Tenants Guide to Letting
This guide has been complied in order to avoid any misunderstandings that may occur prior, during & upon occupation of the property that you intend to rent through our Agency and which we hope you will find informative and useful.
All properties you view are taken as seen as no alterations will be made without the Landlords prior consent.
Prior to entry
It is always a requirement that references are obtained by our preferred referencing agency 'Van Mildert' on behalf of Pavilion Properties prior to your occupation of the property. We will require a copy of your proof of identification (Photographic driving licence or passport) and proof of residency (i.e. bank statement, mobile phone statement etc.)
All applicants will require a UK Guarantor. Copies of our Guarantor Agreement will need to be signed and returned along with copies of a recent utility bill, photographic identification and a completed comprehensive reference check.
These documents are vital in the process and completion of your tenancy.
The Agency fee(s) of £160.00 + VAT (£192.00) per person are paid to secure the property, ‘Subject to Contract’ once you have decided to take the property in question, this is to be in cleared funds, i.e. cash, card payment or bank transfer. If at any time, prior to completing the Tenancy Agreement you withdraw your application, or your references are unacceptable to your proposed Landlord, you will forfeit this amount.
The Agency fee(s) are required to engross the Tenancy Agreement, this amount also includes the cost of all credit checks and references, Guarantor Agreements and key cutting. Please note, there are additional fees that you may incur throughout your tenancy, a menu of such fees can be found at the end of this guide.
Any interest paid on monies held on deposit, will be awarded to Pavilion Properties.
PLEASE BE ADVISED THAT IT IS YOUR RESPONSIBILITY TO ENSURE THAT OUR REQUESTED REFERENCES ARE RECEIVED PRIOR TO YOU TAKING POSSESSION OF THE PROPERTY. IF WE ARE NOT IN RECEIPT OF ALL REPLIES, THEN IT WILL NOT BE POSSIBLE FOR YOU TO MOVE IN, IT IS ALSO EXTREMELY IMPORTANT THAT YOUR APPLICATION FORM IS SUBMITTED WITHIN 48 HOURS (MAX) TO ENSURE THAT THIS PROCEDURE CAN BE COMMENCED.
It is necessary to inform you that unless an agreed moving in date has been verbally agreed, should you fail to contact this Agency within 10 days of submitting your application, the property will be re marketed and you will forfeit your holding deposit.
By completing and returning the application form you are also acknowledging that you have read and understood all of the points referred to in this guide.
A deposit will be due on all lettings, which you will be required to pay at the point of singing the Tenancy Agreement. This deposit will be insured by unless otherwise stated. throughout the term of the tenancy and will be returned once the property has been inspected by our APIP qualified inventory clerk and found to be left in a satisfactory condition. If you are in receipt of Housing Benefits, your deposit will be returned when we have received the last payment from the council, paid up to the date of vacation.
Tenancy AgreementOnce all your references have been obtained and we have the Landlords approval to proceed, we will ask you to sign an Assured Short hold Tenancy Agreement, We realise that for student and sharing properties it can sometimes be difficult to get everyone together to sign the agreement at the same time, we now have the facility to get documents signed electronically, this means they can be signed anywhere and is instant. Once you have this Agreement you are legally bound to pay the rent for the tenancy period i.e. six or twelve months. You can vacate the property after the 'fixed term' period by giving us one month’s notice in writing to terminate the tenancy; this must fall in line with a complete rental period. The Landlords obligations towards the tenancy are; to advise us by the fourth or tenth month of the initial period if his intentions of either giving two months’ notice, to vacate the property or to renew for a further period. It is imperative, however, that you advise us of your intentions at least one month before expiry date so that we may take your Landlords instructions.
JOINT AND SEVERAL LIABILITYTenants named on the tenancy agreement are considered ‘jointly and severally liable’ for the obligations of the tenancy. This means that each tenant is fully responsible for all the conditions of the agreement, including paying the rent as wellas responsible for paying the full amount of rent or the full cost of any damages, not just their share.
CHANGE OF SHARERSIf at any time during the tenancy any tenant(s) wishes to be released from the tenancy agreement they will need to find a replacement tenant and provide us with their details in order that we can start the process. They will need to pay the agency fee.
INVENTORY CHECK IN & CHECK OUTAn inventory is a report, which not only includes the internal condition of the property but also gives an accurate description of the fixtures and fittings. It is compiled shortly before the commencement of the tenancy and checked at the termination for any dilapidations that may have accrued during the term of the tenancy. Fair wear and tear allowance is taken into consideration for the full term. The guidelines set out below are intended to assist the check out at the end of the tenancy and, if adhered to, should result in charges incurred, if any, being kept to a minimum.
Any amendments / alterations or queries regarding the inventory are to be highlighted with Pavilion Properties within 7 days of the check in. Any alterations made to the inventory outside this 7 day period will not be considered.
MAINTENANCEWe have a new online reporting system for repairs.
We have a commitment to resolve issues quickly and reliably. This online system helps us to receive the information that we need in order to understand your problem. It also allows you to upload photos of your problem that may help our contractors to bring the right tools and equipment to fix your problem.
To access the system just visit our home page or type https://pavilion-properties.fixflo.com/ into your smart phone, tablet or computer.
Repairs for non-emergencies that are reported online are likely to be dealt with more quickly than those that are reported by telephone or by email. Emergencies must continue to be reported to us by telephone (01273) 686306.
Non managed properties, i.e. Tenant introductions and rent collection only, your Landlords details will be provided to you at the start of your tenancy.
Additional fee menu
All fees shown include VAT @ 20%
Fees 'BEFORE' moving inAdministration Fee per Person £192
Fees 'For' moving inCheck In & Out Fee (Per Tenancy)
- Studio £78
- 1 bedroom £96
- 2 bedroom £114
- 3 bedroom + £132
Amendments to the Agreement/Added Clauses £60
Fees 'AFTER' moving inExtension fee £60
Amendments to the Contract £60
Standing Order not set up £60
Rent Arrears correspondence (letter/email/phone/text) £30
Early Termination Fee £180
Arrangement fees plus liability for rent until the day a new tenant commences tenancy plus any fees usually payable by the landlord (at the landlord’s discretion)
End of Tenancy reference request £36
If you need any help, please call us on 01273 686 306