IV
Counties Property Management
INFORMATION FOR TENANTS
IV Counties specialises in providing an efficient, personal
service to our landlords and their tenants.
This page will provide you with useful information
about what is involved when renting a property, it covers:
Application
All tenants are required to complete our Tenant Application
form and each applicant must:
- have a good credit history.
- have been in full time employment for a minimum
of 6 months or, if a graduate commencing employment,
provide proof of their start date and salary. Those
in temporary employment should be working through
an established employment agency and provide 12 months
proof of earnings.
- provide satisfactory references from:
- their employer, to confirm length of employment
and give an opinion on capability of meeting the
rental payments.
- their previous landlord/letting agent.
- their bank, confirming ability to meet rental
payments.
- in the case of foreign nationals, provide proof
that they have a contract of work in the UK for the
term of the tenancy (i.e. at least 6 months).
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Tenancy Agreement
Tenants should read and understand the Tenancy Agreement
which is a legally binding document. The Tenancy Agreement
should be signed by all tenants and a representative
of IV Counties, and witnessed. Should a tenant be unable
to attend at the start of the occupancy, a signed letter
from them authorising another tenant to sign on their
behalf must be produced so that the tenancy can proceed.
Fee: £50 per tenant to cover the costs of preparing
the Tenancy Agreement.
£25 per tenant to cover the costs of obtaining
references.
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Guarantors
A guarantor is required for any tenant who is:
- a full time Student.
- unable to provide a satisfactory bank reference.
- unemployed or has been employed for less than one
year.
- recently arrived from overseas.
Usually, the guarantor is a member of the individual’s
family who is able to provide satisfactory references
from their bank and employer, or, in the case of the
self-employed, their accountant. A legally binding document
has to be signed by the guarantor, which would make
them liable for the rent for the term of the occupancy
if the tenant defaults on payment due and any other
costs not covered by the dilapidation deposit.
Fee: £50 per tenant, to cover extra administration
costs.
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Deposit
Tenants are required to pay a Dilapidation Deposit
of one and a half month’s rent to IV Counties
at the start of the tenancy. This is held in a client
account on which interest is not payable. The Dilapidation
Deposit is held to cover the costs of any repairs, replacements,
or loss of rent and is refunded (less any remedial costs
incurred) two weeks after the end of the tenancy.
A Holding Deposit of £250.00 is payable on your
application to rent a property; this is set against
the Dilapidation Deposit. If you decide against renting
the property, or if your references indicate that you
will be unsuitable as a tenant, the Holding Deposit
will be retained to cover our administration costs.
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Payments
- On the day the tenancy commences the tenant is to
pay IV Counties all monies due, namely, the balance
of the dilapidation deposit (1½ month’s
rent less £250 Holding Deposit) and the first
month’s rent.
- The payment is to be made either by bankers draft
or building society cheque. Presentation of cash will
incur a handling charge of £25. Personal cheques
are accepted only by prior arrangement and sufficient
time must be allowed for clearance prior to occupation
commencing.
- Rent is due 1st day of the month, tenants are supplied
with instructions to commence Standing Order payments.
- Where a tenancy is shared, there should be a nominated
tenant who will be our first point of contact. Individual
rent payments are not accepted, nor are personal cheques
or cash.
- Late rent creates extra work, so a charge of £20
per letter will be made should we have to write requesting
payment.
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Moving in
- When the tenant moves in, they will be supplied
with an Inventory of the property, which should be
checked carefully, signed by all tenants as being
correct and returned to IV Counties within 14 days.
If there are any discrepancies, these should be noted
and IV Counties advised. If IV Counties does not receive
confirmation or advice of discrepancies within 14
days of the start of the tenancy, the inventory will
be taken as being correct.
- Tenants are responsible for arranging the supply
of services (electricity, gas, water, telephone) and
for the payment of Council Tax.
- The Tenancy Agreement should be signed and witnessed
and returned to IV Counties.
- A Standing Order instruction for the monthly rental
payments is to be completed and signed ready to go
the tenants bank.
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Care of the Rental
Property
- IV Counties must be advised of any problems relating
to the rental property as soon as they become apparent.
The Landlord is generally responsible for the repair
and maintenance of the property, except where the
necessity for the repair has arisen due to the Tenant’s
negligence or accidental damage. Where appropriate,
we will arrange for the necessary work to be carried
out.
