Tenants
A Guide To Renting
Thomas Morris Property Management specialises in letting properties and prides itself on its personal service to both landlord and tenant.
This document is designed to outline our terms and conditions and tries to answer most of the questions that normally arise when a tenant is considering renting a property.
Should there be any further queries that you may have then we would be pleased to assist.
1. LOOKING FOR A SUITABLE PROPERTY
When you start looking for rental accommodation you should allow a minimum of two weeks to find a suitable property, however in certain instances we can organise a tenancy within a shorter timescale. Your first step is to consider your requirements and priorities. The following are examples of the variables to be considered:-
- The maximum rent you wish to pay (see Affordability Calculator)
- How long you want to rent for
- Commuting time to your workplace
- Your need for local facilities, i.e. schools, shops, parks, restaurants
- Type of property you would like, i.e. house/flat; modern/period
- The areas you would like to live
- Whether furnished or unfurnished
- Public transport options
It is important to recognise that your absolutely ideal property, in all respects, may not exist and you may have to compromise on one or more of the above. The more flexible you are, the more likely it will be that you can be settled without any undue delay.
2. HOW MUCH CAN I AFFORD?
All tenants are subject to a referencing process which includes an affordability calculation. Your annual earnings (as an individual or as a couple) must be equal to or more than 2.5 times the annual rent. Please refer to the Affordability Calculator which shows how much you need to earn to be accepted for properties at various monthly rent levels.
If you fall short of these figures, it may be possible to be accepted if you can provide a guarantor. Your Thomas Morris representative can advise you further on this issue.
3. VIEWING PROPERTIES
When viewing, you must consider the property carefully and ensure that you check exactly what is and is not included in the furnishings and fixtures.
Any discussions or correspondence with the owner, or our staff, are expressly deemed to be subject to application, reference and contract.
An occupier cannot speak on behalf of the landlord or ourselves.
4. CREDIT REFERENCES
Once you have selected a property, we require the tenant to complete a credit reference application form and pay to Thomas Morris Property Management an administration fee and a credit reference fee for each person. These charges are non-refundable if you, as the proposed tenant, fail the credit reference search or decide not to take occupancy of the proposed property. We use a credit search agency who will carry out a search and we advise the proposed tenant that the information supplied on the application form will be used to trace tenants who vacate the property leaving damage or rent arrears. The credit agency takes between 2 and 5 days and then provides us with information on the following: -
- Voters roll registration at current or previous addresses
- Details of any previous bankruptcy in the last 10 years
- Details of other searches and financial transactions
- Full score information on tenant (pass or fail)
- Full employers reference, commencement date and salary
- Bank account reference
- Employer company check confirming proper incorporation, date and reg. no.
- Previous/current Letting Agent or landlord report (where applicable)
- Compilations and assessment of all available information
- Recommendation on applicants; suitability for the tenancy
We would ask that you contact the Eaton Socon Administration Centre, on 01480 213171, after about 5 days to check that we have received the references and to arrange a date for you to move into the property. If the house is vacant we can normally arrange this within 10 days. We insist that the initial rent and deposit are received into our bank account at least 3 working days prior to the moving in date. Please note that the administration fee and credit reference fee should be paid in cash or by Bankers Draft and will be required as a holding deposit (non refundable under the above conditions).
NB: We cannot under any circumstances divulge to you any information obtained from the credit reference other than to say that it was satisfactory or not satisfactory.
5. TENANCY AGREEMENT
You will be asked to sign a tenancy agreement. You should read this very carefully and keep a copy. If in doubt do not sign the agreement. There are different types of agreement such as:
Assured Shorthold Tenancy Agreement. An assured shorthold tenancy agreement can be for any agreed initial term but is usually for an initial term of six months. This type of tenancy protects the landlord so that he can always obtain possession once notice is served but must allow the tenant to live in the property for not less than the initial term.
The landlord giving not less than two months notice to quit on the fourth month, effective after the first six months, can terminate it. The tenant could also terminate it after the initial period giving one months notice in writing.
Thomas Morris Property Management reserves the right not to proceed with a proposed tenancy.
6. RENT DAY
The Standing order must be set up for four days in advance of the rent due date to ensure cleared funds are received on the rent due date.
7. NON-PAYMENT OF RENT
Should this occur then a ‘late rent’ letter will be sent to you requesting immediate payment of the overdue rent and should this not be heeded then action will be taken to recover the amount due. If the matter has to go to court you will not only owe the rent but also our additional costs, legal expenses and court fees.
8. OUTGOINGS
The tenant is responsible for all outgoings i.e. water, gas, electricity, community charge and contents insurance for personal items within the property should the property be unfurnished.
As occupation is taken up, the necessary authorities should be informed of the date you take up occupation, and your ongoing responsibility for their accounts.
9. INVENTORY
A detailed inventory of the property will be given to the tenants. It is essential that the inventory is accurate as you will be asked to sign the inventory and return it to the local branch within 7 days of taking up occupation. It is normally accepted that corrections can be made by the tenant to the inventory, but once signed the tenant will thereafter beheld liable to return the property in the same condition as detailed on the inventory.
10. DEPOSIT
We ask tenants that they supply one and a half months’ rent to be held by us as a deposit during the tenancy. This will be refunded at the end of the tenancy once we have checked the condition of the property. Deposits will normally be returned 10 days after the property has been vacated and keys returned to the local branch. No interest is paid on deposits held.
11. ELECTRICITY AND GAS SUPPLIES
These are the tenant’s responsibility. At the commencement of a tenancy you should contact the relevant companies notifying them of your occupation.
