At Malcolm James Property Rentals we appreciate and realise that moving home can be a very stressful experience at times and we therefore aim to make your personal experience with us from your initial viewing through to moving in and beyond as smooth as possible. Please read through the details below to fully understand how we can best be of assistance you.
If you have seen a property that you are interested in, please contact our office on 01733 202602 (option 2) and we will be happy to give you further information and details and also arrange a viewing for you if requested. We understand that depending on your commitments it can be difficult to arrange to view properties within standard office hours and to that end we will endeavour to be flexible and meet your time requirements by offering evening and weekend viewings whenever possible.
If we don’t presently have the type of property that you are looking for then please register on our database /waiting list so that you are the first to be contacted when new properties become available. You can do this by either contacting us on the telephone number above or email us at. firstname.lastname@example.org
Application Forms and Fees
Once you have found a property that you would like to rent, everyone over the age of 18 will need to complete an “application” form. Application forms can be obtained from one of our members of staff or by downloading one from here:
Along with the application forms we will also need proof of identification and proof of your current residence. A copy of a photo driving licence or passport is ideal and a bank statement or utility bill would also be needed. If you need assistance with this please contact us for advice.
At the point that you submit your application form we will require you to pay an administration/application fee to cover the cost of the referencing process and to hold the property for you. Application fees will be confirmed before you apply for the property as they vary depending on the number of applicants etc.
Should you withdraw from the application process once it has started or if your references are deemed by the Landlord to be unsatisfactory, no refund of the application fee can be given. However, if the Landlord withdraws from the transaction for any other reason, a full refund will be made to you.
It is important for you to give us as much information as possible when you submit your application, particularly if you may have a poor credit record. If we know this in advance steps can be taken to ascertain whether a Landlord will accept your application and avoid you needlessly forfeiting your application fee.
What Happens Next?
If you are successful in passing the referencing process, we will need to confirm a start date for your tenancy. Once this date is agreed by all parties, we will prepare an Assured Short-hold tenancy agreement which will be for a minimum period of 6 months unless a longer term has been agreed. An Inventory/Schedule of Condition will also be produced for the property to fully document its condition at the start of the tenancy and check that everything is in good working order before you move in.
Before you move in, you will be asked to pay the first month’s rent in advance plus a deposit. The deposit is usually the equivalent of one month’s rent plus £100 (this may be higher where pets are involved) which will, in most cases, be held by ourselves in a bonded client account.
For your added protection, your deposit will be registered with the following Government approved tenancy deposit scheme: DPS- Deposit Protection Scheme. The initial rent and deposit can either be paid directly into our bank account by online transfer or paid at our office by Credit/ debit card, Banker’s Draft or Building Society cheque. We will be happy to provide the correct bank details for cash deposits or online transactions. Personal cheques will not be accepted unless received seven working days before the tenancy begins.
You will be provided with an Inventory/Schedule of Condition at the start of your tenancy. It is important that you check this document carefully as it will be used at the end of your tenancy to determine if there are any damages or dilapidations beyond what can be considered fair wear and tear.
After You’ve Moved In
Your monthly rental payments must be paid promptly by your rent due date. We prefer that all future rent is paid direct into our account by way of a Standing Order. This payment needs to leave your account at least 3 working days before your rent is due to ensure it is in our account in time. Persistent late rent payments may attract an additional administration charge.
Unless advised at the start of your tenancy, you will be expected to pay all utility bills and council tax on your rented accommodation. We will send notification to the current utility suppliers of the property but you will also need to contact them to set up your own utility accounts and agree payment terms. Meter readings will be taken for your property on the day you move in and noted on your Inventory to assist with this.
At 3 month intervals during your tenancy, we will need to visit you to check that all is well with the property. This will always be arranged with you in advance and is intended to benefit both you and your landlord as any problems can be discussed and resolved. At Malcolm James Property Rentals we endeavour to make our inspections as unobtrusive as possible and are happy to arrange for these to be done beyond normal office hours during the week or at weekends to meet your convenience.
As a tenant, you are responsible for the day to day upkeep of the property. Should any maintenance occur during the tenancy, you will need to contact our office and our staff will be pleased to arrange the necessary repairs. Maintenance problems which occur outside normal office hours should be reported to our office by leaving a message on the answer-phone or sending an e-mail and these will be dealt with promptly and efficiently when the office re-opens.
You will also be provided with an out of hours emergency contact number should a situation arise that requires our immediate attention.
Malcolm James Property Rentals is an independent member of The Guild of Professional Estate / Lettings Agents and The Property Ombudsman Scheme. These professional bodies ensure a high level of service as well as protection for our tenants. There is an abundance of useful information on each of their respective websites.