We realise that looking for a new home can sometimes be a lengthy and stressful experience. Current market conditions have not made the process easier as there is a well publicised nationwide shortage of affordable rental accommodation. It has become normal protocol for ‘none viewings’ to occur, this is where multiple viewers are looking round the same property within an allocated time slot. To ensure the procedure is fair to all parties, should we receive multiple applications for the same property immediately after the none viewing we will put the details forward for the landlord to decide.
In order to give yourself the maximum chance to secure a property swiftly please consider the following points:
Once you have found a suitable property you will need to submit application forms and pay an administration fee to reserve your new home, the administration fees are as follows:
One person - £200
Two people - £300
Three persons - £350
Four or above - £400 plus £50.00 per person thereafter.
This fee covers our administration procedures and acts as a holding fee, subject to the landlord’s approval of your application. Should you withdraw from the tenancy it will not be refunded. Should the landlord or Guardian not wish to proceed with your tenancy the admin fee will be refunded minus £50 to cover our expenditure. Please ensure you notify the negotiator of any additional requests/ changes you wish to make to the property at this point to avoid confusion at a later date.
Some important information
You will be asked to sign an Assured Shorthold Tenancy Agreement it will have a standard term of twelve months. Unless otherwise agreed you have the right to serve two rental months’ notice anytime after month 4 should you require, as does your landlord.
You will be asked to sign our prescribed information. This contains very important information as to where your deposit is held and details of our Tenancy Deposit Scheme.
Upon move in date of a managed property you will collect a full, detailed inventory. You will be given the first fourteen days of your tenancy to amend and submit.
You will be asked to pay one month’s rent in advance and deposit equal to the one months rent (unless otherwise stated) in cleared funds.
We will supply you with a Gas Safety Certificate & Energy Performance Certificate prior to your tenancy commencing.
You will need to pay your rent via standing order; we will supply you with our bank details. In most cases the rent due date will be the date you moved in, rent is paid per calendar month on the same date each month.
If you wish to add additional tenants throughout the tenancy with the landlord's agreement, there will be an administration fee payable of £100.
Most of our properties will be managed by ourselves, we are available to you between the hours of 9:00 am and 6:00 pm Monday to Friday, and 9:00 am and 4:00 pm on Saturdays.
If we are fully managing your property, we will carry out property inspections every ten to twelve weeks, which you will be notified of a week before. This is an overall assessment of the property taking note of the cleanliness, ensuring the property is being lived in normally and that no damage has occurred.
Guardian Residential Lettings has been setting up tenancies professionally, thoroughly and honestly since 1994.
Q1. "WHAT ARE YOUR OPENING HOURS?"
Monday to Friday - 9.00am to 6.00pm
Saturday - 9.00am to 4.00pm
Q2. "HOW DO WE ENSURE A PROPERTY IS SECURED FOR US?"
Once a property has been selected, the Administration Fee must be paid. This amounts to £200.00 for one person, £300.00 for two people, £350.00 for three people, £400.00 for four people and an additional £50.00 per person thereafter, inclusive of VAT per property, and must be paid in cleared funds (cash, debit card, building society cheque or bankers draft).
Once this has been paid, the property will be secured for you, subject to the Landlord’s approval and satisfactory references. The fee is non refundable should you change your mind, however it is fully refundable in the event the Landlord/Agent rejects the Tenants or decides not to let the property. Refunds are made by cheque only.
Q3. "WILL REFERENCES BE REQUIRED?"
An application form needs to be completed for every Tenant over the age of 18 and anybody acting as Guarantor for the property.
Q4. "HOW DOES THE TENANCY AGREEMENT WORK?"
An Assured Shorthold Tenancy Agreement will be drawn up, normally for a twelve month period, with a break clause allowing both Tenant and Landlord the opportunity to give two rental months notice at any time after the four month stage. We will ask you to read the contract carefully and we are happy to answer any questions you may have. We would recommend you seek the advice of a solicitor or the Citizens Advice Bureau should there be anything within the agreement you are uncertain about.
