Tenant FAQs
FREQUENTLY ASKED QUESTIONS
What is your Application Process?
What documents do you require from me and anyone else moving in?
What Monies do I need to Pay before I Move In?
What is the Deposit for and is it Protected?
What is the Tenancy Agreement?
Who pays for Utilities TV Licence and Council Tax whilst I am in the property?
What are my Responsibilities as a Tenant?
What happens if there is a problem in the property?
Can the landlord or tenant enter the property?
What do I need to do if I want to leave?
What happens if I want to move someone in, or one of my housemates’ leaves?
What happens at the End of the Tenancy?
What is your application process?
If you are interested in renting one of our properties, please contact us to arrange a viewing. Let us know your requirements (such as Area, Number of Bedrooms, Garden, Off Road Parking), so we can see if we have any more suitable properties and allow us to contact you if we have any new properties meeting your requirements.
If you are interested in renting one of our properties, you will need to complete a tenancy application form and pay a preliminary deposit of 1 weeks’ rent to secure it. Once this process is complete you will be contacted by our referencing company (Vouch) to enter personal information and provide the required reference documentation.
What documents do you require from me and anyone else moving in?
Our referencing provider (https://www.vouch.co.uk/) will let you know what documentation you will need to upload them, but we will also require a copy of your passport to carry out Government Right to Rent checks (https://www.gov.uk/check-tenant-right-to-rent-documents) to ensure you have the right to reside and work in the United Kingdom
What Monies do I need to pay before I move in?
Prior to moving in you will be required to pay:
- A Deposit usually the equivalent to 1 Month’s Rent
- 1 Months’ Rent in Advance
What is a Guarantor?
If your referencing concludes that you cannot afford the tenancy, you may need a guarantor. A guarantor is a person with the financial means -usually working income- who is responsible for your financial liabilities in relation to the tenancy if you cannot cover it. They will need to be credit checked to ensure that they can afford to guarantee you and will be liable for any rent or damages that happen during your tenancy. They will also need to sign an agreement consenting to guarantee you.
What is the Deposit for and is it Protected?
A deposit is usually the equivalent to 1 month’s rent and is taken prior to the tenancy commencing. It covers the cost of any cleaning or repairs that may be need to return the property to the same state in which you took possession and/or to pay any rent arrears that you might incur during your tenancy.
Unless otherwise stated, all deposits are held by Highfield Property as stakeholder, which means an independent third party that cannot use, transfer or pay any funds without the consent of both the tenant and the landlord, or as ruled by an independent arbitrator or court judgement.
If your tenancy is an AST (Assured Shorthold tenancy) your deposit will be registered with the one of the Government Approved Schemes, the TDS (The Dispute Service), who provide insurance backed tenancy deposit protection with free, impartial dispute resolution for when disagreements arise over how the money should be divided at the end of a tenancy.
What is the Tenancy Agreement?
The tenancy agreement is a legally binding contract between you and your landlord. It gives certain rights and obligations to both you and your landlord, for example, your right to occupy the accommodation and your landlord’s right to receive rent for letting the accommodation. The agreement will be signed by you and either your landlord or landlords agent on behalf of the landlord (Highfield Property).
The majority of tenancies will be Assured Shorthold Tenancies (AST) which are governed by the 1988 Housing act.
What is the Inventory?
An inventory is a schedule of condition of the property you are moving in to, including fixtures, fittings and furnishings. This will be prepared prior to you moving into the property and will be used in conjunction with the move out report at the end of the tenancy, to ensure that the property is left in the same condition as when you moved in. The inventory will be a collection of written condition and photographic evidence of the condition of the property.
Do I need Insurance?
It is your responsibility to take out adequate contents insurance prior to moving into the property. This should include both your contents and also accidental damage to any of the landlords fittings and furnishings within the property.
Who pays for utilities TV Licence and Council Tax whilst I am in the Property?
Unless otherwise stated in the Tenancy Agreement, you are responsible for all utilities (Gas Electric, Water, Phone and Broadband), TV Licence and Council Tax whilst you are in the property.
Although we will notify the relevant suppliers, it is your responsibility to ensure that your account is set up and your bills are paid.
