Tenants Payment Guide

At Whites, we understand that the rental process can be daunting and occasionally confusing.  As a team, we pride ourselves on our excellent customer service and endeavor to provide clear information to ensure you have a positive rental experience with us. To this end, we have provided a table detailing our fee structure below. Please note our fees are inclusive of VAT (20%) and are in line with the Tenant Fee Act 2019, which came into place as of the 1st June 2019.  This prohibits fees being charged to tenants with the exception the Permitted Payments detailed in the table below. 

Following the table, you will find a list of Frequently Asked Questions. If you cannot find the answer you require here, please telephone 01722 336422/Option 2 and one of our team will be happy to answer any queries.


Permitted Payments

Detail

Permitted cost (inc VAT)

Rent

Paid monthly in advance by standing order

Per advertised amount

Deposit 

Refundable security deposit required on any Standard Property Let (including rooms, garages, and bedsits)

Based on 5 weeks’ rent or 6 weeks’ rent if the annual rent is over £50,000

Revision of Tenancy Agreement

Revision of Tenancy Agreement when an assignment, variation or novation to the lease takes place

£50

Lost security items during office hours 

Sourcing replacement product, travel, obtaining permissions

Agent’s time charged at £15 per hour plus the reasonable cost for the replacement item

Charge for late payment of rent

Interest accrues from day one if the rent is not paid within 14 days of the due date

The interest is limited to 3% over bank base rate

Early Termination Charge (if the tenant wishes to break the contract early)

Cost of full service to re-let the property. Reflecting fees normally payable by a landlord wishing to have a property let on a Let Only basis (i.e. non-managed). This includes the following services:
• Allocation of a property manager
• Valuation and advice on renting
• Property details, floor plans, and photos
• Advertising & Marketing (this includes online via property portals and social media, plus offline through To Let boards and other media)

• Accompanied Viewings (including out of hours viewings)
• Full vetting and referencing of Tenants
• Issuing and receipt of How to Rent Guide which prescribes information set by TDS
• Preparation of the Tenancy Agreement
• Collection of rent & deposit
• Full inventory with the schedule of condition and photos, plus pre-move in risk assessment
• Testing of smoke and CO detectors (if accessible)
• Arrangement of utility transfer
• Set up of standing order and monthly statements
• Registering of deposit with TDS
• Compliance Checks (Gas, Electricity, EPC)

120% of one month’s rent +
Preparation of new Tenancy Agreement: £90 +
Inventory and photos: £90 + £18 per bedroom
+
Registration of deposit: £30
Please Early Termination Fees  to see a table which reflects Early Termination Costs at different stages of the tenancy

Company Tenancy Fee

This is for non-Housing Act Tenancies

£420

 

TENANTS GUIDE – FREQUENTLY ASKED QUESTIONS


ON POLICY:

DO YOU HAVE AN ANTI-MONEY LAUNDERING POLICY?

Yes, Whites are registered with the RICS CMP Scheme. A copy of our CMP Certificate can be seen here: ‘Client Money Protection Certificate’

DO YOU HAVE A CLIENT REDRESS?

Yes, Whites are registered with The Property Ombudsman. Our complaints procedure is available from our Complaints Manager, Tony Williams (tonywilliams@hwwhite.co.uk)


ON TENANCY:

WHAT IS THE TENANCY AGREEMENT?

You will be required to sign an Assured Shorthold Tenancy under the provisions of the Housing Act 1988, the Housing Act 1996 and the Housing Act of 2004 for a minimum period of 6 months. This is the ‘fixed term’. At the end of this period, you can be contracted into an extended fixed term period or you will move to a ‘periodic term’. This periodic agreement may carry on month by month on a statutory periodic basis until either side terminates the contract.

WHAT REFERENCES WILL I NEED?

We require an employer’s reference, a bank reference, a credit reference, and a letting agent or landlord reference.

DO I NEED TO PROVIDE A GUARANTOR?

In certain circumstances, we will advise you that you will need to provide a guarantor.

DO I NEED ANY IDENTIFICATION?

You do need to provide proof of identity prior to signing a tenancy agreement, in accordance with the Money Laundering Regulations 2007. We require a valid passport or photo-card driving license AND a utility bill dated within the last 3 months or a current council tax bill.

WHAT DEPOSIT DO I NEED TO PAY?

We require the equivalent of 5 weeks’ rent as a deposit prior to the start of your tenancy (or 6 weeks rent if the annual

rent is over £50,000). Your deposit is held by us as stakeholders and is registered with the Tenancy Deposit Scheme managed by The Dispute Service (TDS). This scheme is supported by the RICS, the NARLA, and the NAEA.

