agent immediately. If the property has either natural or bottled gas, the law requires an annual Landlords Gas Safety Report. This will be arranged by the Landlord or managing agent.

The Garden

It is a requirement of our Tenancy Agreement that the Tenant maintains the garden (if applicable) at the property (ie. Keeps the grass cut, borders and paths weed free and shrubs trimmed).

Vacating

You must vacate the property on the agreed date, return all keys to the office and provide a forwarding address for the return of any deposit. Simpson Brebner Lettings will arrange for an independent inventory clerk to visit the property, prepare an inventory re check and take the meter readings.

The cost of the inventory re check report and reconciliation of the deposit monies is shared equally between Landlord and Tenant.

Return of Deposit

The deposit is refundable only after you have vacated the property and provided that:-

The property has been cleaned to the standard of the check-in report.
The carpets and curtains have been cleaned where required.
All items listed in the inventory are present and in satisfactory condition.
There is no damage to the property.

Tenants should note that where we have to employ contractors to rectify any issues, the balance of the deposit can only be returned once we are in possession of all contractors invoices.