We have produced this guide to assist potential tenants secure accommodation and make the transition as simple as possible. All of our staff are happy to provide clarification and further assistance if required. We want happy tenants in the rental accommodation that we facilitate. Please read this page carefully and we would recommend that you contact us if there is anything that you do not understand and/or seek legal advice.
Offer – An outline of proposed terms that you are proposing to create a legally binding tenancy agreement. (i.e., rent, occupancy, length, frequency etc.)
Property – Any parts of the premises to be occupied for exclusive use by the occupants including (if relevant) any communal areas, gardens, driveways, garages and parking spaces.
Holding Deposit – An amount of money that is held by us in our Client Account which is paid in good faith for the intention of creating a tenancy (not to exceed one weeks rent). For the avoidance of doubt this is not an additional charge and is refundable if the landlord withdraws from the transaction.
Guarantor – An individual/company that agrees to be responsible for any breaches of the tenancy agreement. Typically, the requirement is that they are employed/self-employed earning at least 36 x the value of the rent.
Deposit – An amount of money that is paid by the tenant in advance of the tenancy as security for meeting the obligations of the tenancy agreement. This amount cannot exceed Five Weeks and will be registered with a government approved deposit scheme. As standard we use the Deposit Protection Scheme (Custodial) but we will advise you if an alternative scheme is used.
References – A suitability assessment conducted on our behalf by a licensed reference agency (we currently use Homelet or Tenancy360) to assess the likelihood of the property being looked after and the rent being paid. We like to use the latest technologies to assist in the speed of transactions. Both providers have the option to use an Open Banking format (you can opt out) which may speed up the reference process. Typically the criteria is that you are in receipt of 30 x the value of the rent in full employment or self-employment (subject to a qualifying period), no adverse credit with a positive previous landlords reference. Speak to us if you receive alternative forms of income as this can in some circumstances be considered.
Agreement – Means the tenancy agreement that is created between a tenant and a landlord for the exclusive use of a property. Normally we would look to create an Assured Shorthold Tenancy using agreements and special clauses from Dutton Gregory Solicitors. Please ask us to supply a draft if you have any specific requirements or concerns.
False & Misleading Statements – An omitted or fraudulent statement/fact that is used to deceive either ourselves or the landlord as to your suitability for the property or agreement.
Break Clause – a pre agreed point in the length of a tenancy where either the landlord or the tenant can terminate the agreement with no penalties subject to an agreed notice period.
Fixed Term – A fixed length of a tenancy agreement that neither party can end prior to the end date.
Company Let – An agreement between a company as the tenant and the landlord. Please ask for a copy of our company let agreement if you have specific requirements or concerns.
Rent – The amount of money that is paid for a period of use of the property and its frequency. As standard we expect rent to be paid monthly in advance.
Special Conditions – Any other agreements that form material parts of your proposal to rent the property. (For the avoidance of doubt if anything is not mentioned it is unlikely to be different from when you viewed the property).
As part of the application process, you will be asked to pay a nominal amount as a sign of commitment that you intend to proceed with the property on the agreed terms. We like to be transparent and want you to understand what happens to that money and when it is likely to become refunded. it is important that you understand your rights as a consumer and advise you to seek independent legal advice for further clarification.
Once an offer is agreed verbally, we look to confirm the offer in writing as quickly as possible. We then ask you to pay a holding deposit (not to exceed one week’s rent) to start processing the tenancy. This is not an additional charge and normally goes towards your first month’s rental payment at the property. Once we are in receipt of your holding deposit current legislation dictates that we need to complete the necessary documentation within 14 days (unless otherwise agreed).
If you decide not to proceed with the tenancy, then your holding deposit will be retained by Ford and Partners. If during the application process you have failed to provide documentation requested or if it turns out, you have provided misleading information then we reserve the right to retain your holding deposit. It will also be retained if you fail to provide documents to satisfy the Right to Rent checks or identity checks.
If the Landlord decides not to proceed with the tenancy for anything other than the above your holding deposit will be returned within seven days via the method it was provided to us. For the avoidance of doubt we never accept cash, cheque, debit or credit card).
All holding deposits are held in our Client Account and we have Client Money Protection in place for your protection.
If your case needs further time to process, we will write to you via email to discuss extending this time.
We will require proof that you are allowed to rent in the United Kingdom and to confirm your identity. Normally this will involve seeing your original passport and a copy of a bank statement or utility bill dated within the last three months. However, we understand that not everyone can provide this information. The documents that can be accepted as an alternative are accessed by the button below…
There are two different categories of acceptable documents
List A – One document is required
List B – Two documents are required
Unpaid/Late Rent: Interest at 3% above the Bank of England Base Rate from the due date until rent is paid.
Lost Key(s) or other Security Device(s): Tenants are liable for the actual cost of replacing any lost key(s) or other security devices(s).
Variation of Contract (Tenant’s Request): £50 (incl. VAT) per agreed variation. To cover the costs associated with taking the landlord’s instructions as well as the preparation and execution of new legal documents.
Change of Occupant (Sharer): £50 (incl. VAT) per replacement tenant or any other reasonable costs incurred if higher. To cover the costs association with the preparation and execution of new legal documents
Early Termination (Tenant’s Request): Should the tenant wish to leave the contract early, they shall be liable to the Landlord’s costs in re-letting the property as well as all rent due under the tenancy until the start date of a replacement tenancy.