WHAT HAPPENS IF I HAVE A PET?

Some of our properties are not suitable for pets. If you have a pet you must inform Whites prior to your application being processed. The Landlord consent will be required prior to a rental period being agreed with a pet in-situ.

Please note: You will be in breach of your Tenancy Agreement if you subsequently have a pet living in the property without written permission. This may jeopardise your ongoing tenancy and could result in a claim for damages.

CAN I SMOKE IN THE PROPERTY?

Most of our properties have a non-smoker policy. Please inform Whites if you are a smoker prior to your application being processed. Landlord consent will be required.

You will be in breach of your Tenancy Agreement if you habitually smoke in your property without prior agreement. This may jeopardise your ongoing tenancy and could result in a claim for damages.

WHEN DO I PAY MY RENT?

Rent is payable in advance. A standing order needs to be set up direct from a bank account. Please note, interest can be charged on late payments of rent. Interest accrues from day one if the rent is not paid within 14 days of the due date. The interest is limited to 3 % over bank base rate.

HOW AND WHEN DO I PAY MY DEPOSIT AND INITIAL RENT?

Your initial invoice will be issued prior to the start of your tenancy. This invoice will need to be paid in full on or before the start date of the tenancy; a bank transfer or debit card payment is preferred. If you have to make a cheque payment, this needs to be made at least 10 working days before the start of your tenancy to give it time to clear through the banking system.

ON PROPERTY SERVICE BILLS:

WHAT UTILITY BILLS DO I NEED TO PAY?

You are responsible for all utility (gas, electricity, water) bills.

WHO IS RESPONSIBLE FOR COUNCIL TAX?

You are responsible for all Council Tax charges.

DISCLAIMER: We make every effort to provide accurate information on the property. We cannot guarantee the accuracy of this information, nor do they form part of any contract. We strongly advise you to verify the Council Tax banding directly with the local Council Tax Office.

DO I NEED TO INFORM THE UTILITY COMPANIES?

At the start and end of your tenancy, we will inform the current utility companies of the meter readings and the change of occupancy. You will then receive a welcome letter from the utility company with details of your future payments. Please contact Whites if you do not receive any information.

WHO IS RESPONSIBLE FOR THE TELEPHONE LINE AND BROADBAND?

You are completely responsible for the connection of the telephone line and bill payments.

WHO IS RESPONSIBLE FOR INSURANCE?

The Landlord is responsible for the building’s insurance. Prior to the start of the tenancy, the tenant is recommended to take out contents’ insurance including accidental damage cover. If you choose to take out insurance, please bring the policy details with you when you sign your Tenancy Agreement.

ON MAINTENANCE AND REPAIRS:

WHO DO I NEED TO REPORT ANY MAINTENANCE OR REPAIR ISSUES TO?

Please phone our Lettings Team and speak where possible to your dedicated Property Manager to report any problems with the property. You are responsible for minor repairs such as changing light bulbs, fuses and batteries.

Please note that we will not accept responsibility for payments to a tradesman who has been employed by you without prior agreement from Whites.

WHO IS RESPONSIBLE FOR SMOKE ALARMS AND CO DETECTORS?

You must check that the smoke alarms and CO detectors are working at the start of your tenancy. You must regularly check this equipment and change the batteries when necessary.

ON END OF TENANCY:

DO YOU PERFORM A CHECK OUT INSPECTION?

At the end of your tenancy, we will arrange for a check out to be carried out in your property. This includes a final inventory, confirm closing readings to the utility companies and check for any dilapidations.

HOW DO I KNOW WHAT TO DO AT THE END OF THE TENANCY?

We will issue you with an end of the tenancy checklist. Please read this and complete and return with your keys.

Please be aware that the details on this form are crucial and the timing of your deposit refund may be delayed if the form is not completed.

Please check our Tenancy Checkout Guidelines under Lettings Advice on our website. This also includes contact details for our recommended professional cleaners.

NB CLEANING - We would strongly recommend that you use a professional cleaner as it is very important that cleaning is carried out to a high standard. If the clean is not to a satisfactory level you will be in breach of your contract.

WHEN DO I GET MY DEPOSIT BACK?

Once the check-out inspection has been completed, your tenancy checklist has been returned and any dilapidation costs and/or rental payments have been deducted (with your written agreement), we will return any deposit monies owing to you by bank transfer.

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