TENANT INFORMATION
WITH EASY-TO-USE DIGITAL APPLICATIONS FOR ALL COMMUNICATION PROCESSES
CUT THE HASSLE OUT OF FINDING A HOME
The Application Process
Booking a Viewing
Before arranging a viewing on a property, you will be asked a series of questions to help us assess your eligibility to apply for a property you are interested in. It is important that information given is accurate as this will determine your eligibility not only to view the property but also in being successful in any future application.
Before arranging a viewing on a property, you will be asked a series of questions to help us assess your eligibility to apply for a property you are interested in. It is important that information given is accurate as this will determine your eligibility not only to view the property but also in being successful in any future application.
Viewing Details
We will normally try to arrange viewings individually but sometimes we may need to arrange consecutive (20-minute increments) or block viewings. Regardless of the number of viewers, it is recommended that you register your interest in the property as soon as possible thereafter. A rental guide will be provided available on request or on the website.
We will normally try to arrange viewings individually but sometimes we may need to arrange consecutive (20-minute increments) or block viewings. Regardless of the number of viewers, it is recommended that you register your interest in the property as soon as possible thereafter. A rental guide will be provided available on request or on the website.
Making an Application
Please inform us of your intention to apply for the property. You will be sent an online application form and detailed information and links about the tenancy. Please ensure you have all the supporting documentation ready which can be uploaded via your application form.
Our online digital forms allow our prospective tenants to submit their online applications and uploads much faster than a traditional process, resulting in quicker decisions and less time wasted or a property empty for longer. Likewise, all our forms can be completed and signed online which benefits the whole letting process from start to finish.
Please note - a holding deposit will also be required at this stage.
Please inform us of your intention to apply for the property. You will be sent an online application form and detailed information and links about the tenancy. Please ensure you have all the supporting documentation ready which can be uploaded via your application form.
Our online digital forms allow our prospective tenants to submit their online applications and uploads much faster than a traditional process, resulting in quicker decisions and less time wasted or a property empty for longer. Likewise, all our forms can be completed and signed online which benefits the whole letting process from start to finish.
Please note - a holding deposit will also be required at this stage.
Referencing, Checks, & Criteria
The following criteria will be assessed:
IMPORTANT: The Holding Deposit may be retained if any of the following conditions apply
- You supply false or misleading information (withholding can be misleading).
- You fail a Right-To-Rent check.
- You fail to take all reasonable steps to enter into a Tenancy Agreement (thereafter).
Should any of the above conditions apply which results in the holding deposit being retained, you will be notified of this promptly with a full explanation. If a holding deposit is to be returned at this stage, this will also be done promptly.
The following criteria will be assessed:
| Credit Check | Affordability Check | Employer's Reference |
| Previous Landlord's Reference | Rental History Check | Right to Rent Check |
IMPORTANT: The Holding Deposit may be retained if any of the following conditions apply
- You supply false or misleading information (withholding can be misleading).
- You fail a Right-To-Rent check.
- You fail to take all reasonable steps to enter into a Tenancy Agreement (thereafter).
Should any of the above conditions apply which results in the holding deposit being retained, you will be notified of this promptly with a full explanation. If a holding deposit is to be returned at this stage, this will also be done promptly.
Further Referencing Details
Guarantors:
A Guarantor may be a pre-requisite for application for some tenants and would need to go through the referencing system with regards to acceptance and should be employed and/or homeowner.
A Guarantor may potentially still be accepted if the referencing criteria fails, however, if it is suspected prior to applying, this should be discussed before applying as no guarantee will be given that a landlord will accept a Guarantor retrospectively, resulting in rejection. Cases will be assessed independently.
Holding Deposit:
A holding deposit of one-weeks rent will be payable immediately on application. The property will be put on hold (up to 15 days) until the referencing is completed. No further applications will be processed during this period. If the application is successful, you will then need to pay a Security Deposit (Bond) for the property and sign a Tenancy Agreement, along with additional tenants and any guarantors. The bond amount is equivalent to five-weeks rent.
Guarantors:
A Guarantor may be a pre-requisite for application for some tenants and would need to go through the referencing system with regards to acceptance and should be employed and/or homeowner.
A Guarantor may potentially still be accepted if the referencing criteria fails, however, if it is suspected prior to applying, this should be discussed before applying as no guarantee will be given that a landlord will accept a Guarantor retrospectively, resulting in rejection. Cases will be assessed independently.