12. GAS SAFETY REGULATIONS 1994 – ANNUAL GAS SAFETY INSPECTIONS
Gas heating systems should be checked regularly. By law a Gas Safe Engineer must inspect each property every 12 months; the cost of the inspection is the responsibility of the landlord. Thomas Morris Property Management will hold a certificate of Gas Safety.
13. WATER RATES
Our standard lease provides that the tenant is responsible for the payment of water rates. Some properties are on a water meter. You will need to contact the relevant authority to arrange for connection.
14. TELEPHONE
Tenants are responsible for any connection or re-connection charge and should contact the relevant company to have the telephone changed to their name.
15. HOUSE AND CONTENTS INSURANCE
The landlord will insure the property and landlords contents; however, the tenant's contents are not covered by his Insurance. Thomas Morris Property Management can provide information on tenants contents insurance and, with your consent, pass details to a third party insurance company who will then contact you and provide a quote.
16. COUNCIL TAX
This is the responsibility of the tenant. You need to tell the Council Tax Office of the date that you move in. Our experience shows that they are now very efficient and will track tenants from property to property for recovery of tax. As Letting Agents, Thomas Morris Property Management are obliged by law to tell the council of your occupation, previous address and your forwarding address.
17. MAINTENANCE AND GROUND RENT (LEASEHOLD PROPERTIES ONLY)
The landlord is normally responsible for both the maintenance and ground rent charges.
18. CLEANING/GARDENING
The tenant should leave the house in a tidy condition. Should the property not be left in a clean and tidy condition so that it may be immediately re-let, Thomas Morris Property Management will employ a professional cleaner and the cost will be charged to the tenant. The garden should also be left in good condition according to the season of the year. If the garden is not being maintained during the term of the tenancy and is not left in a satisfactory condition contract gardeners will be employed and the tenant charged.
19. PETS
Our standard lease precludes pets of any kind except upon written consent. It must be pointed out that although visible damage caused by animals can normally be noticed, there have been problems with flea infestation and smell after 2-3 weeks of the property being vacated. An additional £100 deposit is therefore needed and the carpets will need to be cleaned and fumigated under the terms of the tenancy agreement.
20. INSPECTION
The lease allows Thomas Morris Property Management to carry out inspections of the property to ensure that it is being kept in the manner laid down in the tenancy agreement. Our experience shows that some properties need to be inspected more frequently than others. Our management visits will include investigation of defects, which come to our notice or are clearly and adequately brought to our attention by the tenant. We write informing you when these inspections are to take place.
21. FAIR WEAR AND TEAR
The tenancy agreement allows for the tenant to have free and unabated use of the property. The landlord accepts that there will be normal wear and tear to the property, fixtures and fittings. If something has been maliciously damaged the tenant will be held responsible.
22. MAINTENANCE
If any item needs repairing please contact the office, on 01480 213171, immediately. We use a number of local tradesmen who will respond quickly and attend to any minor repairs of emergency. If the cost is likely to exceed £250 we are normally required to obtain 2 quotations and the landlord’s approval before the work can be undertaken.
23. NOTICE TO QUIT
The lease will bind the tenant for an initial minimum period, either 6 months or a year. You cannot terminate the tenancy during the initial period and will be held responsible for all rent due. If, at the end of your initial period, you wish to end the tenancy, you must provide Thomas Morris Property Management with one month’s notice in writing to 2 Eaton Court Road, Colmworth Business Park, Eaton Socon, St Neots, Cambs PE19 8ER on your rent due date letting us know when you wish to vacate the property.
If the landlord should require you to vacate the property at any time after the initial period then the landlord must give you 2 month’s notice to quit the property.
24. VACATION
On the day that you vacate the property you should: -
- Ensure that the property and gardens are left in a clean and tidy condition
- All carpets are steam cleaned
- All landlords contents are replaced in each room in accordance with the inventory
- Check that the inventory is correct
- Read the meters and settle your accounts with the relevant companies and cancel your bank standing order
- Turn off the Electricity, Gas, and Water
- Advise the post office of your new address for any mail
- Return all keys to your local Thomas Morris branch
NB: The tenancy only ends when all keys have been returned
Be warned. You are responsible for the property until the end of the tenancy even if you vacate early. If vacant, the property should be left secure and during the winter months drained down and secured against possible frost damage.
25. EARLY TERMINATION
If you wish to terminate a fixed term tenancy earlier than the ending date of the agreement currently in operation, and if, at his option, the landlord agrees to an early release, the following terms will apply: -
Option 1
Full payment of the remaining rent in cleared funds, allowing you to vacate immediately and your deposit to be returned after you vacate, minus any possible dilapidation’s from the original inventory.
Option 2
a) Payment of a charge from the landlord for the breaking of the contract to cover the expenses of our contractual costs to the landlord for the remainder of the tenancy term and the setting up of a new tenancy
b) Suitable tenants must be secured to take occupancy during the remainder of your term.
If requirements a) and b) are not fulfilled you will be liable for the total remaining rent. If all requirements are fulfilled you will be charged rent up-to the day new tenants take occupancy and your deposit will be forwarded to you after that date, minus any possible dilapidation’s from the original inventory.
The landlord has the right to insist that the terms of the Tenancy Agreement are completed in full. Neither Thomas Morris Property Management, nor any associated estate agency has the right to agree either of the above options.
26. OUR MANAGEMENT SERVICE
If the property is under management, it will be within the personal control of Sandra Watson, the Manager of our Administration Centre, backed by our capable staff, all of whom have had considerable experience working in Property Management. We are confident that when you choose to rent from Thomas Morris Property Management, you will receive a thorough and efficient service taking care of all day-to-day worries.
FOR MORTGAGE ADVICE THOMAS MORRIS CAN INTRODUCE YOU TO PARTNERS FINANCIAL.
