At Meliora we understand that moving home can be stressful. We have prepared this guide to help you understand our processes, from viewing the property, to commencement of the tenancy.
Viewing…
When you request to view a property we’ll ask you to complete a pre-application form – this will ensure that the property is suitable for you and that you meet the necessary criteria.
We don’t want you to waste your time viewing a property, to only then find out it’s not suitable for you!
Pets…
We all love our furry friends, but before deciding to proceed with an application, we ask that you advise us if you have any pets, so we can double check for any restrictions. There may be a valid reason why a pet is not permitted in the property, but we promise to discuss it on an individual, case by case basis. This includes any pets that may be kept in cages / tanks, or perhaps who visit regularly.
If consent is given and your furry friend is permitted, this will be included in your tenancy agreement and special terms may be applied.
The same applies if you are considering getting a pet after your tenancy has commenced. This includes if you already have a permitted pet, but are thinking of adopting an additional one. Should consent be granted, this will require a variation of contract and will therefore incur a charge.
Occupiers…
In addition to the Tenant (s) we will ask for the details of any person over the age of 18 that will be residing at the property – they will need to be added as a ‘permitted occupier’ on the tenancy agreement.
Restrictions…
Some Landlords will want to apply certain restrictions to a tenancy. Please find below some examples of typical restrictions that may be imposed:
Any restrictions will be clearly stated on the property marketing.
Managed or Let Only…
The majority of the properties that we let are managed by us and therefore your renting experience throughout the life of the tenancy will be with us.
Some lets, which we refer to as ‘Let Only’ means that we only market the property, carry out the referencing and set-up the tenancy on behalf of the Landlord. Once the Agreement commences, the Landlord takes over the responsibility and all responsibility and communication will be with them, until the end of the tenancy. You will of course be provided with all contact details on the move-in day.
The Application Process…
Once you have decided on a particular property, we will commence the application process. If you have not done so already you will be asked to complete a pre-application form. We will then contact the Landlord to confirm acceptance, subject to successful referencing and subject to contract of course.
The next steps….
Right to Rent…
At this point you will be required to provide us with your proof of ‘Right to Rent’ which by Law, we have to request. This is usually via sight of a valid UK passport, or other approved ID combinations as per the government’s Right to Rent list. If you are unable to provide the required proof, we will unfortunately, not be able to proceed with an application.
Holding Deposit…
At this stage, you will need to pay a holding deposit, which is usually equivalent to one weeks’ rent for the property.
Once we are in receipt of your holding deposit, we will commence the referencing process, which we are required to complete within 15 days in accordance with current legislation. A longer period is permitted to allow for the referencing process to be completed if all parties agree.
Should you decide not to proceed with the application after you have paid the holding deposit, then we reserve the right to retain it. By the same token, if during the 15 day referencing period, you unreasonably delay responding to any reasonable request for information, or if it turns out that you have provided us with false or misleading information as part of your application, or if you fail any of the checks which we are required to undertake under the Immigration Act 2014, then again, your holding deposit will not be returned.
However, if the Landlord decides not to offer you a tenancy for any reason unconnected with the above, then your deposit will be refunded within 7 days.
Following successful referencing, should you be offered and accept the offer of a tenancy, then your holding deposit will be credited against the first months’ rent due under the Agreement.
You will not be asked to pay any fees or charges in connection with your application for a tenancy. However, if your application is successful, under our standard assured shorthold tenancy agreement, you will be required to pay certain fees for any breach of that tenancy agreement in line with the Tenant Fees Act 2019.
Referencing…
We use an Independent Referencing Company to carry out the referencing process – they are required to obtain written references to support the information you provide. This will usually mean contacting your employer and your current or previous Landlord (if applicable) They will also carry out a credit search.
We strongly recommend you carry out a credit check on yourself prior to applying, as County Court Judgements (CCJ’s) on your credit record is one of the main reasons for failing an application to rent. Even if you are not aware of them, if they come up on a search and you haven’t previously declared them, then it is considered that you have provided false or misleading information.
We also need to know about any bankruptcies or insolvencies including debt repayment orders as these will also affect your credit.
Guarantors…
Should it be decided that a guarantor is required before a tenancy can be granted, the same process of referencing will apply to the guarantor.
The purpose of a guarantor is to guarantee the rent and adherence to any other tenant obligations listed within the tenancy agreement. They must have a good credit history and their income will need to be at least 3 times the annual rent in order to meet the affordability requirements.
Deadline for Agreement…
You will have 15 days (or less if your start date is sooner) from the point of paying your holding deposit, to complete the referencing process AND sign the tenancy agreement.
