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Tenant Guide

We at Evolution understand that moving is an extremely stressful time and we have prepared this guide to help you understand the process from application to completion. We would advise that this is a general guide and each and every application will be different. Our staff are always on hand to help and advise you with any questions you may have.

  1. Application
  2. Moving forward
  3. What else do you need to do?
  4. On the day
  5. Insurance
  6. Managed properties
  7. Rental payment
  8. Notice to end a tenancy
  9. Inventory
  10. Deposit returns
  11. Tenants’ obligations
  12. Property inspection
  13. Council tax & utilities

 

Application

Once you have decided upon a suitable property, all applicants over the age of 18 must agree and sign the Terms & Conditions of renting and Tenant Shop consent form. To ensure that we can secure the property as quickly as possible for you, we require all forms completed in full. One of our team will then contact the landlord to confirm acceptance, subject to referencing. Any changes during this time will also require the landlord’s approval. We will then require your holding deposit, which is the equivalent of one weeks rent, capped at £150, to reserve the property. You will then receive the link to complete the application online. Once you have completed this it will then start and can take some time, but we will be in contact with you during the whole process.

Please Note: The holding deposit will be withheld if any relevant person (including any guarantor(s)) withdraw from the tenancy, fail a Right-to-Rent check, provide materially significant false or misleading information, or fail to sign their tenancy agreement (and / or Deed of Guarantee) within 15 calendar days (or other Deadline for Agreement as mutually agreed in writing).

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Moving forward

The next stage, once your application has been acceptable, is to arrange your moving in day and the signing of your tenancy and associated paperwork which will be sent to you for digital signing. There are many different things to consider when booking this day and we will be as helpful and flexible as we possibly can. Please note the deadline for agreement must be adhered to in all circumstances. Your holding deposit will be converted to rent in advance.

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What else do you need to do?

The next stage will be to arrange payments for your rent in advance and deposit. Under normal circumstances the deposit will be the equivalent of one month’s rent +£100 and we will confirm all amounts in writing to you prior to the commencement of the tenancy. You can arrange to pay by BACS at least 3 working days prior. We advise all tenants to provide us with a copy of a suitable protection insurance.

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On the day

We will meet you at the property at the arranged time and request that ALL parties, including guarantors, are present to sign all relevant documentation. Once we have completed the transaction, the keys will be handed to you and the tenancy commences. If you fail to keep this appointment to complete the transaction this will be deemed as withdrawing from the tenancy and your initial holding deposit will become a fee and charged in full. It really is as easy as that! Following the appointment, you will receive a completed digital copy of the tenancy and associated paperwork.

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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 tenant's possessions.

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Managed properties

We do get instructed to fully manage landlord’s properties, if this is the case with your tenancy, we will inform you prior to your tenancy commencing. If we are managing agents, then any faults with appliances or problems within the property will need to be reported to us in the correct way 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.

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Rental payment

Unpaid Rent. Interest at 3% above the Bank of England Base Rate from Rent Due Date until paid in order to pursue non-payment of rent. Please Note: This will not be levied until the rent is more than 14 days in arrears.

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Notice to end a tenancy

To terminate your tenancy subject to term, you will normally be required to give us at least one contractual month's notice in writing of your intention to leave, unless otherwise specified in your specific tenancy agreement.  

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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.

Our inventory clerk will prepare a detailed condition and contents report. This is carried out without either parties being present and will be the same at the point of checkout to provide an unbiased and independent review. 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. 

The tenants will sign the inventory at the point of moving in to confirm that they have received this along with the extensive collection of digital photographs and that they understand that they must make any amendments to their copy and return it so that we can retain a copy to be used at the point of check out. If a separate list of amendments is sent this will not be accepted.

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Deposit returns

When your tenancy ends, a representative from Evolution will meet you at the property. They will check that all items have been removed and that the utility readings are taken. Please note that we do not take water meter readings but we will inform them of a change of occupancy. They will check your forwarding details and confirm that check out payment has been received. The property will be secured at this point. An inspection of the property will then be carried out, and any damages will be noted. Repairs or damages will be accounted for and requested from the deposit. Your deposit will usually be held with the DPS (Deposit Protection Service) and you will be provided with full details, terms and condition.

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Tenant's 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 month's steps are taken to prevent freezing of the water and heating system. Tenants would be expected to look after and maintain a property as their own other than major repairs or breakdowns.

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Property inspection

If we are instructed as managing agents for your property, we will carry out regular 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. You do not pay for a tenancy renewal but you may be charged if you do not allow visits and appointments to go ahead.

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Council tax & utilities

When you apply for the property, the Tenant Shop form will be given to you and this allows us, when you select yes, to allow them to arrange all the swicth over of your utilities. Tenant Shop will provide you with a choice of suppliers and can also arrange for your media and broadband to be ready as soon as you move in. This is a free service and one less thing to worry about when moving. Remember, it is the tenant’s responsibility to inform the utility companies of their occupation of the property at the commencement and ending 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. Tenants will need to pay for any communication connections, disconnections and TV licencing.

Wherever applicable VAT will be charged at the current VAT rate.

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