Information for Contract Holders
Our aim is to find you the perfect property to suit your requirements with the minimum of hassle.
Finding a property
Our personnel are specially trained and equipped to assist Contract Holders to find properties to rent that will meet their needs. We maintain a database of properties available to rent and of prospective Contract Holders and their requirements. As properties become available, our first action is to contact waiting Contract Holders on the database, who’s requirements match the property. Typically, properties to rent become available about two months before occupancy date, so where possible it is advisable to start looking early.
The first step is to contact us to provide brief details about yourself and about the accommodation you require. We then search our database for suitable properties for you to view. If not urgent, we log your details so that we can contact you as suitable properties become available. It is wise to start looking about a month before you wish to move, as the nicer properties are viewed and reserved quickly. Our contracts are granted for a minimum term of 6 months, which may be renewed if all parties are in agreement.
- To view our selection of available properties to let please use the Property Search boxes on the right
- To register your requirements please click on the Register tab above.
Please note that for your safety and peace of mind -
- All of our managed properties are Gas Safe and Electrical Safety certificated and furniture fire safety.
- All Deposits (bonds) are held in accordance with the Deposit Protection Regulations.
Viewings
Having identified a potentially suitable property, we will arrange a viewing. This will be at a time convenient to all parties concerned. Most viewings will be accompanied by a member of staff within our office opening hours, who will be able to provide immediate advice and answer any questions that you may have, alternatively these can be answered following the viewing.
Reservation / Holding Deposit
Upon reserving/holding a property, applicants will be required to pay our agency fee as follows:
You may be required to pay a Holding Deposit (aka Reservation Deposit). This reserves the property whilst your application is being processed. Please note: your holding deposit will be withheld if any relevant person (including any guarantor(s)) withdraw from the application, fail a Right-to-Rent check, provide materially significant false or misleading information, or fail to sign their occupation contract (and / or Deed of Guarantee) within 15 calendar days (or other Deadline for Agreement as mutually agreed in writing).
Providing the application goes ahead, this will be deducted from the first monthly rental and the deposit, which are due before you move in.
However the holding deposit will be non-refundable if you decide not to proceed for any reason, or if you fail to provide complete and accurate information in your application as detailed above.
Application
Having decided on a property, you will need to complete a written application form. At this time any details or requirements can be provisionally agreed, such as occupancy date, duration of the letting, etc.
References
As a minimum we will require satisfactory references from your employer (or college), a previous or current landlord, and a credit reference report.
We may also require a personal reference, and sometimes a guarantor. We may use the services of an independent referencing company to obtain and evaluate these references.
There references are necessary for us to ensure that you have the means to pay the rent. The credit check is completed to check the history of your credit to see whether you have had any court orders or CCJs against you in the past. Your employer reference is to ensure that you are in the employment that you have stated on your application for and the dates and salary match to what you have stated. The landlord reference is to help us ensure that you are reliable and that you look after the property and pay the rent on time. However, if you have a bad credit history, please advise us beforehand, as if you mislead us about your credit history then your application will automatically be rejected.
Proof of Residency and Identity
We will also require proof of residency and proof of identity for each contract holder:
For residency we accept a recent (within the last 3 months) utility, council tax, mobile phone or a current contract.
For identity we require a photo style driving licence or passport. If you are not a UK citizen of the European Economic Union then you will need to provide evidence of official permission to live in the UK for the term of the proposed rental.
In some circumstances additional ID will be requested by the credit referencing agency.
Rent
Rents are normally quoted calendar monthly, and payable monthly in advance. The contract holder is usually also responsible for Council Tax, Water Rates, Gas, Electricity and Telephone costs. All rents are payable by bank standing order to our company bank account or your landlord's bank account.
Deposit
A security deposit of a minimum of one month's rental will normally be required. This deposit will be treated in accordance with the Tenancy Deposit Protection regulations, and you will be provided with the appropriate prescribed information and receive details regarding the scheme used. The deposit is held to cover any damage, dilapidations and defaults on the part of the contract holder during the contract. Please note that under no circumstances can the deposit be used by the contract holder to cover rent.
