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Tenant’s Guide to Services and Fees


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 you fully understand the fees and charges that might be incurred should you apply to rent a property.

PLEASE NOTE the charges below are the maximum fees that will be applied depending on your circumstances and the maximum 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 please contact our office for an accurate assessment of your rental needs. All fees are quoted inclusive of VAT at the current rate.



When a suitable property to rent has been found ALL persons ages eighteen or over will complete an Application Form as they must be named in the tenancy agreement.  A specialist referencing company will take up references on behalf of our client, your landlord, which may include a bank reference for which you bank may charge a nominal fee, a credit reference, an employer’s reference, an accountant’s reference and a previous landlord’s reference.  A payment for the application is required to cover expenses and fees incurred and as an indication of your commitment to enter into a tenancy.  The application fee is NON REFUNDABLE should your application be unsuccessful due to unsatisfactory references or in the event that you withdraw your application – You are strongly advised to discuss any queries or concerns you may have before paying the application fee.  Should the property be withdrawn or the landlord decides not to proceed with the letting despite your reference checks proving satisfactory the application fee would be refunded in full.


  • The application fee for one person is £125
  • For every additional applicant over 18 years of age and additional application fee of £75 is payable.


When the application fee is paid no further marketing will take place for seven days to allow references to be processed.


  • Guarantors – If a tenant requires a guarantor there will be additional charges for referencing of £50 per guarantor.




When a response is received from the referencing company we will contact you to confirm the offer of a tenancy and confirm the date the tenancy will commence.  If there is at least seven days between confirming the offer of a tenancy and the proposed tenancy commencement date a holding deposit will need to be paid.  This is to satisfy the landlord that you are genuine about your intention to proceed with the tenancy before it begins or if you delay commencing the tenancy.


  • The holding deposit is equal to one month’s rent plus £125.  Therefore if the monthly rent was £650, the holding deposit payable would be £775.

The payment of the holding deposit ensures the property is taken off the market.  Assuming the tenancy commences at the agreed start date on the agreed terms then the holding deposit will be used a payment or the setting up of the tenancy documentation (£125 per property) and the first month’s rent.


The holding deposit can be used to cover the Landlord’s and / or Agent’s reasonable costs incurred if the Tenant decides to pull out of the Tenancy after it has been agreed but before it commences, or if they delay the start of the tenancy incurring loss of rent and additional Council Tax payments.


If the prospective tenant pulls out after paying the holding deposit but before commencing the tenancy, the landlord’s remarketing costs will be deducted from the holding deposit (see Optional Charges below) in addition to any losses of rent or Council Tax liability should the subsequent tenancy start at a later date than the tenancy which has been originally agreed.


For further details please read the leaflet entitled “Holding Deposits” published by the Property Redress Scheme, which is available on request from our office or we are happy to email you a copy.




  • Before the tenancy begins you will sign a Tenancy Agreement setting out the landlord’s and tenant’s obligations.  A charge of £125 is applicable for the preparation of the original Agreement.  Once the Tenancy Agreement has been executed by you and the landlord (with us signing on their behalf as their appointed agent) it is binding.  If you have paid a Holding Deposit (see above) then the cost will be deducted from the Holding Deposit.




  • Before your tenancy commences you will be required to pay a security deposit which will usually be a sum to once and a half month’s rent.  This deposit is held by us as stakeholders or passed to your landlord.  This should be paid at the time of signing the Tenancy Agreement.


This deposit is held against any damage 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 all parties.  No interest on the deposit is payable to either party.  For the avoidance of doubt reasonable administration charges incurred by the tenant, for example – the agent writing to the tenant due to late / non-payment of rent – are recoverable by way of deduction from the security deposit.




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 disputes will be easier to resolve.  Within 30 days of paying your deposit, your landlord or agent is required to give you details about 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.  




  • If you are in the process of moving out or have already vacated and we are asked to provide a reference detailing your suitability as a tenant then we would charge £18 payable in advance.
  • If you wish to renew your tenancy for a further fixed term with the same tenants as named on the original agreement then there will be a charge of £50 to cover the preparation of new tenancy documents and re-protection of the security deposit.
  • Should you wish to change tenants at any point during the tenancy you must inform us, and subject to your landlord’s agreement which might include the need to take up new references we will prepare new documents for signature.  The fee for this will be £300.


 Breach of Tenancy

  • Administration charge for written correspondence with regard to unpaid rent or other breaches of the tenancy or head lease - £36
  • Administration charge for visiting the property with regard to unpaid rent or other breaches of the tenancy or head lease - £60.


Early Termination of Tenancy

  • Landlord’s remarketing costs should the tenancy be terminated early at the request of the tenant’s and subject to the landlord’s agreement - £540.  Please note the tenancy would not be terminated until a new tenancy was agreed and ready to start.  Accordingly, the tenant would still be liable for rent and all utilities including Council Tax until the tenancy was terminated.




An Inventory and Schedule of Condition of the property, its contents, furniture, fittings and effects will normally have been prepared shortly before you begin the tenancy.  A copy of the report will be sent electronically to you and you are strongly advised to check the contents and add any additional comments or corrections before signing.


It is important that you take care in agreeing the Inventory and Schedule or 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 tenancy, a check out report will be prepared on the same basis as the Inventory and Schedule of Condition.




All rent is payable in advance and should be received no later than the rent due date.  It is preferable that the rent is paid by Standing Order.  All Standing Order payments should be made 3 days prior to the rent due dates to allow for clearance.  Should you experience any financial difficulties during the course of your tenancy it is essential that you contact us immediately.




You should be aware that 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.




Our obligation will vary depending on which of the following services we provide your landlord.


  • Purely let the property (commonly known as a let only service)
  • Let and manage the property (commonly known as fully managed service)


You will be advised which of the above applies prior to your tenancy commencing but should you require further details regarding a specific property please contact the lettings office. 




Tenanted properties may be subject to visits by the landlord, the letting agent or a third party contractor acting on our behalf.  You will be contacted by email with a proposed date at least 5 days in advance.  Should this date and time not be suitable you should contact the letting office to discuss a mutually convenient time.  You do not need to be present at the visit but are entitled to be there if you wish.  The purpose of the visit is to check the condition of the property, its cleanliness, garden maintenance and the way in which the tenancy is being conducted generally.




It is the responsibility of the tenant to pay the Council Tax directly to the Local Authority or provide the Local Authority with proof of student exemption.




The tenant is responsible for insuring his / her own personal effects and furnishings.  Should a claim be make on the landlord’s building insurance due to the tenant’s actions or negligence then the tenant will be liable for any reasonable policy excess.




The contents of this document and the following paragraphs are published to ensure compliance with the Consumer Rights Act 2015, specifically to ensure tenants are fully aware of the fees that they might become liable for should they proceed to sign a tenancy agreement for a property that we are advertising.


Sheffield City Living Ltd holds current Professional Indemnity insurance to the value of £250,000.


The Company is not a member of a Client Money Protection Scheme.


The Company is a current  member of the Property Redress Scheme – Membership No. PRS007842, this is a government authorised redress scheme designed to resolve or settle complaints made with regard to a member agent after the complainant has already exhausted the Member’s internal complaint procedure.


Internal Complaints Procedure – A written copy is available on request.




Updated March 2017

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