If the timescales aren’t met, we withhold the right to retain your holding deposit in accordance with the Tenant Fee Act 2019.
In the majority of cases this timeframe is more than enough to complete all requirements. If further time is needed, this will be reviewed on a case-by-case basis.
This information is given for guidance only.
It is important that you complete your application information accurately, honestly and in full to avoid delays.
If you are unsure of anything, please talk to us.
When Can I Move In..?
As soon as the referencing process has been completed, we will then confirm the tenancy and your acceptance. We will also advise you of the payment required for the balance of the first month’s rent and the required tenancy deposit.
You will also receive a copy of the tenancy agreement along with associated documentation for your perusal prior to signing.
Tenancy Deposit…
At the start of every tenancy, we collect a deposit equivalent to five weeks rent. This is used in the event of breakages, damages, overdue rents, or non-compliance of any of the terms and conditions contained within the Assured Shorthold Tenancy Agreement.
Your deposit will be lodged with the DPS (Deposit Protection Service)
Tenants’ Insurance…
When renting a property it is very important to make sure you are covered by insurance for any damages that may occur. The landlord’s own insurance will not cover your belongings.
Move-in Day…
You will, of course, be provided with Draft copies of the tenancy agreement and associated documentation for your perusal, prior to commencement of the agreement and signing, copies of which will be handed over to you once the transaction is complete.
We will usually meet you at the property for the signing of the documentation, ‘a walk-round’ of your new home and the hand-over of keys etc. All parties to the Agreement will need to be present (including the Guarantor if one has been appointed)
Inventory…
You will be provided with a digital copy of a detailed Inventory & Schedule of Condition of the property and it’s important that, before you move your personal belongings into your new home, that this document is checked and confirmed. Any discrepancies should be reported to us within 7 days of receipt, otherwise the Inventory and Schedule of Condition will be deemed to have been accepted.
Utilities…
Meter readings will be recorded, however it will then be up to you to contact the suppliers to provide your personal details and set your contract with them.
Rent…
Rent is paid in advance, by standing order or bank transfer, unless otherwise agreed by us.
It’s your responsibility to set up a standing order or to arrange a bank transfer to pay the rent each month on or before the due date. We can’t do this for you!
A Standing Order, is an instruction YOU give to YOUR bank to pay someone a fixed amount on a fixed date each month. It is the easiest way to ensure your rent arrives with us on time each month.
We don’t accept payment of rent by cash, credit or debit card, so an alternative payment method to a standing order is a bank transfer.
In the unlikely event that you experience problems with paying rent, the most important thing to do is to talk to us straight away and keep the lines of communication open, we are here to help you where ever we can.
Maintenance…
If we are managing your property you will need to report any maintenance or repairs promptly to us. You will be provided with all the relevant information, contact details etc. on commencement of the tenancy and on handover of keys.
Property Inspections…
If we are managing your property, we will carry out regular property visits – these are usually quarterly. These are to assess the condition of the property, internally and externally, for any maintenance work that may be required etc.
End of Tenancy…
When you’ve decided it’s time to move on, all we ask is that you comply with your tenancy agreement and give the required one months’ notice.
As soon as you have returned your keys and surrendered the tenancy, we will visit the property to carry out a final inspection and will use the Inventory from commencement of the tenancy for reference.
Once the final inspection has been completed and agreed with the Landlord and yourself, we will process the return of your deposit, less any deductions (if applicable)
What Happens if There is a Dispute at the End of the Tenancy..?
DEPOSIT PROTECTION: Sometimes, tenants and their Landlords or Letting Agent, just can’t agree on how the deposit should be returned. If this happens, the DPS offer a FREE Dispute Resolution Service which is there to help you to resolve things. It’s a free, impartial service they provide, which means that you don’t have to resort to the Courts, which can not only be costly, but also very time consuming.
Should the parties opt for Dispute Resolution Service, they will be bound by its’ decision with no redress to the Courts.
Your Rights…
It is important that you know your legal rights and are clear on your obligations. Accordingly, please feel free to seek independent legal advice before signing any document which we might put before you.
Please don’t hesitate to talk to us if there’s any aspect of your journey as a tenant you may be unsure of – we’re here to help!
MELIORA – Always Better!
Our quick to read through guide will help you understand the main things to have in mind if you're planning to rent a property. There's lots of questions answered, but if you're still unsure, or unclear of any aspect of the rental process, then we will, of course, be pleased to help you further.
Everything you need to know about registering with us to rent a property. Getting the required documentation in order early, means that we’ll be able to get to work straight away on finding you your perfect new home!
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We very much look forward to hearing from you soon!
MELIORA – Always Better!
