Tenant Guide

  1. Referencing Procedure
  2. Holding Deposit
  3. Tenancy Agreement
  4. Payment
  5. Managed Properties
  6. Rental Payment
  7. Notice to end a tenancy
  8. Inventory
  9. Deposit Returns
  10. Tenants obligations
  11. Property Inspection
  12. Council Tax & Utilities

Referencing Procedure

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, salary confirmation.
  • Personal & Photographic identification (passport or driving licence).
  • Previous Landlord references.
  • Students (Guarantor or proof or funding).
  • Self-Employed (Accountants references, trading details etc)

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Holding Deposit

Tenant Fees

For tenancies beginning on or after the 1st June 2019, you will receive a copy of our Tenant Terms of Business which, together with your tenancy Agreement, details everything which will become payable before, during and after the tenancy. This will include confirmation of the agreed rent and the deposit.

Below is a list of our current permitted payments:

  • Holding deposit (per tenancy). Equal to one week's rent.
    This reserves the property whilst your application is being processed. Please Note: your holding deposit will be withheld if any relevant person (including any guarantor(s)) withdraw from the tenancy, fail a Right-to-Rent check, provide materially significant false or misleading information, or fail to sign their tenancy agreement (and / or Deed of Guarantee) within 15 calendar days (or other Deadline for Agreement as mutually agreed in writing).
  • Security deposit (per tenancy, if the rent is under £50,000 per year). Five weeks' rent.
  • Security deposit (per tenancy, if the rent equals or exceeds £50,000 per year). Six weeks' rent.
  • Unpaid rent
    Interest at 3% above the Bank of England Base Rate from Rent Due Date until paid in order to pursue non-payment of rent. Please Note: This will not be levied until the rent is more than 14 days in arrears.
  • Lost key(s) or other security device(s).
    Tenants are liable to the actual cost of replacing any lost key(s) or other security device(s). If the loss results in locks needing to be changed, the actual costs of a locksmith, new lock and replacement keys for the tenant, landlord any other persons requiring keys will be charged to the tenant. If extra costs are incurred there will be a charge of £15 per hour (inc. VAT) for the time taken replacing lost key(s) or other security device(s).
  • Variation of contract at the tenants request; £50 (inc. VAT) per agreed variation.
  • Change of sharer at the tenant's request £50 (inc. VAT) per replacement tenant or any reasonable costs incurred if higher.
    To cover the costs associated with taking landlord's instructions, new tenant referencing and Right-to-Rent checks, deposit registration as well as the preparation and execution of new legal documents.
  • Early termination (tenant's request) at the tenants request:
    If the tenant applies to leave their contract early, they will be liable to the landlord's costs in re-letting the property as well as all rent due under the tenancy until the start date of the replacement tenancy. These costs will not exceed the maximum amount of rent outstanding on the tenancy.

For example:

  • Cancel any advertising for the letting
  • Tell other applicants that the tenancy has been taken subject to satisfactory references
  • Prepare a letting agreement
  • Take up references
  • Carry out credit checks (some landlords make a charge for this - administration fee)

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Tenancy Agreement

Both the Landlord/Smartmove and tenant/s 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 six 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.

By legal requirement we will issue you with a sample template 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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Payment

Once a moving date has been agreed and references have all been approved by the landlord, the tenancy agreement will need to be signed by all parties and the initial monies in full will become due less any holding deposit previously paid:

This is made up of the following:

  • Deposit normally equal to five weeks rent.
  • The first month’s rent in advance. (rent is worked out on a per calendar month basis), which is, if you are not aware; the weekly rent, multiplied by 52 weeks and divided by twelve months to give the per calendar month rental figure

The above monies need to be in a cleared form before the tenancy is able to commence, payment by means of either a bankers draft, cashor paid directly into our client bank account and showing as cleared.

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Managed Properties

We do get instructed to fully manage some of our landlord's properties, if this is the case, 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 and we will deal with the problem as quickly and efficiently as possible. Failure to report an ongoing problem may turn the onus onto you; please report any problems you feel need attention by email to rentals@smartmove.ltd

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Rental Payment

Rental payments are always made by standing order from the tenants bank account to the landlord's bank account, with the exception of managed properties whereby the rental payment is made to us.

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Notice to end a tenancy

To terminate your tenancy subject to term, you will normally be required to give us at least one month notice in writing of your intention to leave, unless otherwise specified in your specific tenancy agreement.Insurance

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.

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Inventory

A well-prepared inventory (applicable where landlord has requested) 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.

It is in a landlord's interest to ensure that inventories are prepared for properties that they own. In the worst case scenario, should you end up in court, the judge will tend to look more favourably on an impartial, unbiased inventory prepared by a third party unconnected to either the landlord or the tenants. Inventories prepared by landlords could be viewed as biased and one-sided.

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

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Deposit Returns

When your tenancy ends, an inspection of the property will be carried out, either by the landlord or an independent inventory clerk instructed by the landlord.

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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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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 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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Council Tax & Utilities

It is the tenant's responsibility to inform the utility companies of their occupation of the property at the commencement of the tenancy, and to pay council tax to the local authority. Students, who may be exempt from the payment of council tax, are responsible for informing the Local Authority of this.

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