Renting a home can sometime be complicated, sometimes even frustrating experience, particularly if you are unsure of the process. To help make the experience as straightforward as possible for you, we have outlined the key stages.

REGISTER WITH US

To find your ideal property, we need to know as much as possible about your requirements. This includes your rental budget, the date by which you need to move, the type and size of property you need, etc. You can let us know all about your requirements by emailing us on info@chilternhomes.com by phone 01582 455 553 or by visiting us 60 Park St, Luton, Beds. LU1 3ET where a member of staff can assist you.

With a clear understanding of your requirements we will then be able to access all properties that match your criteria.

When you have registered, details of property can be sent to you by SMS, by Email or Post. (tell us if you do not wish to be contacted)

VIEWINGS

Viewings can be conducted between 9:30am - 8pm Monday to Friday and 10:30am - 5pm on Saturdays. You can book a viewing by phone by calling us on 01582 455 553 any time 24/7 and our team of professionals will be here to assist.

We usually accompany and conduct all property viewings and the Landlord will not always be present. In some cases, a Landlord may give us specific times for viewings, although we do ask them to be as flexible as possible. We normally keep keys and can generally access properties to suit your availability. To save time in the long run, you should try to ensure that anyone likely to share in the decision views the property as well.

After the viewing we need to know if you have any questions or if you are interested in renting the property. So please allow time to discuss your thoughts with us.

Please be on time for viewings. We will arrange to meet you at the property, or if it is more convenient, at our office from where we can drive you. Sometimes we can collect you from your home or your place of work, depending on where these may be.

MAKING AN OFFER

If the property is suitable for you, don't delay your offer as it could get secured for let by someone else on the same day! When you make an offer, you’ll need to pay us a holding fee (one weeks rent) to reserve the property. The holding fee will be deducted from your first month's rent, unless you change your mind about taking the property, in which case you will lose your holding fee.

Sometimes there may be an opportunity to negotiate the rental. This can be difficult, but by working with us, you'll benefit from our expertise in this area

TENANT GUIDE

1. Referencing Procedure
2. Holding Deposit
3. Administration/Reference Applications
4. Tenancy Agreement
5. Payment
6. Managed Properties
7. Rental Payment
8. Notice to end a tenancy
9. Inventory
10. Deposit Returns
11. Tenants’ obligations
12. Property Inspection
13. Council Tax & Utilities

REFERENCING PROCEDURE

As soon as a suitable property has been found, you will need to complete reference application forms. We utilise the services of a credit-referencing agency to take up the following references, here is an example of just a few of the references sought:

• Confirmation of employment, Salary confirmation.
• Personal & Photographic identification (passport or driving licence).
• Previous Landlord references.
• Students (Guarantor or proof of funding).
• Self-Employed (Accountants references such as SA 302 x2 years, trading details such as invoices etc)

HOLDING DEPOSIT

A non-refundable holding deposit of 1 weeks’ worth of rent (not subject to VAT) will be required to hold a property for you.
This is in order to preserve the property and remove it from our availability list. The holding deposit will be deducted from the first month’s rent due, should the tenant withdraw from the proposed letting, through no fault of the landlord or the agent, all or a proportion of the 'Holding Deposit' will be retained. None of the Holding Deposit will be retained should the Tenant's withdrawal be due to a breach of the proposed letting agreement by the landlord or managing agent.

The holding deposit shows good faith on the part of a prospective tenant enabling the landlord to take further action in the confident knowledge that the applicant is serious and fully committed to the property:

For example:

• Cancel any advertising for the letting
• Tell other applicants that the tenancy has been taken subject to satisfactory references
• Prepare a letting agreement
• Take up references
• Carry out credit checks

ADMINISTRATION/ REFERENCE APPLICATIONS

Tenant Fees

From 01-Jun-2019 the following fees are generic across the industry and cannot be changed:
A capped refundable tenancy deposit
Annual rent under £50000 - 5 weeks
Annual rent over £50000 - 6 weeks
Approved calculation is (Weekly Rent * 5) or (Monthly Rent * 12 / 52 * 5)
A capped refundable holding deposit
1 week and can only be held for 15 days unless otherwise agreed by all parties.
Approved calculation is (Weekly Rent) or (Monthly Rent * 12 / 52)
Default fees
Payment of up to £50 inc VAT for the reasonably incurred costs for the loss of keys/security devices unless cost of remedy is greater
Assignment or renovation of a tenancy
Capped at £50 inc VAT, can charge for referencing of an additional tenancy as long as it is supported by an invoice from a third party
Payments to Provider - At Cost

Council Tax
Utilities - gas (or other fuel), electricity, water, sewage, green deal charges
Communication Services - television licence, telephone (other than a mobile telephone), the internet, installation of and subscription to cable or satellite television
Default fee for late rent payments (over 14 days)
Payment of interest for the late payment of rent at a rate of 3% above the Bank of England base rate is charged daily

PLEASE NOTE THAT SHOULD YOUR REFERENCE APPLICATIONS BE UNSUCCESSFUL THEN THE REFERENCE  FEE/S IS NON REFUNDABLE.

