General Information for Contract Holders
Finding the perfect property – Keep up to date with our available properties via our app, email or telephone. Our team are on hand to listen to your requirements and to find the perfect property for you. If you see something you like then we can arrange viewings throughout the week, evenings & weekends. If you would like an evening or weekend viewing, please book early!
Referencing – References are taken on behalf of the landlord and include; credit history checks; employer and/or proof of income; affordability and former landlord checks. In some circumstances where a person feels they may not pass the references for reasons such as low income to rent ratio, a guarantor can be used, or the rent may be paid in advance. Always ask us if you are concerned, as there may be alternatives available to you, but it’s easiest if mentioned at the start.
Affordability – Your gross annual income must exceed a minimum of 2.5 x the annual rent. Guarantor’s affordability is calculated at 3 x the annual rent.
Holding Deposit Payment- Any applicant wishing to take a property will be required to pay a Holding Deposit of up to one week’s rent (calculated at RentPCM / 4.35), to secure the Property. These funds are held securely in a Client Account and repaid to the Applicant in the event that their application has been unsuccessful, or may be retained by the Agent in the event that the applicant fails references or withdraws from the occupation contract. Please refer to our Terms on Refunding Holding Deposits.
In the event that the application has been successful then both Applicant and the Agent will confirm in writing of the intention for the Holding Deposit to be held by the Agent and put against the first months’ rent at the start of the Occupation contract.
Rent – Rents are advertised alongside the property and will be confirmed in writing when you take the property. Rent is payable on a calendar monthly basis, in advance, by standing order. Your rent due date will be set according to the first date of your occupation contract. The first months’ rent is to be paid, in cleared funds, on the day you sign your occupation contract agreement.
Deposit – Security Deposit: Equivalent of One Months’ Rent Plus £200 is also taken to cover any breakages, dilapidation or deductions which may occur during the occupation contract. If you are managed by Belvoir then your deposit will be held securely at the DPS. If your occupation contract is managed by your landlord, then the deposit funds will be transferred to them at the start of the occupation contract and they will register funds with their chosen scheme. Full details about where your deposit is held will be provided to you at move in and outlined in your Occupation Contract.
Property Visits – If you are a managed by Belvoir then we will require access to the property on a 3 monthly basis. Routine visits are carried out to establish if there are any maintenance issues at the property and to allow us to check on it’s condition. Contract holders can choose whether or not they wish to be present and will be notified of the visit at least two weeks in advance in writing.
Reporting Maintenance Issues – If you are a managed contract holder then you will be provided with a Contract holder Handbook at move in, this outlines everything you need to know about how to report maintenance issues as and when they occur. We use an online system for reporting issues, you can report an issue by clicking here. You will also be provided with a dedicated out of hours telephone number to contact in an emergency.
General and Scheduled Maintenance – We will require access to the property to carry out maintenance on occasion. This might be something reported by yourself or to carry out an annual safety check. All contractors working on our managed properties have been vetted and will only access the property after we have provided you with a minimum of 24 hours’ notice. Contract holders can choose if they wish to be present or not for contractor visits.
Complaints Procedures – We are a regulated agent and members of the Property Ombudsman. This offers our contract holders peace of mind that in the unlikely event they wish to make a formal complaint then this will be raised and managed through our in house complaints procedure and can be escalated to the Ombudsman if we are unable to resolve the issue for you.
Check Out – Managed contract holders will be provided with full instructions at checkout stage and will have the option to meet the checkout clerk at the property or to return the keys to our office by 12:00 midday on check out day. The checkout clerk we use is an independent contractor who will report on the property as is on check out day.
Pets – Contract holders who have had pets agreed at the property and included on the occupation contract agreement will be required to have the property professionally cleaned at check out. You may also be required to have any soft furnishings (including carpets, curtains and sofas) shampooed and cleaned professionally to remove any pet hair. Contract holders are required to provide receipts at check out to evidence that this has been done and deductions may be made from the deposit if the property is not to an acceptable standard.
Deposit Returns – Managed contract holders can expect to receive a copy of their check out report within a maximum of 5 working days after vacating and deposits will be returned within 14 days providing there are no issues that have arisen.
