T: 01480 459999 | F: 01480 392972 | enquiries@penprops.co.uk
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Frequently Asked Questions:

What happens once I have chosen a property or properties I wish to view?

To arrange a viewing you will either need to visit our offices (Find us) or contact us by telephone on 01480 459999 (out of office hours leave a message on our answer phone) or email Jackie at jackie@penprops.co.uk. Where the property is unoccupied your viewing will be accompanied by a member of our staff, or if occupied, arrangements will be made with the current occupier for you to view at a mutually convenient time.

How do I let you know that I wish to take a property?

Either visit our offices (Find us) or contact us by telephone on 01480 459999 (out of office hours leave a message on our answer phone) or email Wendy at wendy@penprops.co.uk within twenty four hours of your viewing to confirm whether or not you wish to take the property. You will then be sent application forms to complete or you can download the forms by clicking on: Tenant Application Form. Please note that each applicant will need to complete a form.

What information will I need to supply for my references?

We will require details of your personal circumstances (whether or not you are employed, have a pet, are a smoker etc), present address, current landlord or letting agent (where appropriate), current employment, bank account details, proof of identity etc. In certain circumstances you may also be required to provide a Guarantor. We will also need to know the period you require the property for – tenancies are normally initially for a minimum period of six months and a maximum of twelve months. An administration fee is payable at the time you return the application forms details of which are shown below. Please note that the property will only be removed from marketing once your forms and administration fee have been received. If you have any queries regarding the above requirements please contact Nicky at nicky@penprops.co.uk.

Administration Fees:

Single Person: £200.00, Couple: £200.00
Additional Person over 18: £50.00, Guarantor: £50.00
Note: all fees are inclusive of VAT.

Income Multiplier:

You will need to be in receipt of a minimum annual income before tax of greater than the monthly rent multiplied by 30 to be able to afford the property otherwise a guarantor will be required whose minimum annual income before tax must be greater than the monthly rent multiplied by 36. For example a rent of £500 per calendar month will require a minimum annual income before tax for an applicant of £15000 and for a guarantor of £18000.

What happens once my references have been accepted?

You will be contacted to arrange a date and time for a member of our staff to meet you at the property and formally hand the keys over to you. The date and time of the handover will be confirmed in writing together with the amount of rent and deposit that you are required to pay. This amount must be shown as cleared funds in our Bank Account before the date of the handover. Rents are normally apportioned from the date you move in to the end of that month and thereafter due on the first of each month. Payment by Standing Order is our preferred method. Payment cannot be accepted over the phone or by credit card.

What happens at the handover of the property?

A member of our staff will meet you at the property and formally hand it over to you. You will be issued with certificates, where appropriate, relating to gas safety and energy performance and given a copy of the How to Rent booklet and our Tenants Guide which provides you with useful contact numbers and property related information. You will be required to sign an Assured Shorthold Tenancy Agreement and acknowledge receipt of the Prescribed Information relating to the Tenancy Deposit Scheme (see below). You will be checked in against a detailed Schedule of Condition and Inventory and you will be shown where the central heating controls, water stop tap, etc are located. The meters will be read and the readings entered on to the Inventory. You will be given 14 days to advise us of any further amendments you wish to be made to the Inventory.

What happens to my deposit?

Your deposit, which will be retained by us in a special bonded account, will be registered with the Tenancy Deposit Scheme administered by The Dispute Service (TDS) within 14 days of receipt and you will be sent formal confirmation of the registration. You will be issued with a unique reference number, which will enable you to check the entry for yourself online via the TDS web site at http://www.thedisputeservice.co.uk

What happens if I have a maintenance problem?

Our staff will endeavour to deal with any problems you may have with the property in a timely manner subject to any constraints that may have been placed upon us by your landlords in this respect, for example where they have instructed us that they wish to organise repairs themselves. You will be given a copy of our Tenants Guide at the time of the handover of the property which lists all the relevant contact details. Maintenance problems can be reported by completing our Maintenance Form or by e-mailing donna@penprops.co.uk.

When will the property be inspected?

Routine inspections are usually carried out after three months and then every six months although, in certain circumstances, they may be carried out more frequently. You will be written to before each inspection advising you of the day on which our Inspector wishes to attend. You do not have to be present but if you would like to be present please let the office know and they will book an appointment for you. Please note that there is no charge for an inspection unless the inspection is cancelled by yourself or you ask for it to be re-arranged to a specific date.

When will my rent change?

All tenancies are subject to an annual rent review which will take account of the levels of rent being achieved for similar properties in the area. Please note that failure to pay your rent on time could mean you losing your home. If you experience problems with paying your rent please contact our Accounts Manager, Jacky Squire, as soon as possible for advice (kevin@penprops.co.uk).

What happens at the end of the initial period of my tenancy?

After the end of the first fixed period of your tenancy, assuming neither you nor your landlord has given the required two months notice to terminate the tenancy, it will continue on a month by month contractual periodic basis unless you specifically request an extension of your tenancy for a further fixed period, for which an administration fee of £30.00 inclusive of VAT will be payable for the new tenancy agreement. PLEASE NOTE THAT THE NOTICE PERIOD FOR BOTH LANDLORD AND TENANT IS TWO MONTHS EVEN IF THE TENANCY CONTINUES ON A MONTH BY MONTH CONTRACTUAL PERIODIC BASIS. Your notice must be in writing and will only become effective from the day it is received in our office.

What happens when I give notice?

Your notice will be acknowledged in writing and you will be sent a copy of our Guide to handing back a Rented Property. We will expect the property to be handed back in a condition commensurate with that shown on the Schedule of Condition and Inventory, fair, wear and tear excepted. Any dilapidation found will be charged for so it is in your own interests to ensure that the property is returned in a clean, neat and tidy condition and the garden well maintained (where appropriate) to minimize the possibility of any charges being made. If, for some reason, you have to give notice to expire earlier than the end of the fixed period of your tenancy we will use our best endeavours to re-let the property as soon as possible after the date that you wish to move out. However you will remain liable for the rent and responsible for the property  including the garden until it is re-let or the fixed period expires, whichever is the sooner.

What happens at the hand back of the property?

A mutually convenient appointment, which will be confirmed in writing, will be made with you for a member of our staff to meet you at the property to formally take it back from you. At the hand back the condition of the property will be checked against the Schedule of Condition and Inventory and any dilapidation over and above fair ,wear and tear identified and agreed with you. Where no dilapidation is found your deposit will be returned to you within seven working days but where there are matters to be attended to we will only be able to return the balance of your deposit once the cost of the necessary remedial work is known.

If you require Tenants Contents Insurance please contact Jacky Squire or Kevin Cole by telephone on 01480 459999 or email kevin@penprops.co.uk for a quotation

 

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