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10 Guithavon Street, Witham, Essex, CM8 1BN

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TENANT GUIDE

WitLet always has a variety of quality homes available for occupation. Properties to let become available daily; we therefore advise early registration with us to maximise your chances of finding your perfect home. Click here to view our current list of homes.

What to do first?

We will be pleased to meet you to discuss your specific requirements and answer any queries you may have. For brief detail of a subject click the link below, alternatively please contact our office for further information:

   Viewing a Property

Application for Tenancy:

Application form

Taking up Tenancy:

Utility Accounts

Check-Out & Vacating

Important Notes

Viewing a property

Subject to access and availability, viewings can be arranged at any time during office hours. To ensure any queries are resolved, all viewings are accompanied by a member of our team. We can on occasions arrange viewings outside normal office hours.

Application for Tenancy

References

Before entering into a tenancy, we will take up references on each prospective Tenant (aged over 18 years) for which we use Letsure’s Comprehensive Tenant Assessment Service.

Each prospective Tenant will need to complete a tenancy application form and have also read and signed ‘Acknowledgement of WitLet ’s Term & Conditions’. It is essential that all the information requested is supplied and the form is fully complete and legible. Missing information will delay your application.

When completing the application form, you will need the following information and supporting documents -

  • Your full name, maiden name (if applicable) and date of birth;
  • The full address of your current residency. If less than three years at this residence, a list of all your addresses for the last three years with dates of occupation;
  • The full company name, contact name & position, postal address, telephone & fax numbers and email address for your current employer. If self-employed, your accountants name, postal address, telephone & fax numbers and email address. We will also require you to confirm your guaranteed annual income together with some other basic information regarding your position;
  • The company/contact name, postal address, telephone & fax numbers and email address of your current letting agent or landlord (if applicable);
  • The full names, postal addresses, telephone & fax numbers and email addresses of TWO people who can provide a character reference for you. These people must not be relations and have know you for two or more years;
  • A photographic drivers license or passport;
  • A utility bill, credit card or bank statement addressed to you at your current residence that is no more than three months old, as proof of residency.

Administration Fees

Once the tenancy application form are received and in order to process your application we will require payment of the administration fee. Costs for applicants are as detailed -

  • First tenant applicant = £140.00 inclusive of VAT;
  • Additional tenant applicant(s) = £60.00 inclusive of VAT per tenant applicant thereafter the first tenant applicant (married couples will be processed & charged as one applicant);
  • Guarantor applicant (if required) = £60.00 inclusive of VAT.

These fees cover the cost of referencing and administration.

If your application is rejected through poor references or you withdraw between now and its completion, you will NOT be eligible for a refund. You should advise us if you have any reason to feel that you may fail the tenant assessment process before we submit your details to our referencing agency. In some instances there may be ways to still take up tenancy, often with a Guarantor. If, however, the Landlord withdraws the property your money will be refunded or an alternative property offered (if available).

Requirement for a Guarantor

A Guarantor will always be required under the following circumstances (and in cases determined by our referencing agency following the tenant assessment process):

  • Confirmation of permanent employment cannot be obtained;
  • If your employment is on a contractual basis and the contract is less than the tenancy term you are applying for;
  • If joint annual income is insufficient or cannot be confirmed (by employer/accountant) as sufficient;
  • The applicant is in receipt of Housing Allowance;
  • Proof of residency cannot be provided;
  • There is record of SATISFIED adverse credit.

A Guarantor must be in permanent employment with an annual income sufficient to cover the referencing criteria on the chosen property. The individual must be a homeowner and a UK resident for at least 3 years. A Guarantor applicant will be subject to that same assessment process as a Tenant applicant and will therefore be required to provide the same information and supporting documents. It will be necessary for a Guarantor to be party to and throughout the entire tenancy. The Guarantor MUST sign the prepared Assured Shorthold Tenancy Agreement before move in.

Referencing Procedure

When all Tenancy and Guarantor applications forms, along with the signed ‘Acknowledgement of WitLet’s Terms & Conditions’ and full administration fees, are received we will submit details to our referencing agency, who will conduct an assessment of the credit profile of each Tenant and Guarantor applicant to check for adverse credit, County Court Judgments and Bankruptcy orders as well as searching the electoral roll. They will also contact your employer/accountant and current Landlord for references.

Once a full application has been received, providing the property is vacant, we would expect to check you in within 10 working days; this is subject to referees responding immediately and all requested information being supplied. In any case you need to satisfy yourself that in reserving the property you will be in a position to sign the necessary Assured Shorthold Tenancy Agreement within this time frame. If you are not, the Landlord reserves the right to let to an alternative applicant (no refund will be made in this instance).

Taking up Tenancy

Moving In

On receipt of satisfactory references you will be contacted by WitLet, either by phone or post, to agree a convenient date for you to move in to the property. Please do not make any arrangements for moving until you have had confirmation from us that you have passed the assessment process and your check-in date has been confirmed.

The Assured Shorthold Tenancy Agreement must be signed by all Tenants and the Guarantor (if applicable) prior to commencement of the tenancy. We will ask all parties to attend our office with supporting documents, including photographic identification and proof of residency, so that we may witness signatures. All tenants are entitled to obtain independent legal advice. Please note that the agreements are subject to satisfactory references and the tenancy is subject to the signing of the agreements.