Contract Holders Resposibility During the Contract
As a contract holder you will be responsible for:
• Prompt payment of rent
• Utilities – gas, electricity, water and sewage
• Communications – telephone and broadband
• Installation of cable/satellite
• Subscription to cable/satellite supplier
• Television Licence
• Council Tax
• Reporting any damages and repairs to the property
• Carrying out odd jobs in the property in a tenant-like manner such as changing light bulbs, etc.
• Repairing any damage caused by you at the property which includes unblocking a sink or toilet which has been blocked due to your own misuse.
• Content and any other insurances.
• Lost keys
Contract Holder Fee Guide
For contracts entered into before 1st September 2019, the fees applicable are detailed within your agreement.
As from 1st September 2019, for contracts beginning on or after this date, fees payable to letting agents to rent a property are no longer applicable. However, from time to time tenants may have to pay charges in certain circumstances.
For a full list of these, please see our Contract Holder Fee Guide below.
Holding Deposit The equivalent to 1 weeks rent (per property)(this maybe non-refundable)
This fee is non-refundable should you decide not to progress your application / sign your contract within 15 Calendar days (unless otherwise mutually agreed) or if you have given false/misleading information on the application form or any applicant fails a Right to Rent check. It will be returned to you in the event the landlord is unable to proceed.
Deposit The equivalent of 4/5 weeks rent (per property).This is to cover any damages, dilapidations and defaults on the part of the contract holder during the contract.
Unpaid Rent Interest at 3% above the Bank of England Base RateInterest at 3% above the Bank of England Base Rate from Rent Due Date until paid in order to pursue non-payment of rent. Please Note: This will not be levied until the rent is more than 14 days in arears.
Lost Keys / Security DevicesContract Holders are liable to the actual cost of replacing any lost keys or other security devices. If the loss results in locks needing to be changed, the actual costs of a locksmith, new lock and replacement keys for the contract holder/s, landlord any other persons requiring keys will be charged to the contract holder. If extra costs are incurred there will be a charge of £15 per hour (inc. VAT) for the time taken replacing lost keys or other security devices.
Ending an Occupation Contract Early / Early Termination (Contract Holders request)In situations where a contract holder wants to leave a fixed-term contract early, if authorisation is given allowing the contract holder to vacate the premises before the expiration of any tenancy agreement, you may be liable for the following:
• Rent - liable to pay for the entirety of the contract or up to the date the premises are re-let, whichever is sooner.
• Any costs that the landlord encompasses in re-letting the property until the start date of the replacement contract.
• Council tax, water rates, gas and electricity charges along with any other bills which are the contract holders responsibility under the contract up to the date the premises are re-let, or the expiration of the contract, whichever is sooner.
• These costs will be no more than the maximum amount of rent outstanding on the contract.
Payments in DefaultA payment in default is a payment required by the landlord or agent arising from a breach of the occupation contract by the contract holder, whether late payment of rent by its due date or some other breach.
These are occasions where it would be unfair for the landlord to be responsible for meeting the cost to them as a result of the actions of the contract holder.
Such as:
• Missed Appointments– a landlord/agent arranges with a contract holder for a contractor to carry out remedial work at a property, and a contract holder subsequently refuses entry, or not being home to allow entry, resulting in charges to the landlord.
• Avoidable or purposeful damage to property– damage to a property caused by neglect or careless or wilful behaviour by the contract holder.
• Replacement keys– loss of keys by the contract holder requiring a landlord/agent to arrange for the cutting of new keys and delivery of those keys to the contract holder.
• Emergency / out of hours call-out fees– fees incurred as a result of a landlord/agent arranging for someone to attend the contract holders property at the request of a contract holder, such as a locksmith or an emergency glazier at the early hours of the morning, when the problem has been caused by the contract holder in the first place, such as a window broken on purpose, or keys locked inside a house.
Other Permitted PaymentsAny other permitted payments not included above, for breaches of contract or under the relevant legislation including contractual damages.
Contract Holder ProtectionOlivegrove Residential Sales and Lettings Limited is a member of UKALA Total Loss CMP which is a client money protection scheme, and also a member of The Property Ombudsman (TPO) and Property Redress Scheme (PRS) which are redress schemes. You can find out more details by contacting us directly.
