Deposit
You will be required to pay a deposit for any property that is equivalent to one calendar month’s rent plus £100. Your deposit will be paid into the Deposit Protection Service (www.Depositprotection.com.) within 14days from your check in date. Your deposit is then returned to you at the end of the tenancy after the final check out inspection is carried out and depending on the condition of the property based on the Inventory.
In order to secure a property, you will be required to pay a Holding Deposit equivalent to half the monthly rent, you will then pay the balance on the day you move in to your new home.
The holding deposit confirms that:
- You are happy for Phoenix Property Management to proceed with your application and obtain references on your behalf and on behalf of any other tenants concerned.
- The property will be held for you for a maximum of 4 weeks; at the landlord’s discretion.
- The landlord and Phoenix Property Management will take the property off the market. NB. until a holding deposit is paid in full we (and sometimes other agents) will continue to show the property to prospective tenants who may then pay a holding deposit.
- If you (the tenant) withdraw your application or are found to have knowingly provided false information on your application form, then you will forfeit your holding deposit. This is because the property will have been withdrawn from the market and we would have also stopped viewings to other prospective tenants.
Application
If you (the tenant) withdraw your application or are found to have knowingly provided false information on your application form, then you will forfeit your holding deposit. This is because the property will have been withdrawn from the market and we would have also stopped viewings to other prospective tenants.
Period of Tenancy
We usually offer “Fixed Term” “Assured Shorthold” Tenancies for either 6 months or 12 months. Tenancies are also “Jointly and Severally” liable. Towards the end of your initial Tenancy period, you will be asked to renew your tenancy either for a further “Fixed Term” of 6 or 12 months, depending on your initial Tenancy term. We will contact you 2 months before the end of your tenancy to offer you a renewal, if you decide not to renew your contract then you must give one months notice in writing to end on the last day of your contract. If you decide not to renew, then we will re advertise the property in the last month of your Tenancy and conduct viewings in order to find new tenants. You will be given 24 hrs notice of any such viewings as per the agreement. We can also offer in certain circumstances, shorter tenancies, for example 3 months. This is normally at the landlord’s discretion.
Guarantor
In certain circumstances a guarantor may be required especially for those tenants who have recently moved to the UK and cannot provide previous traceable UK addresses, tenants not working or tenants whose annual salary does not meet the required salary multiple may also require a guarantor. All students will require a guarantor unless payment can be made in advance in full. A guarantor is usually a parent or relative that is willing to sign a “Guarantor Agreement” stating that should you (the tenant) default on the rent for whatever reason they are then liable for the outstanding amount. The Guarantor will also be required to complete a reference form and consent to being referenced. This will need to be supported with 3 forms of ID, one of which must be a photo ID, e.g. Driving Licence or passport, together with 2 proofs of address which can be in the form of 2 utility bills or bank/building society statement. The guarantor has to be a UK resident and a home owner.
Move in Procedure
Once the referencing is completed, Phoenix Property Management will contact you to set up a suitable appointment to move you in to your new home. A check in appointment will usually take place at the property on the date and time agreed. This is when you will sign the tenancy agreement and other documents. You will also pay the remainder of the deposit, first month’s rent and admin fee, if outstanding. This amount must be paid in cleared funds. Under no circumstances will Cheques be accepted. Please note that all the tenants / guarantors named on the tenancy agreement must be present when the check in takes place. The deposit will be held in the Deposit Protection Service ( www.Depositprotection.com) in accordance with its Terms and Conditions.
Rent
Your rent is always paid in advance and one month’s rent is required at the start of your Tenancy and must be paid in full before the tenancy starts and before we hand over the keys. The rent must be paid in cleared funds, for example direct bank transfer, banker’s draft or cash. Cheques will not be accepted. Rent is then to be paid on a monthly basis by standing order based on your original move in date. For example, if you moved into the property on the 15th June, your monthly rent will be due on the 15th of each subsequent month.
Phoenix Property Management will provide you with a standing order form on the day you check in. You will be required to complete and sign the form which we will then send off to your bank. Please note: It is your responsibility to ensure your bank has set this up correctly to avoid missing your rent payment date as this is something we are unable to do. You can do this by contacting your bank directly. Please Note: All late rent payments will result in a late payment charge added to your account and this is listed in your Tenancy Agreement.
Inventory
You will be supplied with a detailed photographic inventory upon check in, you have 7 days to check this and return it noting any discrepancies that you find. When the tenancy ends a check out report will be prepared in accordance with the inventory you signed at the start of the tenancy. The outcome of this check out report will determine how much of the deposit will be returned.
Inspections
Quarterly inspections are carried out on all properties managed by Phoenix Property Management. Any damage to the property will be documented with photographs and a report sent to your landlord, and may affect the return of the deposit at the end of your Tenancy.
Maintenance and Repairs
As the tenant, you will be required to report any maintenance issues or necessary repairs that are required as they occur. These must be reported to Phoenix Property Management (if we manage your property) or Landlord as soon as it comes to your attention. Failure to do so may result in you being liable for any permanent damage as a result as per your obligations as a Tenant. This may also result in part of your deposit being withheld.
Move Out Procedure
If you have decided not to renew your Tenancy Agreement, you must write to us providing a months’ notice to coincide with your Tenancy date, so if you moved in on the 15th, then your month would end on the 14th of the subsequent month. When we receive your notice letter we will then send you a confirmation letter. The letter will outline the process involved and will explain what you need to do in order to make sure the property and its contents are handed back in the good condition in order to ensure your deposit is returned in full. We will then contact you by phone during your final week to arrange an appointment to carry out the check out inspection and collect all keys/fobs etc. Please be ready to hand back the keys at the appointed time and have all your possessions removed from the property. Do not leave anything behind without prior agreement as you will be charged for its removal. Please also ensure that the property is cleaned prior to the check out as you will not be allowed to re enter to carry out a clean and may be charged if a clean is then required. We will also take final meter readings and provided you with a copy. You will also be required to provide your forwarding address and make sure that your mail has been re directed.
Return of Deposit
Your deposit is returned at the end of the tenancy, and is obviously dependent on the condition in which you leave the property upon departure. We have to carry out various obligatory checks and procedures on behalf of the landlord before we contact the Deposit Protection Service ( www.Depositprotection.com) to instruct them to return your deposit. Please note that it is not permissible for you to cancel your last month's rent payment because there is a security deposit. The deposit is legally a separate issue from rent payment and you will be in breach of your contractual agreement if you do this and may result in Court Action and a CCJ against you.
Utilities Charges
All monthly rents are exclusive of utility charges; you will be directly responsible for any Gas, Electric & Water bills. At the start of each tenancy we will take and issue you with the current relevant meter readings. You will then need to contact he relevant utility companies to set up your account and transfer the bills into your name.
Council Tax
We will notify the local authority when you have moved in to the property at the start of your tenancy. They will then calculate your monthly council tax payment and send you your first account. It is then your responsibility to make sure the council tax is paid. At the end of our tenancy we will then notify them to end your liability, (your last date will be the date you hand back the keys). Please contact the council for more information.
Telephone
If you require the telephone line you are required to register your own account with the relevant provider. It is your responsibility to terminate your account upon departure. If the line has never been connected some landlords may be happy to pay for this, please note that this is totally at the landlord’s discretion.
TV License
You are directly responsible for the payment of the TV license at the property.
Insurance
You are advised to obtain contents insurance for your personal possessions, damage to your possessions caused by any maintenance issues cannot be claimed though the landlords Insurance. Speak to a member of our team for details.
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