01372 271504

Referencing Procedure

As soon as a suitable property has been found, you will need to complete reference application forms. We utilise the services of a credit-referencing agency to take up the following references, here is an example of just a few of the references sought:

• Confirmation of employment, salary confirmation.
• Personal & Photographic identification (passport or driving licence).
• Previous Landlord references.
• Self-Employed (Accountants references, trading details etc)
• Bank reference
  

Back to top

Holding Deposit

A holding deposit of half of one months rent will be required at the same time as the administration fee (below).
This is in order to reserve the property and remove it from our availability list. The holding deposit will be deducted from the first months rent. Should the tenant withdraw from the proposed letting, through no fault of the landlord or the agent, all of the holding deposit will be retained in order to cover any reasonable costs. The holding deposit will be returned to the tenant in full should the landlord not proceed with the tenancy.

The holding deposit shows good faith on the part of a prospective tenant enabling the landlord to take further action in the confident knowledge that the applicant is serious and fully committed to the property:

For example:

• Cancel any advertising for the letting
• Tell other applicants that the tenancy has been taken subject to satisfactory references
• Prepare a letting agreement
• Take up references
• Carry out credit checks

Back to top

Administration/ Reference Applications

All administration/reference fees are due at the start of the application process once the offer has been verbally agreed and will secure the property for you subject to satisfactory references being received.

The administration fee covering preparation of the tenancy documentation and any other contract/administrative paperwork is £250.00 incuding VAT per tenancy,

Should a guarantor be required then a further £40.00 plus VAT payment per guarantor will be required. These fees are fully refundable in the event of the landlord withdrawing from the deal.

PLEASE NOTE THAT SHOULD YOUR REFERENCE APPLICATION BE UNSUCCESSFUL THEN THE REFERENCE FEE IS NON REFUNDABLE.

It is imperative that you disclose all relevant facts that may adversely affect your reference outcome, prior to entering into the above. It may save you money.

Back to top

Tenancy Agreement

Both the Landlord and tenant will be required to sign a tenancy agreement prior to the tenancy commencing, the agreement outlines both tenant and landlord obligations.

Generally, most tenancies run for a period of twelve months, we will contact you at the end of the tenancy to see whether you wish to renew your agreement for a further period and will liaise with the landlord to organise the documentation. It is important you note that the agreement is made between landlord and tenant, we act for the landlord only.

By legal requirement we will issue you with a sample template agreement which we ask you read very carefully, should any questions arise regarding this legal document we advise you to seek independent legal advice.

Back to top

Payment

Once a moving date has been agreed and references have all been approved by the landlord, the tenancy agreement will need to be signed by all parties and the initial monies still outstanding will need to be paid less any holding deposit previously paid:

This is made up of the following:

• Deposit normally equal to six weeks rent.
• The remaining first month's rent in advance. (rent is worked out on a per calendar month basis),

The above monies need to be received by Jackie Quinn & Co in cleared funds before the tenancy is able to commence. Payments must be paid directly into our client bank account.

Back to top

Managed Properties

Some of our properties are fully managed, if this is the case, we will inform you prior to your tenancy commencing. If we are managing, then any faults with appliances or problems within the property will need to be reported to our property manager who will deal with the problem as quickly and efficiently as possible. Failure to report an ongoing problem may turn the onus onto you; please report immediately any problems you feel need attention. 

Back to top

Rental Payment

Rental payments are always made by standing order from the tenants’ bank account to the Jackie Quinn & Co Client account, with the exception of let only properties where the rental payment will be made direct to the landlord.

Back to top

Insurance

The responsibility for your belongings are down to you, so you must ensure you have adequate contents insurance, the landlord accepts no responsibility and cannot be held responsible for any loss or damage to tenants possessions.

Back to top

Inventory

A well-prepared inventory and check-in report protects landlords and tenants alike, providing an accurate description of the condition and contents of a property at the start of a tenancy.

The condition of the property and its contents at the end of the tenancy is then compared back to this report in the form of a check-out report. The inventory clerk will also provide an opinion on whether any damage that has arisen during the tenancy is attributable to the tenants, to ‘fair wear and tear’ or to the landlord as required maintenance.

It is in a landlord’s interest to ensure that inventories are prepared for properties that they own. In the worst case scenario, should you end up in court, the judge will tend to look more favourably on an impartial, unbiased inventory prepared by a third party unconnected to either the landlord or the tenants. Inventories prepared by landlords could be viewed as biased and one-sided.

Normally an inventory of the property condition, furniture and fittings and effects will be prepared by the landlord, or an independent inventory clerk instructed by the landlord prior to the tenancy commencing. The tenancy is checked and agreed between the tenant and the landlord at the tenancy commencement.

Back to top

Deposit Returns

When your tenancy ends, a check out will be carried out, either by the agent, landlord or an independent inventory clerk instructed by the landlord. 

Back to top

Tenants’ obligations

The responsibility for the property lies with the tenant during the period of tenancy, always ensure that the property is fully secured and that during the winter months steps are taken to prevent freezing of the water and heating system.

Back to top

Property Inspection

If we are instructed as managing agents for your property, we will carry out quarterly inspections to assess the condition of the property and that everything is being kept in a satisfactory condition. We will always arrange this with you at a mutually convenient time.

Back to top

Council Tax & Utilities

It is the tenant’s responsibility to inform the utility companies of their occupation of the property at the commencement of the tenancy, and to pay council tax to the local authority.

Wherever applicable VAT will be charged at the current VAT rate.

Back to top