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Renting Buying
Tenants guide...

Once you have viewed a property and have decided to proceed with the letting you are required to pay an Administration Fee for each applicant who is over the age of 18 and who is going to reside at the property. Please note that we are unable to refund the Administration Fee, should you decide not to proceed or your references are not deemed satisfactory. This is because the Administration Fee is used to cover the expenses involved in obtaining references etc. If however, the property is no longer available to rent, through no fault of your own (i.e. Landlord withdraws property and decides to sell), then any monies paid by you will be returned in full (i.e. Administration Fee and Deposit). Some or all of your deposit could also be forfeited if you withdraw, or we are unable to offer you the property due to poor references. If the Landlord has suffered loss due to the property being empty, we will be obliged to pay him some or all of the deposit money. If the let proceeds, you will then be asked to complete one of our Tenant Assessment Application Forms - one for each person over the age of eighteen that will reside in the property.

This will enable us to conduct a credit search and take up the following references:

  • Current employer's reference

(and previous employer - if employed in current job for less than two years) or if you are self-employed, we require your accountant's details and at least two years of audited accounts

  • Landlord's Reference
from either your existing or previous Landlord / Agent (if applicable) If you are not registered on the electoral role at your current address, you will need to provide proof of residency (i.e. utility bill or copy of tenancy agreement - if renting).
  • Housing Benefit (DSS)
If you are on Income Support or Job Seeker's Allowance, you will be entitled to claim Housing Benefit and/or help with your Council Tax. As Letting Agents, we are no longer able to hold a stock of Housing Benefit Application Forms or Pre-Tenancy Determination Forms, which must now be collected from the relevant Local Authority. Housing Benefit applicants will still be required to pay the Administration Fee, full deposit and have their first month's rent available. In some cases, where the Local Authority are particularly slow in processing claims for benefit applications - you may be required to pay the rent for the period whilst your claim is being assessed and no monies are being paid by the Council. We may also ask for 6 months 'top up' from you for first 6 months of the tenancy, which is normally £30.00 per month (total £180.00).
  • Guarantors

If you are renting with the assistance of Housing Benefit, or if your references indicate that you may prove financially weak, you will be asked to provide a working Guarantor - that is someone who is earning a sufficient wage/salary to guarantee the rent on your behalf for the complete period of the letting. Your Guarantor will also be required to complete a 'Guarantor Application Form' and provide the above information for the purposes of conducting a credit search and taking up references. The Guarantor will be required to sign part of the Tenancy Agreement called a “Deed of Guarantee” and/or the Tenancy Agreement itself both of which are legally binding contracts. If you have been asked to stand as Guarantor and wish to speak to someone about this, please contact us and we will be happy to answer any questions you may have, and if there are any doubts please take legal advice. Once satisfactory references have been obtained, we will contact you and at this point, you will need to confirm the date you wish to take occupation of the property (i.e. the date your tenancy will start).

  • Utility Companies

You will be advised to contact the relevant utility companies for supply of gas, electric, water, telephone and Council Tax to advise that you will be moving into the property and to confirm that supplies are provided and on, ready for you to move in. This is your responsibility and PACE will not be held responsible if supplies are not available. Please do not:-

  • Change the supplier for gas, electric, water or telephone,
  • Change the meter type for gas or electric (i.e. to have a key, card, coin or token meter fitted,
  • Have a water meter installed at the property,
  • Have cable or satellite installed in the property, without first obtaining the written consent of our
  • Property Management department, or your Landlord (for non-managed properties).
  • Inventory

PACE usually prepare a full inventory for the property (whether furnished or unfurnished); on which are noted any defects, such as stains on carpets or tears in wallpaper etc. We also read the gas, electric and water meter (if applicable) and note these on the inventory. You will then have one week to check through the inventory, sign and return, and make any amendments you feel necessary (subject to checking by a member of our staff). On occasions where a Landlord does not use our management service there will not be an inventory produced and we suggest that you ensure that either you or your Landlord prepares an inventory that you both agree and sign.

  • Insurance
The Landlord is responsible for ensuring the property and its contents are adequately covered. It is your responsibility to insure your own contents under a comprehensive insurance policy. We will be happy to arrange this and are regulated by the FSA (Financial Services Authority) to provide products supplied by Letsure who provide comprehensive property insurance solely for the rental market. Please note that if you do not wish to take up a Letsure policy, you must provide us with proof of cover from your insurance company (i.e. a copy of policy schedule) and ensure that you have advised them that you are renting a property and have cover for accidental damage.
  • Tenancy Agreements

