Tenants & Landlords

Prior to taking a tenancy
When you have decided to take a property, you will be required to pay a reservation deposit, which enables us to take the property off the rental market, subject to contract and acceptable references. Should you change your mind this reservation deposit is non refundable. Should the Landlord or agency not continue with the letting this reservation deposit is refundable.

In order to complete the administration work, we will require proof of residency and photographic proof of identity, for each tenant. Proof of residency can be a utility bill proof of identity can be either a driving licence or passport.

A pre-letting agreement and personal detail form will be sent via e-mail to be completed and returned to us to enable the credit checks to commence, ensuring that all relevant details are given. We will require an employment reference on company headed paper and either a bank reference, or alternatively sight of 3 months bank statements.
Check in to property
Upon check in to the property, the deposit (as previously agreed) which will be held in accordance with the Tenants Deposit Protection Scheme, together with the first months rent, and our company administration fee, must already have been paid into our bank account.

At the agreed time and date of your move in all tenants must be present to sign the tenancy agreement, and collect the keys. There will be an inventory prepared prior to commencement, and it is imperative that you check this and make any appropriate notes, in order that your deposit is returned in full at the end of the tenancy.

Your future rent payments will be by standing order in accordance with your tenancy agreement (in the case of joint tenancies there must be only one payment) we cannot accept split payments.

If we are managing the property, all future queries will be dealt with through our office. If we are not managing, you will be provided with contact details for either the Landlord or his representative.

Your responsibilities as a tenant, will be clearly defined in your tenancy agreement.
End of tenancy
If you wish to renew your tenancy at the end of the original period there will be a further administration fee payable between all tenants, at our current administration fee charge.

The Owner shall be solely responsible for any income tax due on the profit of the rental income. If the Owner is a non-UK resident or spends more than six months of the year abroad you will need to complete a Non Resident Landlord Form in order to apply for approval from the inland revenue, to enable us the Agent to pay you without any deductions of tax. These forms are available on-line.

We will require a set of keys for access, along with instructions of viewing arrangements, please note that once a tenant has been found additional sets of keys are required.
General Advice
It is advisable to remove all items of value (sentimental or otherwise) from your property for obvious reasons. Please bear in mind that the standard, to which the property is furnished and equipped, has a direct effect on the amount of rental, which can be realised. You will be expected to provide basic household equipment. We will be happy to advise Landlords on any aspects of preparing their property for letting. It is most essential that the property is clean prior to letting.

Please ensure all post is redirected through Royal Mail details can be found on line.
Property marketing details
We will market the property on our own web-site together with Find a Property, Zoopla, Rightmove and other property websites, showing details and photographs. Liaise with either yourself, or existing tenants, to arrange viewings for prospective tenants.

On finding a prospective tenant
We will collect details in respect of Bank and Employment referees, together with photographic ID and residency. The applicants are asked to sign a pre-letting agreement, until the receipt of satisfactory references.

Landlord rent protection
We are able to offer an insurance based rent protection policy. There is an additional charge for this. Please ask for a quote.

Tenants deposit scheme
All tenancy deposits must be covered by the Tenancy Deposit Protection Act, and all Landlords must adhere to this. As we are members of the My Deposits scheme, for a small charge we can deal with the administrative work on your behalf, and the deposit will be held in our clients account until the end of the tenancy. There are other schemes available; however we must have sight of the relevant paperwork before marketing the property.
We would suggest you look up on line the stringent penalties which are now in place with regard to unprotected deposits:


Prior to letting
We require a signed letting authority and signed Terms and condition of business in order to act on your behalf as an agent and start the marketing of your property.

Landlord insurance
You should notify your Insurance Companies prior to letting the property and ensure that this is agreed and any adjustments to the policy put into effect since failure to do so could result in a total absence of insurance cover possibility even after the tenant has left and you have resumed occupancy.
Safety regulations - Acts and facts
Safety in rented property is just as important as in the landlord's own home. The landlord has a general duty of care to ensure that the property and its contents are safe and properly maintained. However, there are areas where the landlord and his agent have specific and clearly defined legal obligations:

The landlord has a statutory responsibility for the upkeep of the structure of the property pursuant to section 11 of the Landlord and Tenant Act 1985.

Energy Performance Certificates
Energy Performance certificates for all new lettings must be in place prior to the marketing of your property. As an agent, we can arrange for this to be carried out on your behalf Rent Act 1987 We are obliged to include your full name and address on all rent demands. If your address is outside England and Wales, then we must provide the tenant with an address within England and Wales to which notices (including notices in proceedings) may be served on you.

The Furniture and Furnishing (Fire) (Safety) Regulations 1988 (Amended 1993)
All upholstery and upholstered furnishings supplied, as part of a tenancy must comply with current fire resistance standards. Such furnishings must carry the appropriate permanent labels to show that they comply.

The Gas Safety (Installation and use) Regulation 1994
These regulations were introduced in order to reduce the number of deaths in rented property caused by carbon monoxide poisoning from faulty gas appliances. The gas supply and gas appliances must be maintained in a safe condition by a properly qualified Corgi registered engineer. An annual safety inspection must be carried out and a service record aintained. Electrical Portable Appliance Testing Regulation These regulations operate in much the same way as the gas safety regulations and place a legal obligation on the landlord and his agent to ensure that any portable electrical equipment supplied as part of a tenancy is safe. This must be renewed annually or at the onset of a new tenancy, whichever occurs first. In general we now recommend this is carried out.
Commencement of tenancy
Tenancy agreement to be signed by tenants, upon receipt of deposit and one month’s rent. Inventory to be supplied, subject to the level of service selected. Keys handed over. We pay the amount subject to the agreed deductions to the owners’ bank account, or as otherwise directed, within fourteen days of receipt of rent. A detailed statement is always sent as applicable. Tenants Deposit Scheme Tenancy deposits are covered by the Tenancy Deposit Protection Act, and all Landlords must adhere to this.

Tenancy renewal
Three months prior to the end of the tenancy, we ascertain whether the agreement is to be renewed, should this not be the case, the agents shall endeavour to secure a further tenancy, unless otherwise advised by the owner/s.

New fees with effect from April, 2016


Letting, Rent Collection & Management Service 10-15% of rent

Letting and Rent Collection Service 8-12.5% of rent

Administration fee at commencement of tenancy 120.00

Protection of Tenancy Deposit 82.50

Renewal Admin Fee 120.00

Inventory 115.00


Other fee’s priced separately as and when required i.e. Serving section 21 Court Appearances Documentation for Tax purposes Supervision of works Non Resident Landlord HMRC return

£200.00 PER PERSON referencing fee, set up fee and contribution to the tenancy agreement

£90.00 inventory check OUT FEE.

Renewal Fee at end of term £150.00 per property,

If applicable

£395.00 - company tenant
£75.00 - each guarantor
£150.00 - change over of tenant
Prior to moving in you need to pay...
First Rent payment
Tenancy Deposit – as stated on Pre-let agreement
Inventory check out fee

Pinsoplan (different to above)
£200.00 per person
£24.00 for Deposit Protection
£90.00. Inventory Check out fee