At K&O Estates, we know the lettings market inside out and have put together
a guide that will provide you all of the information you need to rent a property and how we can
we can help you throughout the whole process.
Do I deal with K&O Estates, or the landlord directly?
You will be dealing with either K&O Estates or the landlord depending on the
package the landlord has chosen.
In most of the cases, you will be dealing with one of our agents the entire process,
from the viewing, to the signing of the Tenancy Agreement.
However, if the landlord has chosen a let only service we will deal with the
viewings, paperwork and moving in process including collecting the initial months
rent and deposit. Once moved in from the following month all rental payments should
be made directly to the landlord. The landlord would also be the person responsible
for all maintenance and any tenancy relating issues.
3. Click the button to "Book a viewing" found on the property details page.
This will take you to My Area and automatically add the property to your Portfolio
giving you the option to select a preferred viewing timeslot.
Or they can just call the office directly or send a email.
How do I make an application?
Reference Procedure. As soon as you've found a suitable property, you will need to
complete reference application forms online. We utilise the services of a
credit-referencing agency to take up the following references, here is an example of
just a few of the references sought:
Confirmation of employment, salary confirmation.
Personal & Photographic identification (passport or driving licence).
A holding deposit will be required in order to reserve the property and remove it
from our availability list. The holding deposit will be deducted from the first
months rent or deposit due.
Should the tenant withdraw from the proposed letting, through no fault of the
landlord or the agent, all or a proportion of the 'Holding Deposit' will be retained
in order to cover any reasonable costs (which will be outlined in full).
None of the Holding Deposit will be retained should the Tenant's withdrawal be due
to a breach of the proposed letting agreement by the landlord or managing agent.
The holding deposit shows good faith on the part of a prospective tenant enabling
the landlord to take further action in the confident knowledge that the applicant is
serious and fully committed to the property:
Cancel any advertising for the letting
Tell other applicants that the tenancy has been taken subject to satisfactory
references
Prepare a letting agreement
Take up references
Carry out credit checks
Tenancy Agreement
Both the Landlord and tenant/s will be required to sign a tenancy agreement prior to
the tenancy commencing, the agreement outlines both tenant and landlord obligations.
Generally, most tenancies run for a period of twelve months with it becoming auto
rolling after expiry, we will contact you before the end of the tenancy if the
Landlord wishes to renew your agreement for a further period in order to have a new
break clause or increase the rent. It is important you note that the agreement is
made between landlord and tenant, we act for the landlord only.
Payment
Once a moving date has been agreed and references have all been approved by the
landlord, the tenancy agreement will need to be signed by all parties and the
initial monies in full will become due less any holding deposit previously paid:
This is made up of the following:
Deposit normally equal to 4 to 6 weeks of rent (depending on the annual rent).
The first months rent in advance. (rent is worked out on a per calendar month
basis), which is, if you are not aware; the weekly rent, multiplied by 52 weeks and
divided by twelve months to give the per calendar month rental figure.
The above monies need to be in a cleared form before the tenancy is able to
commence, the full balance will need to be paid directly into our client bank
account and shown as cleared.
Rental Payment
Rent will be paid to either K&O Estates or the landlord directly, depending
on whether we have been instructed to fully manage the property, or provide a Let
only service.
Maintenance and repairs
We do get instructed to fully manage some of our landlord's properties, if this is
the case, with your tenancy we will inform you prior to your tenancy commencing. If
we are managing then any faults with appliances or problems within the property will
need to be reported to us and we will deal with the problem as quickly and
efficiently as possible. Failure to report an ongoing problem may turn the onus onto
you; please report any problems you feel need attention.
Notice to end a tenancy
To terminate your tenancy subject to term, you will normally be required to give us
at least Two month notice in writing of your intention to leave, unless otherwise
specified in your specific tenancy agreement.
Insurance
The responsibility for your belongings are down to you, you must ensure you have
adequate contents insurance, the landlord accepts no responsibility and cannot be
held responsible for any loss or damage to tenants possessions.
Inventory
A well-prepared inventory and check-in report protects landlords and tenants alike,
providing an accurate description of the condition and contents of a property at the
start of a tenancy.
The condition of the property and its contents at the end of the tenancy is then
compared back to this report in the form of a check-out report. The inventory clerk
will also provide an opinion on whether any damage that has arisen during the
tenancy is attributable to the tenants, to ‘fair wear and tear' or to the landlord
as required maintenance.
It is in a landlord's interest to ensure that inventories are prepared for
properties that they own. In the worst case scenario, should you end up in court,
the judge will tend to look more favourably on an impartial, unbiased inventory
prepared by a third party unconnected to either the landlord or the tenant.
Inventories prepared by landlords could be viewed as biased and one-sided.
Normally an inventory of the property condition, furniture and fittings and effects
will be prepared by the landlord, or an independent inventory clerk instructed by
the landlord prior to the tenancy commencing. The tenancy is checked and agreed
between the tenant and the landlord at the tenancy commencement.
Deposit returns
When your tenancy ends, an inspection of the property will be carried out, either by
the landlord or an independent inventory clerk instructed by the landlord.
The landlord may propose deductions to the deposit for cleaning, damages or unpaid
rent (this is assessed by comparing the inventory check-in to the check-out) and
provided you agree with this, the money will be returned to your account.
If you disagree with the proposed deductions, you should try and come to an
agreement with the landlord. If this cannot be done, you will need to raise a
dispute with the deposit protection service where an independent adjudicator will
assess the evidence and decide how much of the deposit will go to your and/ or the
landlord.
Tenants' obligations
The responsibility for the property lies with the tenant during the period of
tenancy, always ensure that the property is fully secured and that during the winter
months steps are taken to prevent freezing of the water and heating system.
Property Inspection
If we are instructed as managing agents for your property, we will carry out
quarterly inspections to assess the condition of the property and that everything is
being kept in a satisfactory condition. We will always arrange this with you at a
mutually convenient time.
Council Tax & Utilities
It is the tenant's responsibility to inform the utility companies of their
occupation of the property at the commencement of the tenancy, and to pay council
tax to the local authority. Students, who may be exempt from the payment of council
tax, are responsible for informing the Local Authority of this.
Wherever applicable VAT will be charged at the current VAT rate.