Tenancy Deposit

On the day of check-in we will require the tenancy deposit equivalent to 1 & ½ months rent, the first month’s rental and check-out fee (costs detailed in the ‘Vacating & Check-Out’ section of this document). We can accept payment by Cash, Bankers Draft or Building Society Cheque. If paying by Bank Transfer, you will need to allow 5 working days to ensure that funds have cleared.

Deposit monies taken on the tenancy will be forwarded to the Deposit Protection Scheme (DPS) in accordance with the terms & conditions of the DPS (terms & condition and ADR rules governing the protection of the deposit including the repayment proceed can be found at www.depositprotection.com), unless your Landlord is registered with an alternative scheme or insured to hold the monies.

Inventory & Schedule of Condition

On the day of check-in you will be required to confirm the inventory and schedule of condition and to also take the meter readings. If the Landlord has instructed a professional inventory clerk, a time will have been arranged for you to meet the clerk at the property to carry out these checks and collect the keys. If the Landlord has provided their own inventory then you will be requested to meet at our office to collect keys. It is your responsibility to ensure that the inventory is detailed and accurate as this will be your record of the property’s condition upon commencement of the tenancy. The inventory will be used when you vacate to assess the property for the return of your deposit. The inventory must be returned within 48 hours of collecting keys. It is the tenant’s responsibility to arrange accounts with the utility providers.

The Tenancy

The monthly rental payments must be paid on the specified date each month until the expiration of the Tenancy. The monthly rent is exclusive of utilities such as water, sewage, electricity, gas, oil and Council Tax.

A Standing Order Mandate can be requested for future rental payments. Please be aware that this facility is arranged and controlled by your Bank and that it is your responsibility to ensure that rent is paid on time.

It is your responsibility to report any maintenance issues quickly. Smaller items such as loose screws, blown light bulbs or fuse are the Tenant’s responsibility to fix/replace. Only true emergencies, such as a lack of heating or hot water, will be treated as such. General repairs may take a little time to respond too.

Mid-Term Inspections

We are contracted by the Landlord, if acting as managing agents, to inspect their property on a regular basis; this is approximately every 12 weeks. We will serve notice prior to entering; you can be present if you wish. These appointments are carried out between Monday and Friday during the hours of 0900hrs to 1700hrs. Special appointments can be made subject to notice. Please note that if access is not allowed for any inspection appointment made, a charge of £23.50 (inclusive of V.A.T) will be payable.

If we are not acting as managing agents on the Landlords behalf, you will be provided with the Landlord’s name and contact details. In which case the Landlord will make arrangements to carry out their own inspections.

Tenancy Renewals

On completion of your fixed term, if your landlord offers an extension to your tenancy, our charges are £60.00 (inclusive of VAT) to cover the cost of administration.

It is your responsibility to check all documents including the Assured Shorthold Tenancy agreement and standing order mandate form to ensure that details are correct before signing.

Utility Accounts

All tenants pay utility costs for water, sewage, electricity, gas, oil, Council Tax and telephone (unless included in the monthly rental). You must arrange your own utility accounts with the relevant service providers and ensure that the local authorities are informed you have taken up tenancy in relation to Council Tax.

It is vital that the properties utilities are transferred into your name when you move into the property, as we will ask you to provide copy of a bill for each service at the end of your tenancy. Deposits will not be returned until we are satisfied that all utility accounts have been transferred for the duration. You must also ensure that ingoing and outgoing meter readings have been recorded.

Check-Out & Vacating

At the end of your tenancy we will arrange for a professional inventory clerk to attend and check you out of the property; costs are detailed below. Payment for the check-out service will be requested at the start of the tenancy and held on account until the time of your check-out appointment.

CHECK-OUT FEE (inclusive of VAT) –

 

1 bedroom

2 bedroom

3 bedroom

4 bedroom

5 bedroom

Unfurnished

£63.25

£74.75

£86.25

£103.50

£126.50

Furnished

£74.75

£86.25

£109.25

£120.75

£143.75

Part Furnished

£69.00

£80.50

£97.75

£112.13

£135.13

Please note that there is a £11.50 inclusive of VAT charge for each additional room (e.g. second reception, ensuite etc.)

We reserve the right to deduct from your tenancy deposit the cost of professional cleaning of the property together with all carpets and appliances. We may also clean windows and tidy gardens. Deductions will also be made for the cost of any repairs to the property, furnishings or appliances (less fair wear and tear) and re-decoration, if required. If pets are kept on the premises, carpets will be cleaned and sanitised by a professional carpet cleaning firm.

 

IMPORTANT NOTES

1. Applicants will be required to complete the TERMS & CONDITIONS ACKNOWLEDGEMENT along with all tenancy applications. An application for tenancy will not be processed until all parts are complete and the original, signed application form (including Guarantor applications) have been received by this office.

2. Should a Tenant fail the ‘Tenant Assessment’, the Administration Fee is NON-REFUNDABLE.

3. If you decide not to proceed for any reason, the Administration Fee is NON-REFUNDABLE and will be retained to cover costs.

4. We cannot normally proceed with a tenancy application where an applicant has any outstanding County Court Judgments, Debt Management Programmes or is declared Bankrupt.

5. PLEASE DO NOT MAKE ANY ARRANGEMENTS FOR MOVING UNTIL YOUR REFERENCES HAVE PASSED AND YOUR MOVE-IN DATE HAS BEEN CONFIRMED. WITLET CANNOT BE HELD RESPONSIBLE FOR MOVING COSTS INCURRED IF YOU APPLICATION IS NOT SUCCESSFUL.

6. All tenants are entitled to obtain independent legal advice.