We will provide meter readings at both the start and end of the tenancy, but we recommend that you verify these by taking your own. You must also ensure that all meters are in the same condition and installation at the end of the tenancy as when you move in. Failure to pay your utilities and return the meters in the same condition as when you move in could result in delays in your deposit being returned. Deductions may occur if we need to return the meters to the original condition and installation.
How do I Pay my Rent?
All monies must be cleared funds prior to the commencement of your tenancy. This must be by cash, bankers draft, bank transfer or card payment. During your tenancy, your rent must be paid in advance on the rent due date by standing order (unless otherwise agreed).
If you are having any problems paying your rent on time or know you may have problems, you must contact Highfield Property prior to the rent due date. Failure to do so may result in additional charges for interest.
Why do you need my Details?
Highfield Property will require up to date telephone numbers and email addresses from you, to contact you for rent payments, tenancy renewals, property inspections.
If you do change any of your details, please ensure that you keep us updated with your new information.
What are my Responsibilities as a Tenant?
As a tenant you are responsible to ensure that, your rent is paid on time, you pay Council Tax, Utilities and TV Licence in accordance with your Tenancy Agreement, carry out General Household Maintenance (Cleaning, Cleaning Windows, Changing Light Bulbs, Rubbish Disposal, Smoke Alarm Batteries etc…) and Garden Maintenance, keep the property secure at all times, advise your Landlord/Managing Agent of any maintenance needs and keep the property adequately ventilated.
What happens if there is a Problem in the Property?
If you have any repairs or maintenance concerns, you must let Highfield Property know as soon as possible. If we manage the property, we will liaise with appointed contractors to fix these issues.
Can the Landlord or Agent enter the Property?
Neither the landlord or the agent can enter the property without prior consent, unless there is an emergency and you cannot be contacted.
During the tenancy, we will arrange property inspections every 6 months, giving at least 24 hours’ written notice. For any repairs, you will be contacted either by the landlord, Highfield Property or a contractor to arrange for access at a suitable time.
What do I need to do if I Want to Leave?
You will need to give 1 Months’ Notice in Writing to terminate your Tenancy. This can only be given 1 month prior to the end of your initial tenancy term; after 5 months, if your Initial Tenancy is for 6 months, or after 11 months if your initial tenancy was for a year.
If the Initial Term of your Tenancy has ended and your Tenancy has not been renewed, your tenancy will go into a Statutory Periodic Term. This means that your Tenancy continues on the same terms of your Initial Tenancy, but you are required to give 1 Months’ Notice at any time to Terminate the Tenancy. You will need to provide your notice in writing to Highfield Property.
During the last month of your tenancy, you must allow reasonable access to carry out viewings and a pre-tenancy check out. The pre-tenancy check out will highlight any potential problems and changes to the property’s condition since your check in, giving you opportunity to return the property to its original condition and avoid any deductions from your deposit.
What happens if I want to move Someone In, or One of my Housemates Moves Out?
Please contact Highfield Property as soon as you are aware of either of these situations occurring. The original Tenancy Agreement you signed will need to be amended to either grant or remove the person the rights of the tenancy. If you do not contact us, you will be in breach of your tenancy agreement. Please note any changes to the Tenancy Agreement will incur a charge.
What happens at the End of the Tenancy?
At the end of the tenancy you will need to arrange a Check Out Inspection on the day you Vacate. If the property is managed, contact Highfield Property; if the property is not managed, contact your Landlord.
A Check Out Inspection Schedule will be compiled during the Check Out and, using the Inventory and Schedule of Condition at Check In, any differences in the condition will be noted and photographed.
Once the Check Out is complete, you will be notified within 10 days if any deductions intend to be made. You will be provided with a copy of the check out report along with a list of any changes and provisional costs to rectify any damages or repairs, excluding general wear and tear. If you agree to the costs, you will need to provide your bank details, so the remainder of the deposit can be refunded. If you wish to dispute these charges and your tenancy was an AST tenancy you will be able to raise a dispute with the TDS.
The below link is the governments latest guidance for tenants looking to rent a flat or house.