- Tenants should not decorate rental property without
the express permission of the Landlord.
- During winter months, tenants are required to take
appropriate precautions to avoid damage to water pipes.
If they are leaving the property unattended for any
length of time it may be advisable to leave the heating
on low and to turn the cold water supply off at the
stopcock.
- Unless the area surrounding a bath is fully tiled,
tenants are required to use a shower for washing hair
only; any water damage to painted or papered walls
will be regarded as tenants’ neglect.
- If there is a garden at a property, tenants are
expected to maintain it, i.e. cutting lawns and keeping
borders tidy.
- Tenants are required to test, and keep, smoke alarms
in working order.
- Gas and electrical appliances must have annual safety
checks, in order for these to take place we will arrange
access with the tenant.
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Inspections
A member of IV Counties inspects rental properties
quarterly, tenants are advised and a time agreed with
them, they do not need to be present for the inspection.
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Termination
On taking up a tenancy, an Assured Shorthold Tenancy
Agreement, which is a legally document, is signed and
entered into by all tenants. If tenants wish to leave
the property before the end of the term agreed IV Counties
will advertise the property for re-let but there will
be a £50 charge towards advertising costs. If
the property does not let immediately tenants will be
liable for all rental and utility payments until the
date originally quoted in the Tenancy Agreement.
For tenants who fail to vacate the property on the
due date or fail to meet the obligations of the Tenancy
Agreement, IV Counties reserves the right to levy a
charge in respect of legal fees, any losses or other
costs to the agent, landlord or other parties.
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Insurance
Tenants must insure the contents of the property, IV
Counties can arrange adequate cover through the HomeLet
Tenant’s Protection service:
| Standard Cover: |
Contents & Personal Possessions
in Your Home (includes
Tenant Liability) |
 |
| Additional Cover: |
Loss or Accidental Damage to Personal
Possessions Anywhere;
Pedal Cycles Over £200 each |
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Landlords
and Tenants Responsibilities:
The Landlord is responsible for:
Repairs
Unless the tenancy has a fixed term of more than 7
years, the landlord is responsible for repairs to:
- the exterior and structure of the property.
- sanitary installations, such as baths, sinks and
basins.
- heating and hot water installations.
- in the case of a flat or maisonette, other parts
of the building which the landlord owns or controls
and whose disrepair would affect you.
The landlord is not responsible for repairing damage
caused by you, that is your responsibility.
Further information is available in the
DETR produced booklet “Repairs”.
Safety of gas and electrical appliances
Under the Gas Safety (Installation and Use) Regulations
1994, the landlord is required to ensure that all gas
appliances are maintained in good order and that an
annual safety check is carried out by a tradesman who
is registered with CORGI (Council for Registered Gas
Installers). The landlord must keep a record of the
safety checks and pass to you within 28 days of each
annual check.
The landlord should ensure that the electrical system
and electric appliances he provides such as kitchen
white goods and immersion heaters are safe to use.
Further information is available in Health
and Safety Executive produced leaflet “Gas appliances
– get them checked, keep them safe”.
Fire safety of furniture and furnishings
Any furniture and furnishings supplied by the landlord
must meet the fire resistance requirements in the Furniture
and Furnishings (Fire) (Safety) Regulations 1988. The
regulations set levels of resistance for domestic upholstered
furniture. All new and second-hand furniture supplied
in accommodation that is let must meet the fire resistance
requirements unless it was made before 1950.
Further information is available in the
DTI produced booklet “A Guide to the Furniture
and Furnishings (Fire) (Safety) Regulations”.
Other
A tenancy is a contractual agreement so the landlord
must supply whatever he agreed to supply.
The Tenant is responsible for:
Council Tax
You will normally be responsible for paying Council
Tax. If the property has multiple occupants the landlord
will be responsible for paying it, although it may then
be included it in the cost of the rent.
Further information is available from your local authority.
Water and sewerage charges
You will usually be responsible for paying water and
sewerage charges if the accommodation is self contained.
Further information is available from the
local water utility company.
Other bills
Payment of other bills should be agreed with the landlord
and clearly stated in the Tenancy Agreement. However,
the tenant is usually responsible for all other bills.
Other
You have a duty to take proper care of the property
and use it in a responsible way, pay the rent as agreed
and keep to the terms of the tenancy agreement.
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