Tenants

REPORT YOUR MAINTENANCE ISSUES ONLINE

In the event of any repairs or maintenance problems during your tenancy please ensure that, wherever possible, you comply with the following recommendations. This should enable us to ensure a prompt response to any problems thus reducing any inconvenience or discomfort to you. Please keep these notes safe for future reference.

We operate an online maintenance/repairs reporting system for your property. This allows you the convenience of being able to report repairs are dealt with promptly and efficiently.

To access the system please log in to your PropertyFile and find the "Report an Issue" tab located at the top right of your screen. You will then have 4 steps to follow. Please ensure that you complete the report as thoroughly as possible, with a full description and photographs of the issue if applicable. 

For out of office hours – EMERGENCIES

Conditions of Use

This facility exists to cater for genuine emergencies which cannot wait until our office opens. Just as we have an obligation to attend to essential repairs, you as the Tenant have the obligation to assess whether the issue is a true emergency. A genuine emergency represents either an immediate danger to your safety and/or an issue which might cause additional, unnecessary damage to the property if not attended to immediately. 

 Emergency call-outs are very costly for your Landlord so please make sure the problem is serious enough before using this service otherwise your Landlord may insist that you may part of the entire bill.

We do not want you to take risks with your personal safety, merely to use your discretion wisely. 

Examples of real emergencies

• Gas Leaks – Call National Grid IMMEDIATELY on 0800 111 999.
• Water Leaks which cannot be stopped by turning off an isolation valve/stop tap.
• Burglaries which require doors and windows securing. 
• Locked out of the property due to faulty/collapsed lock.
• Boiler breakdown in extreme weather conditions.
• Electrical wiring/installations causing sparking or shocks.

In the event of a genuine emergency you should contact: 07432 559 914

Where the problem is not an emergency, you should either report the fault online, or wait until our office is next open and report the fault in the normal way.

TENANTS QUESTIONS

How do I make an offer on a property? 

Once we have found your suitable property, you will be in a position to make an offer to the landlord for their consideration.  Please note that any offer you make would be subject to you fulfilling our reference criteria.

We recommend to consider the following key points which will form part of your tenant application:

Price
Consider what is the best price you can pay?

Start date
If you're able to move in on, or very close to, the available date and reduce the potential void period for the landlord.

Tenancy length
Can be a significant point of benefit for example - offering a long-term commitment, say of two or three years, so as to avoid the pressure of re-marketing.

Upfront payments
If you are able to pay more rent in advance (say, an additional month) this would help cover the landlord's upfront costs.

How much do I need to earn to be considered for the property? 

Having passed all the referencing criteria to be considered for the property and, subject to the Landlord's decision, you must earn at least 1.5 times the yearly rent (however, you will require a guarantor) or at least 2.5 times the yearly rent (you will qualify on the income part of the referencing without a guarantor).

How do I reserve my chosen property? 

You will be requested to provide a Holding fee which secures the property for you subject to contract and references. These fees are non-refundable should you decide to pull out of the application or change your mind.  Please also consider should your references prove unsatisfactory, the holding fee / application fee would be non-refundable.

As soon as your offer has been accepted by the Landlord, we will apply for references and draw up the relevant documentation which will form the basis of the agreement between you and the Landlord. You will receive written confirm of your acceptance and you will be provided with the next steps.

What Identification and documentation do I need to provide? 

You will be expected to provide photo identification such as a valid passport a or driving licence. You will also need to provide proof of your current address, this includes a utility bill, mobile phone bill or bank statement.  These must all be current within 3 months.  You may also be required to provide proof of VISA or further documentation. To find out more please contact us.
 

How will I be reference checked? 

Please consider a range of checks and references on all prospective tenants will be carried out and we will require a deposit with one month's rent paid in advance. Should you feel uncertain as to your suitability or have specific requirements, please contact us and we will be happy to help.

We will contact your employer for information regarding your employment status. If you are currently in rented accommodation, your landlord will be contacted regarding your current tenancy information. If you are self-employed, we will need to contact your accountant and/or be provided with proof of bank statements identifying income. A credit check will also be conducted for all individuals concerned.

To assist us in collating the necessary references, it would be advantageous for the tenants to warn the above referees in advance. This will enable the information to be returned within a quick time scale.

Do I need a guarantor? 

Occasionally, a guarantor will be required. You will be informed at application stage if this requirement is needed, and an additional guarantor application form will be provided for them to complete.

Please note: the same criteria will apply to the guarantor and, furthermore, the guarantor must be in full time employment or be able to prove via bank statements, that they have “independent means”. A guarantor must be a UK resident.

The guarantor must be aware that they will act as a guarantor for you, (and your partner/housemate if you are moving in to the property with another individual), for the entire occupancy of the property, not just for the period of the initial tenancy term.

How will I receive my tenancy agreement? 

An electronic draft copy of the tenancy agreement will be emailed when all references have been received and all ID has been provided. We strongly recommend you read the full agreement and are aware of your contractual obligations.

How much deposit will I need to pay and where will this be held? 

You will be required to provide the agreed sum of rent and deposit before taking possession of the property.  The deposit is required for the full tenancy against loss, damage or charges payable at the termination of the tenancy.  The deposit will be held by The Property Shop in their designated clients' account and is fully registered with the Mydeposits.

Your deposit is returnable in full at the end of the tenancy, subject to final inspection of the property. Deductions will be made for cleaning should the property and garden areas not have been left in a satisfactory condition as noted on your check-in inventory.

When will my rent payment be due? 

Rent is to be paid monthly in advance commencing on the first day of the tenancy and then on the same day each month thereafter. The preferred method is by bank standing order.