Holding Deposit:
A holding deposit of one-weeks rent will be payable immediately on application. The property will be put on hold (up to 15 days) until the referencing is completed. No further applications will be processed during this period. If the application is successful, you will then need to pay a Security Deposit (Bond) for the property and sign a Tenancy Agreement, along with additional tenants and any guarantors. The bond amount is equivalent to five-weeks rent.
Successful Application & Check-In
A successful application will be confirmed in writing along with the next steps, commitments and timescales. We will work to provisional dates given in your application (unless other dates are agreed).
We will prepare Tenancy Agreements, Inventory & Property Condition Reports and book an appointment at the property to complete a physical check-in (in person). By doing this we are able to discuss and assist with any questions you may have and sign any agreements or Inventory that may not have been signed up to this point. If anyone has difficulty attending check-in day, we can work round this so long as we know in advance.
Additional Information for Tenants
Electronic Copies where possible [to save printing].
Signed Tenancy Agreement- Bank Details [Future Rental Payments], Guarantor Detail
Signed Inventory & Property Condition Report [Inc. Seven-day disclaimer]
CO Alarm Tested, Smoke Alarm Tested, Key Log, Utility Providers Details
Deposit Protection Scheme- [Prescribed Information within 30 days]
Relevant Contact Details- Agents or Landlords (if Let Only)
Tenant Information Pack- How to rent guide
Copy of Gas Safety Certificate
Lead Tenant Declaration [Deposit Protection Service]
Electrical Installation Condition Report EICR [supplied on request]
Copy EPC [supplied on request]
A successful application will be confirmed in writing along with the next steps, commitments and timescales. We will work to provisional dates given in your application (unless other dates are agreed).
We will prepare Tenancy Agreements, Inventory & Property Condition Reports and book an appointment at the property to complete a physical check-in (in person). By doing this we are able to discuss and assist with any questions you may have and sign any agreements or Inventory that may not have been signed up to this point. If anyone has difficulty attending check-in day, we can work round this so long as we know in advance.
Additional Information for Tenants
Electronic Copies where possible [to save printing].
Signed Tenancy Agreement- Bank Details [Future Rental Payments], Guarantor Detail
Signed Inventory & Property Condition Report [Inc. Seven-day disclaimer]
CO Alarm Tested, Smoke Alarm Tested, Key Log, Utility Providers Details
Deposit Protection Scheme- [Prescribed Information within 30 days]
Relevant Contact Details- Agents or Landlords (if Let Only)
Tenant Information Pack- How to rent guide
Copy of Gas Safety Certificate
Lead Tenant Declaration [Deposit Protection Service]
Electrical Installation Condition Report EICR [supplied on request]
Copy EPC [supplied on request]
TENANT FEES: FULL LIST
A full itemised list of charges throughout the tenancy. Relating to New Assured Shorthold Tenancies signed on or after 1st June 2019
EXACT FEES PER TENANCY:
Reservation Fee:
This is to reserve the property.
Equal to 1 week of rent.
The reservation fee will be withheld if any relevant person (including any guarantors), withdraw from the tenancy, fail a Right-to-Rent check, provide materially significant false or misleading information, or fail to sign their tenancy agreement (and/or Deed of Guarantee) within 15 calendar days (or other deadline for agreement as mutually agreed in writing).
Security Deposit (Bond)
Equal to 5 weeks of rent (rent under £50,000) or 6 weeks of rent (rent over £50,000)
This covers damages or defaults on the part of the tenant during the tenancy.
POTENTIAL FEES:
Unpaid Rent:
Interest is paid at 3% above the Bank of England Base Rate from rent due date until fully 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 arrears.
Contract Amendments (only when requested by tenant):
Renew Tenancy Agreement Contracts - £50.00.
This fee is charged to the tenant when they wish to renew or amend by variation the Tenancy Agreement. This is to cover reasonable costs of preparation and execution of new legal documents and relevant legal checks on associated persons included in the amendment.
Change of Sharer (tenant's request):
£50.00 per replacement tenant or any reasonable costs incurred if higher.
To cover the costs associated with taking landlord s instructions, new tenant referencing and Right-to-Rent checks, deposit registration as well as the preparation and execution of new legal documents.
Early Termination of Contract:
Tenancy Agreement (when early termination is requested by the tenant): Should the tenant wish to terminate their contract early, they shall be liable to the landlord’s full comparable costs in re-letting the property as well as all rent due under the tenancy until the start date of the replacement tenancy. Therefore, the total costs will be the rent still contractually due (which will be no more than the maximum amount of rent outstanding on the tenancy given its earliest termination) plus the landlord’s comparable costs to re-let.
Company Lets: £450.00 application and referencing fee per company let.