Q5. "WILL AN INVENTORY BE TAKEN?"
An inventory will be taken, which will itemise the condition of the property including the furniture, fixtures and fittings which remain at the property. We will ask you to read through and sign this on your move in day.
You will then have a further ten days in which to check for accuracy. Should there be any discrepancies then simply write the adjustments on the "Inventory Amendment Sheet" and return this to our office. Should we not receive any adjustments within ten days, it will be considered accurate, and will form part of your Tenancy Agreement.
Q6. "HOW DO THE SERVICES AND UTILITIES GET CHANGED INTO MY NAME?"
You will be expected to contact the service companies for gas, electric, water rates, and Council Tax. These companies must be notified of the start date of the tenancy and the names of all the Tenants. Meter readings, where appropriate, will be taken just prior to your move and can be found on your inventory.
Q7. "HOW DO I PAY THE FIRST MONTHS RENT?"
Your first months rent must be paid in cleared funds prior to moving into the property. This can be via building society cheque, bankers draft, debit card or credit card (2% charge applicable for credit card payments).
Q8. "DO I NEED TO PAY A DEPOSIT?"
The deposit must also be paid in cleared funds (via building society cheque, bankers draft, debit card or credit card (2% charge applicable for credit card payments)), prior to the commencement of the tenancy and is equal to one months rent. The deposit is held by ourselves as Stakeholder. It acts as security for the performance of the Tenant’s obligations under the Tenancy Agreement. It should not be used as the last months rent.
Q9. "WHO SHOULD I CONTACT DURING THE TENANCY; GUARDIAN OR MY LANDLORD?"
You will be advised whether your property is on a fully managed or non managed service. If the property is being fully managed then we would ask you to direct any queries regarding the property, rent or the Tenancy Agreement to ourselves.
Alternatively, should the property be non managed then we would ask you to continue to pay the rent to ourselves but direct any queries regarding property repairs and maintenance to your Landlord. You will be provided will the Landlord’s telephone numbers.
Q10. "CAN TENANTS INSURANCE BE PROVIDED?"
At Guardian Residential Lettings we recognise how difficult it can be for Tenants to arrange the correct insurance cover for their personal possessions. You can protect yourself with Homelet, which offer a policy specifically designed towards Tenants.
Q11. "WHAT DAY IS THE RENT DUE AND WHAT IS THE PREFERRED METHOD OF PAYMENT?"
The date you move into your property will be your "rent due day" every month. The preferred method of payment for the majority of our Tenants is to set up a standing order, in which case we will provide you with our bank details although rent can also be paid via cheque, debit card or credit card (2% charge applicable for credit card payments). Please arrange for the standing order to leave your account three days prior to your rent due date to ensure we have received the money to pay your Landlord.
We are a completely "cash free" office therefore we cannot accept any cash rental payments.
Q12. WHAT DO I DO IF I HAVE A PROBLEM WITH MY RENT?
Should you ever encounter difficulties in paying your rent, please advise us as early as possible, informing us of when you expect the rent to be paid. This will allow us to contact your Landlord and keep them fully informed. Early contact gives the maximum chance of managing the situation to everyone's satisfaction, including yourselves. Ask for the rent payments department on 01279 635685.
Q13. "CAN I ALTER OR IMPROVE THE PROPERTY IN ANY WAY?"
If you wish to make any physical changes to the property, you must contact us so we can gain the Landlord's permission. This would include decorating, erection of shelves, hanging pictures on walls etc. Altering the property without the Landlord’s express written permission is a breach of your Tenancy Agreement and could affect the return of your deposit at the end of the tenancy.
Q14. "WHAT DO I DO IF AN ACCIDENT OCCURS AT MY PROPERTY?"
Q15. "WHAT DO I DO IF THERE IS A REPAIR REQUIRED AT MY PROPERTY?"
Tenants are expected to carry out repairs that occur at their property if they are of a minor nature, which any home owner would normally do, please see list in Appendix A5 for examples.