It is imperative that you disclose all relevant facts that may adversely affect your reference outcome, prior to entering into the above. It may save you money.

TENANCY AGREEMENT

Both the Landlord and tenant/s will be required to sign a tenancy agreement prior to the tenancy commencing, the agreement outlines both tenant and landlord obligations. (agent may also sign on behalf of the landlord)

Generally, most tenancies run for a period of twelve months, we will contact you at the end of the tenancy to see whether you wish to renew your agreement for a further period and will liaise with the landlord to organise the documentation. It is important you note that the agreement is made between landlord and tenant, we act for the landlord only.

By legal requirement we will issue you with an agreement which we ask you read very carefully, should any questions arise regarding this legal document we advise you to seek independent legal advice before signing it.

PAYMENT

Once a moving date has been agreed and references have all been approved by the landlord, the tenancy agreement will need to be signed by all parties and the initial monies in full will become due less any holding deposit/fee previously paid:

This is made up of the following:

• Deposit normally equal to five/six weeks rent. (see administration/reference section for details) (we also offer ZERO DEPOSIT SCHEME..! ask us for details
• The first month’s rent in advance. (rent is worked out on a per calendar month basis), which is, if you are not aware; the weekly rent, multiplied by 52 weeks and divided by twelve months to give the per calendar month rental figure.

The above monies need to be in a cleared form before the tenancy is able to commence, payment by means of either a bankers draft, cash or paid directly into our client bank account and showing as cleared.

MANAGED PROPERTIES

We do get instructed to fully manage some of our landlord’s properties, if this is the case, with your tenancy we will inform you prior to your tenancy commencing. If we are managing then any faults with appliances or problems within the property will need to be reported to us and we will deal with the problem as quickly and efficiently as possible. Failure to report an ongoing problem may turn the onus onto you; please report any problems you feel need attention.

RENTAL PAYMENT

Rental payments are always made by standing order from the tenants’ bank account to the landlord’s bank account, with the exception of managed properties whereby the rental payment is made to us.

NOTICE TO END A TENANCY

To terminate your tenancy subject to term, you will normally be required to give us at least one month notice in writing of your intention to leave, unless otherwise specified in your specific tenancy agreement.Insurance

The responsibility for your belongings are down to you, you must ensure you have adequate contents insurance, the landlord accepts no responsibility and cannot be held responsible for any loss or damage to tenants possessions.

INVENTORY

A well-prepared inventory and check-in report protects landlords and tenants alike, providing an accurate description of the condition and contents of a property at the start of a tenancy.

The condition of the property and its contents at the end of the tenancy is then compared back to this report in the form of a check-out report. The inventory clerk will also provide an opinion on whether any damage that has arisen during the tenancy is attributable to the tenants, to ‘fair wear and tear’ or to the landlord as required maintenance.

It is in a landlord’s interest to ensure that inventories are prepared for properties that they own. In the worst case scenario, should you end up in court, the judge will tend to look more favourably on an impartial, unbiased inventory prepared by a third party unconnected to either the landlord or the tenants. Inventories prepared by landlords could be viewed as biased and one-sided.

Normally an inventory of the property condition, furniture and fittings and effects will be prepared by the landlord, or an independent inventory clerk instructed by the landlord prior to the tenancy commencing. The tenancy is checked and agreed between the tenant and the landlord at the tenancy commencement.

DEPOSIT RETURNS

When your tenancy ends, an inspection of the property will be carried out, either by the landlord or an independent inventory clerk instructed by the landlord.

TENANTS’ OBLIGATIONS

The responsibility for the property lies with the tenant during the period of tenancy, always ensure that the property is fully secured and that during the winter months steps are taken to prevent freezing of the water and heating system.

PROPERTY INSPECTION

If we are instructed as managing agents for your property, we will carry out quarterly, 6 monthly and yearly inspections to assess the condition of the property and that everything is being kept in a satisfactory condition. We will always arrange this with you at a mutually convenient time.

COUNCIL TAX & UTILITIES

It is the tenant’s responsibility to inform the utility companies of their occupation of the property at the commencement of the tenancy, and to pay council tax to the local authority. Students, who may be exempt from the payment of council tax, are responsible for informing the Local Authority of this.

“Chiltern Homes do have CMP (client Money Protection Insurance), we also have our clients money registered in a custodial scheme with mydeposits.co.uk which is a government recognise scheme which means we do not hold any money in our account hence your money is at less risk. For further information or for any further questions in relation to any of the above please feel free to email us at info@chilternhomes.com and we would be happy to assist”