Lost or Damaged Keys, Security Fobs or Devices:
Tenants are responsible for loss or damage to keys, fobs and security devices whilst in their care. These items can be very difficult to identify and expensive to replace, individually or as a set or suite (key alike) should there be a security risk to the property or building. Costs will be attributed to the tenants if lost so special care is recommended with this in mind. A reasonable administration fee is also levied upon the tenant by the agent for time taken to rectify or attend replacements. This is charges at £20.00 per hour.
Property Inspection:
If the tenant fails to be present for a pre-arranged appointment, then the agent will levy a charge against the tenant of £20.00 to cover costs and time of a wasted appointment. This charge will be £20.00 and will be levied immediately or retrospectively from the security deposit. The inspection will still need to be completed.
Formal Letters:
If the agent fails to get a response from the tenant through normal channels of communication (for any reason), which include mobile phone, email or WhatsApp a formal letter may be sent to try and establish why communications has been unsuccessful. The agent reserves the right to charge the tenant £5.00 per formal letter.
Pro Property Care are registered with following schemes:
Client Money Protection Scheme: (CMP) Client Money Protect
Redress Scheme: Property Redress Scheme (PRS)
The Deposit Protection Service: Custodial Scheme (DPS)
Data Protection: Information Commissioners office (ICO)
A full itemised list of charges throughout the tenancy. Relating to New Assured Shorthold Tenancies signed on or after 1st June 2019
EXACT FEES PER TENANCY:
Reservation Fee:
This is to reserve the property.
Equal to 1 week of rent.
The reservation fee will be withheld if any relevant person (including any guarantors), withdraw from the tenancy, fail a Right-to-Rent check, provide materially significant false or misleading information, or fail to sign their tenancy agreement (and/or Deed of Guarantee) within 15 calendar days (or other deadline for agreement as mutually agreed in writing).
Security Deposit (Bond)
Equal to 5 weeks of rent (rent under £50,000) or 6 weeks of rent (rent over £50,000)
This covers damages or defaults on the part of the tenant during the tenancy.
POTENTIAL FEES:
Unpaid Rent:
Interest is paid at 3% above the Bank of England Base Rate from rent due date until fully 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 arrears.
Contract Amendments (only when requested by tenant):
Renew Tenancy Agreement Contracts - £50.00.
This fee is charged to the tenant when they wish to renew or amend by variation the Tenancy Agreement. This is to cover reasonable costs of preparation and execution of new legal documents and relevant legal checks on associated persons included in the amendment.
Change of Sharer (tenant's request):
£50.00 per replacement tenant or any reasonable costs incurred if higher.
To cover the costs associated with taking landlord s instructions, new tenant referencing and Right-to-Rent checks, deposit registration as well as the preparation and execution of new legal documents.
Early Termination of Contract:
Tenancy Agreement (when early termination is requested by the tenant): Should the tenant wish to terminate their contract early, they shall be liable to the landlord’s full comparable costs in re-letting the property as well as all rent due under the tenancy until the start date of the replacement tenancy. Therefore, the total costs will be the rent still contractually due (which will be no more than the maximum amount of rent outstanding on the tenancy given its earliest termination) plus the landlord’s comparable costs to re-let.
Company Lets: £450.00 application and referencing fee per company let.
Lost or Damaged Keys, Security Fobs or Devices:
Tenants are responsible for loss or damage to keys, fobs and security devices whilst in their care. These items can be very difficult to identify and expensive to replace, individually or as a set or suite (key alike) should there be a security risk to the property or building. Costs will be attributed to the tenants if lost so special care is recommended with this in mind. A reasonable administration fee is also levied upon the tenant by the agent for time taken to rectify or attend replacements. This is charges at £20.00 per hour.
Property Inspection:
If the tenant fails to be present for a pre-arranged appointment, then the agent will levy a charge against the tenant of £20.00 to cover costs and time of a wasted appointment. This charge will be £20.00 and will be levied immediately or retrospectively from the security deposit. The inspection will still need to be completed.
Formal Letters:
If the agent fails to get a response from the tenant through normal channels of communication (for any reason), which include mobile phone, email or WhatsApp a formal letter may be sent to try and establish why communications has been unsuccessful. The agent reserves the right to charge the tenant £5.00 per formal letter.
Pro Property Care are registered with following schemes:
Client Money Protection Scheme: (CMP) Client Money Protect
Redress Scheme: Property Redress Scheme (PRS)
The Deposit Protection Service: Custodial Scheme (DPS)
Data Protection: Information Commissioners office (ICO)