For all repairs that are of a more significant nature, we would ask you to contact us so we can get the repair carried out on behalf of the Landlord. If your property is of a non managed status then we would ask you to contact your Landlord instead. Your Landlord’s details can be found on the letter provided by us at the start of your tenancy.
An emergency is defined as something that could cause serious damage to the property or to somebody if not immediately rectified. Please refer to Appendix A5 for examples.Should your property require an emergency repair then we would ask you to follow the procedure as mentioned above for regular repairs. However, if the emergency occurs outside our office hours, then we would ask you to contact one of our Trusted Contractors, please refer to your move in pack.
Q16. "WHAT DO I DO IF I CAN NOT GET THE HEATING OR HOT WATER TO WORK?"
When operating the heating or hot water in your new home, you will normally find there are operating instructions for igniting the boiler on the inside cover. If these are followed clearly these instructions should be quite simple to follow. In addition to this, you must be aware of the location of your central heating thermostat and central heating controls.
Q17. "HOW DO I WORK MY ECONOMY 7 STORAGE RADIATORS?"
Economy 7 storage radiators use cheap night time electricity. The energy is stored over night and then is let out during the day time via the radiator.The radiator has to be switched on, normally via a switch on the wall, which is wired to the radiator. Additionally, there are two controls, input and boost/output.
Q18. "WILL PROPERTY INSPECTIONS BE CARRIED OUT?"
Property inspections will be carried out throughout the duration of the tenancy at ten to twelve weekly intervals. Should your property be on a non managed basis then these inspections should be carried out by your Landlord. This is a time for us to check the property and it’s condition.
Q19. "WHAT DO I DO IF I EXPERIENCE CONDENSATION AT MY PROPERTY?"
Many Tenants report dampness to us which turns out to be condensation. This happens when warm air comes into contact with a cold surface and moisture in the air turns into droplets of water. If your home has condensation, you will find a blackish mould forming on walls, in the corner of rooms, around windows and behind wardrobes.
• Open a window when you are cooking and keep lids on saucepans.
• Leave a bathroom window open after a bath to clear the steam.
• Do not none air vents or air bricks.
• Open windows in all your rooms for a few minutes each day to let some fresh air circulate.
• Keep the bathroom door shut when you have a bath or shower.
• Leave some background heating on all day in cold weather.
• Wipe down the affected areas with a mild soap solution.
Q20. "WHAT SHOULD I DO IF I RECEIVE ANY POST BELONGING TO THE LANDLORD?"
For any post received that does not belong to yourselves, follow one of the two procedures listed below:
Q21. "WHAT DO I DO IF I NEED TO LEAVE THE PROPERTY BEFORE THE MINIMUM SIX MONTH TERM IS OVER?"
You are committed to the Tenancy Agreement for a minimum term of six months. However should you have an unforeseen change in your circumstances and need to leave early then firstly you would need to confirm your intentions in writing, your official end of tenancy date would be at the six month stage. Next we would confer with your Landlord to see if they want to re-let the property. If this is the case then we would place the property back on the market and should we find a Tenant who wishes to move into the property before your end of tenancy date, then you would be released from your contractual obligations early, only when your Landlord agrees and the new Tenant has paid their first months rent and deposit in cleared funds. Should the Landlord not wish us to re-let the property then it would be down to the Landlord’s discretion as to whether you could be released early or not.
Q22. "HOW DO I END MY TENANCY?"
To end the tenancy you must give the appropriate amount of notice, normally two rental months after completion of the initial 4 months of the tenancy. The notice must be in the form of a letter, and commences from the next rent day that the letter is received by ourselves. This will determine a final day for the tenancy. Rent must be paid in full up to and including this final day and the deposit cannot be used as rent throughout this final period.
Q23. "HOW DOES MY DEPOSIT GET RETURNED TO ME? WHAT IS THE TENANCY DEPOSIT SCHEME?"
We will arrange to meet you at the property on the final day of your tenancy to carry out the Final Inspection. At this time the inventory which was taken at the commencement of the tenancy plus any amendments you may have made, will be re-checked.
We look forward to hearing from you; please contact us on 01279 635685, or use the contact form on this site.