Tenant’s Guide

We have produced this brief 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 process we have to follow should you apply to rent a property.

TENANCY APPLICATION / REFERENCES / HOLDING DEPOSIT

When a suitable property to rent has been found and the landlord has indicated they are willing to proceed with your application ALL persons ages eighteen or over will need to fill in and sign the Application to Rent / Holding Deposit Contract. A Holding Deposit will need to be paid ( maximum of 1 week’s rent) and once received the property will be withdrawn from the market whilst our referencing partner Vouch contact you to take up references on our behalf. These may include a credit reference, an employer’s reference, an accountant’s reference and a previous landlord’s reference.

Once the referencing is completed the tenancy agreement will be sent to all parties for electronic signature.

Prior to the start of the tenancy the first rental payment and the tenancy deposit will need to be paid. We will confirm exact amounts and payment details in writing.

An appointment will be made for you to come to the office on the first day of the tenancy where we will provide you with any information relating to the property you may need as well as collect the keys. If you haven’t already done so you will be required to show original documentation to show you have the right to live in the UK. Full details of acceptable documents will be provided.

HOLDING DEPOSIT

In line with the requirements of the Tenant Fees Act 2019 you are required to pay a refundable holding deposit of up to one week’s rent in order to reserve a property.

The purpose of the holding deposit is to enable both the landlord and tenant to demonstrate commitment to entering into a tenancy agreement on the terms agreed whilst reference checks and right to rent checks are undertaken. The holding deposit creates a binding conditional contract between tenant and landlord.

TENANCY DEPOSIT PROTECTION

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.  Within 30 days of the deposit being received by Sheffield City Living we will protect the deposit with the Deposit Protection Service (DPS) and you will receive via email details of where your deposit is protected and what to do if there is a dispute at the end of your tenancy. The DPS will provide you with a repayment ID which you will need to reclaim your deposit at the end of the tenancy.

INVENTORY AND SCHEDULE OF CONDITION

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.

RENTAL PAYMENTS

 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.

TENANT’S OBLIGATIONS

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.

THE AGENT’S OBLIGATIONS

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

·         Advertise and conduct viewings only – Applications will be processed by the managing agent / Landlord.

• Purely let the property (commonly known as a let only service). Applications referencing and signing the tenancy agreement will be carried out by us but the landlord will protect the deposit, prepare the inventory and manage the tenancy.
• 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. 

PROPERTY VISITS

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 3 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.

COUNCIL TAX

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.

INSURANCE

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.

CONSUMER RIGHTS ACT 2015

The contents of this document and the following paragraphs are published to ensure compliance with the Consumer Rights Act 2015:

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

Sheffield City Living Ltd 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.

From 1^st April 2019 all Letting and property management agents in the private rented sector who hold client money are required by law to belong to a government-approved Client Money Protection Scheme. Sheffield City Living Ltd is a member of Client Money Protect – CMP003071.

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

A sample tenancy agreement is available in our office on request but all applicants will be provided with a copy of a sample tenancy agreement, The Energy Performance Certificate, the Gas Safety Certificate (if applicable) and the “How to Rent- Checklist for renting in England” so a full, informed decision can be made before agreeing to rent a property.

Updated June 2019