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Tenants Guide To Fees – James Douglas Sales & Lettings
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Tenants Guide To Fees

Cardiff Office

We have produced this guide to inform tenants of the procedures and requirements relating to a typical tenancy. It is important that you read it carefully so as not to delay the securing of a property.

Please note the charges listed below are the MAXIMUM fees that will be applied depending on your circumstances and the number of tenants. We aim to be as transparent as possible when disclosing our services, procedures, and fees. Whilst every care is taken, changes such as seasonal promotions, do occur so contact your lettings branch directly for an accurate assessment of your rental needs.

TENANCY APPLICATION/REFERENCES

When a suitable property has been found, ALL persons aged eighteen or over are required to complete an Application Form and will be named on the Tenancy Agreement. We will take up references on behalf of our client, your landlord, which will include a credit check, an employer’s reference, an accountants reference if applicable and a previous or current landlord reference.

A payment to indicate your commitment is required when you submit your application and is held against expenses and fees incurred if your withdraw from the property. If your application is successful, this payment will be deducted from the total payment required to move into the property. Our agency fee is non-refundable should your application be unsuccessful or withdrawn in certain circumstances, the details of which are set out in heads of terms receipt. Please note that this payment in advance does NOT constitute a tenancy or offer of a tenancy but is proof of your intention to proceed.

TENANCY AGREEMENT

Before any tenancy begins, you will sign a Tenancy Agreement setting out the landlords and tenants obligations. Once the Tenancy Agreement has been executed by you and the landlord it is binding.

SECURITY DEPOSIT

Before your tenancy commences, you will be required to pay a security deposit which will be a minimum of one months rent plus £50. This deposit is held by us as stakeholders or passed to your landlord once proof of a protection certificate has been produced.

The security deposit is held against any damages or expenses arising during your tenancy and will not be released until after you vacate the property, all rent has been paid up to date and we have written confirmation of any costs for damages from both parties. No interest on the deposit is payable to either party.

TENANCY DEPOSIT PROTECTION

When you pay a security deposit your landlord or agent must protect it using a Government authorised Tenancy Deposit Scheme. This is to ensure you get all or part of your deposit back when you are entitled to it and any disputes will be easier to to resolve. Within 30 Days of paying your deposit your landlord or agent is required to give you details of how your deposit is protected. This includes the contact details of the tenancy deposit scheme and what to do if there is a dispute at the end of the tenancy.

WHEN DO YOU SIGN AND WHAT DO YOU PAY?

Once all references have been received and approved, a date will be agreed to sign the contract and collect keys from our office.

The Initial Money consists of:

  • First month’s rent in advance
  • Security Deposit – one months rent plus £50 (Unless stated otherwise)
  • Administration Fees
  • Room in shared house – £150
  • Self-contained flat up to the value of £900pcm – £295
  • Properties above £900pcm – 30% of the rental amount
  • All House in Multiple Occupancy (HMO) properties – £95 per person.

Other Charges:

  • Replacement tenancy agreement – 60% of rental amount
  • Extension Agreements £150

Optional extras if agreed:

  • Express move-In within 3 days £60
  • Pet Deposit (Added to Deposit) – £50

All payments include VAT.

The Initial Money will be detailed in the heads of terms receipt and must be paid by debit card, bankers draft or cash. If you use a credit card there will be a 2% additional charge to cover the costs.

INVENTORY AND SCHEDULE OF CONDITION

An Inventory and Schedule of Condition of the property, it’s contents, furniture, fittings and effects will normally have been prepared. This will be checked and agreed with you at the commencement of your tenancy.

It is important that you take care in agreeing to the Inventory and Schedule of Condition at this stage as it will form the basis of any claim for damages, by your landlord, at the end of the tenancy. At the end of the tenancy, the Inventory and Schedule of Condition will be checked again. In your own interests, we strongly recommend you are present at both the check-in and check-out.

RENTAL PAYMENTS

All rent are payable in advance by standing order. Should you experience any financial problems during the course of the tenancy it is essential that you contact us immediately.

TENANT’S OBLIGATIONS

You should be aware that the responsibility for the property rests with the tenant during any tenancy. It is particularly important that any gas or electrical problems are reported immediately and the property is fully secured when you leave it unattended at any time. During the winter months, necessary steps must be taken to prevent the freezing of the water and heating systems. In leasehold properties, mainly flats and maisonettes, the tenant will be bound by the rules and regulations affecting all residents within the block, contained in the head lease.

THE AGENT’S OBLIGATIONS

Our obligations will vary depending on which of the following services we provide for your landlord:

  • Purely let the property
  • Let AND manage the property

You will be advised which of the above applies prior to your tenancy commencing but should you need further details regarding a specific property, please contact your local branch.