The Tenancy Agreement you sign is a legal document, it is between the owner of the property (The Landlord) and yourself (The Tenant). The initial term of the tenancy is usually six or twelve months, depending on your own wishes and those of the Landlord. You are usually given the option to renew your tenancy for a further six or twelve months and, where we are acting as managing agents, our Property Management department will write to you approximately two months prior to the end of your Tenancy Agreement in this regard. You should read the Tenancy Agreement carefully and ensure you understand it fully, if in doubt consult a solicitor. The Tenancy Agreement places legal obligations upon you. The Tenancy Agreement you sign will be an Assured Shorthold, which means that you can stay in the property for the period of the Tenancy Agreement (provided you meet all the obligations of the Tenancy Agreement). If the Landlord wishes to end the tenancy you will be given two months notice to quit the premises. You can only leave the property at the end of the period stated in the Tenancy Agreement (if you wish to leave when the Tenancy Agreement is due to expire you must notify us in writing giving a minimum of one month's notice from your next rent due date). If you vacate the property early and do not give a full months notice YOU WILL BE RESPONSIBLE FOR THE RENT PAYMENTS FOR THIS PERIOD. Everybody living at the property over the age of eighteen must be named on the Tenancy Agreement. You cannot move anyone into the property unless you have informed us (in writing) and we have permission for you to do so from the Landlord.

  • Deposits

We require a deposit for every tenancy, equal to one month's rent. This deposit is refundable only after you have vacated the property and provided that:

  • Your rent is paid up to date
  • All sets of keys have been returned
  • You have supplied us with your forwarding address
  • All bills relating to the tenancy have been paid
  • The property has been well maintained

The items listed on the inventory (if applicable) are all present and in good condition The Landlord must be satisfied with the property before the deposit is refunded. Please allow 28 working days after you vacate the property to receive your deposit, which will be returned by way of Company Cheque to your forwarding address. N.B. If you do not have a bank account, we can, with your written authority, make the cheque payable to a third party of your choice. If the property is managed by PACE, it will be be held on your behalf as Stakeholder and any dispute that arises at the end of the tenancy will be dealt with by the TDSRA (Tenancy Deposit Scheme for Regulated Agents) further information can be found on their website www.tds.gb.com. If we are not managing the property, your deposit will be held by your Landlord, who will be responsible for repaying this to you at the end of the tenancy. In either case, NO interest will be paid on your deposit.

  • Decorating
Should you wish to make any changes to the property, you must inform us in writing (or in the case of Letting-Only Tenancies - your Landlord) and wait until permission is granted before any work commences.
  • Inspections (managed properties only
We have an obligation to conduct regular inspections of all tenanted accommodation. Inspections will be carried out on a periodic basis (approximately every 3 - 6 months) and are to ensure the property is not in need of repair and to ensure you are looking after the property. You will be given notification in writing by our Property Management department when an inspection is due to be conducted.
  • Faults and repairs
If there is a problem with the property you are renting you must inform us in writing immediately or if we are not managing the property, you should contact the Landlord direct (failure to do so may mean that you are held partially responsible should the delay result in added deterioration). Once we have been informed of a fault we will contact the Landlord and act upon their instructions. You must not instruct a contractor to undertake any work, if you do it will be at YOUR own expense.
  • Pets
You cannot have any pets unless we have permission from the Landlord in writing. You must consult us prior to obtaining a pet and submit a written request to have a pet stating age/type/breed. Some Landlords will accept a NON REFUNDABLE deposit of £200.00.
  • Gardens

It is the Tenant's responsibility to maintain the garden (if any) in a neat & tidy condition (i.e. keep the grass cut regularly and weeding of flower-beds etc) unless stated otherwise in the tenancy agreement.

  • On the day
If not already paid, you must bring with you your first month's rent in cleared funds (i.e. cash, banker's draft or building society cheque). Please note that a personal cheque is not sufficient and you will not be able to move in at this time! The day you move in to the property, you will be required to come in to the relevant letting office to sign the Tenancy Agreements and inventory. You will be given one copy of each for your safekeeping. We will also supply you with a copy of the gas safety certificate and the keys to the property. Tenants of managed properties will be given a Standing Order Mandate to complete and keys will not be handed over until this has been done. Once you have moved in to your property, any matters relating to your tenancy (i.e. repairs, payment of rent, renewal of contract etc) will be dealt with by our Property Management Department. If you are not taking Letsure's Contents Insurance please ensure that you bring a cover note from your insurance company giving details of amount insured and policy number. In the case of Letting-Only tenancies (i.e. where we are not acting as managing agents), you will be given bank account details and contact details for your new Landlord. Any queries after you have moved in (i.e. repairs, rent payments etc) should be directed to your Landlord and not PACE.
  • Finally

We do hope you will be happy in your new home. Please make sure that you:-

  • Pay the rent on time
  • Look after the property
  • Notify us of any problems immediately
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