Tenants

Renting a property for the first time or if you haven’t rented for a number of years can seem quite daunting, our team of friendly, knowledgeable staff will guide you through the process to ensure that it goes as smoothly as possible.

Arranging a Viewing


There are a number of criteria you may wish to consider when choosing your next home, the first would be whether you can afford to rent the property (the rent quoted in most cases does not include the utility bills), is the location correct for you, is it close to public transport, schools etc. How long are you thinking of renting for, is it for a long term or a short stop gap, how long is the property going to be available for? Does the property have good broadband speed may be important or mobile coverage. It may also be useful to find out who is managing the property, is it the Landlord or Agent.

Taking up References


Once you have viewed a property and made a decision that you would like to proceed, we will provide you with reference forms. Any person over the age of 18 years, residing at the property on a permanent basis, will be a named tenant on the Tenancy Agreement and will need to be referenced. We use an external referencing agency called Rent4sure to carry out the referencing, the first part of their process is to carry out a credit check and then to take up references to confirm that you have sufficient income to afford the rent and also if you have rented previously that you have behaved in a tenant-like manner. They will need the contact details and addresses of:-

Please note it is advisable to contact these people in advance.

Rent4sure will wish to see two and a half times the monthly rent as an income to cover your living costs, if your income is below this threshold or cannot be verified, you may be required to pay the full rent in advance or to have a suitable guarantor. A guarantor will be referenced through the same process as the tenant but will need to be earning at least three times the level of the rent. A guarantor may also be required in some cases where Rent4sure deem you to be a higher risk eg if you have a very low credit score or if there are a number of factors affecting your application which together are deemed to be unacceptable.

We will also need to see copies of photo ID – a passport or driving license as well as a utility bill that shows were you are currently residing.

Please ensure that you have notified Gilyard Scarth Lettings in advance if you have any bad credit history or you think that your current Landlord may give you a poor reference.

Holding Deposit


You will be asked to pay the Holding Deposit prior to submission of your application form to Rent4sure. The holding deposit is the equivalent of one weeks rent. Ie if your rent is £500 per month, then the holding deposit is £500 x 12 = £6,000 / 52 = £115.38.

The Holding Deposit can be held for 15 calendar days and will convert to either part of the first months rent or part of the tenancy deposit. The Deadline for Agreement is the period in which a Holding Deposit can be held for, the process starts on the day the Holding Deposit is taken and finishes on the day the contract is entered into (signed by both parties and dated). The Holding Deposit may be retained by the Agent in four circumstances: –

The Tenancy Agreement


Gilyard Scarth Lettings use a tenancy agreement that has been produced by ARLA Propertymark, we will email a draft copy at the start of the referencing process and will then draw up the actual document with details specific to the property that you are renting, your Landlord’s details, your details, the rental amounts, deposit amounts etc. The tenancy agreement is a very detailed document and lays out the terms of the tenancy, including your responsibilities as a Tenant and the obligations of the Landlord. The tenancy agreement will also include the prescribed information relating to the deposit scheme that your deposit is registered with and a copy of the governments ‘How to Rent Guide’.

Please take time to familiarise yourself with the tenancy agreement and take advice if you have any questions.


Tenancy Agreement



How to Rent Guide

The Tenancy Deposit


Gilyard Scarth Lettings are members of the tenancy deposit scheme run by ‘The Dispute Service’. As members of this scheme we can hold your deposit as stakeholder and will register your deposit with the scheme within 30 days of receipt and provide you with a certificate to confirm registration. This deposit is held until the end of your tenancy when a check out is carried out and any deductions from the deposit agreed. Full details of how deductions can be made are detailed in the tenancy agreement and prescribed information. The deposit for your tenancy is calculated as the equivalent of 5 weeks rent. Eg if the rent is £500 per month, the deposit will be equivalent to £500 x 12 = £6,000 / 52 = £115.38 x 5 = £576.92.

Next Steps and how much do I need to pay?


Once the referencing process has completed and your Landlord has approved your application, we will confirm with you the start date for the tenancy. We will draw up the tenancy agreement and send this out to you to sign and return to our office. Once we have received your signed tenancy agreement, then we will ask you to pay the following:-

The holding deposit paid at the start of the process will be offset against the rent or deposit that is due.

Provided there is sufficient time (usually 7 working days) we can accept payment by cheque, otherwise building society cheque or a Bankers Draft will be accepted. You can also make payment directly into our bank account if you have online banking facility. We do not accept payments by cash.

Rental Payments


Rent is payable in advance during the tenancy. Rent for the first month is payable in cleared funds prior to the commencement of the tenancy agreement. Rent payments after the first month will be by standing order mandate.

All rents (unless otherwise stated) are exclusive of utilities, council tax, water, electricity, oil, gas, drainage, telephone etc.

Tenants Liability Insurance


We suggest but do not insist that it is beneficial to have tenant’s liability Insurance to cover accidental damage to the Landlord’s possessions. This is quite often included in a contents policy, but it is worth investigating further.

Moving In


On the day your tenancy starts, you will either come to the office to collect your keys or we can arrange to meet you at the property. You will be given two copies of the schedule of condition; this document details the condition of the property at the commencement of your tenancy and will be used at the end of your tenancy to determine if there should be any deductions from your deposit. The schedule of condition is a typed document supplemented with photographic evidence, you will be given 7 days to review the document and add any additional comments. One copy is then returned to our office. If we are proving a fully managed service to your Landlord, then we will visit within the first 7 days of your tenancy commencing.

The schedule of condition/inventory will state the meter readings for the electricity, gas and water and we will notify the providers including the council that you are now responsible for the property and provide them with the meter readings.

During Your Tenancy


Your tenancy agreement will detail who is managing the property and who to notify if problems arise and things break down. If Gilyard Scarth Lettings are managing the property then we will arrange to visit you 2 to 3 times a year and then report back to the Landlord as to the condition of the property. We will also advise you if there are any problems that we think may be arising. We give all tenants an information sheet on how to manage condensation in a property and a guide to legionella. We will also check the smoke alarms and carbon monoxide detectors when we visit, but you do have an obligation to ensure that they are working on a weekly basis.

If you do have any issues during your tenancy, please report them to your Agent (managed properties) or your Landlord as soon as they occur.

Ending Your Tenancy


We will contact you and your Landlord approximately two months prior to the end of your tenancy to find out whether both parties wish to continue the tenancy and on what basis, a new tenancy agreement can be drawn up for a set period of time alternatively the tenancy can continue on a rollover basis from month to month. If you wish to end your tenancy, you will need to give one calendar months’ notice from the day of the month that your rent is paid. If the Landlord decides to end the tenancy, then in most cases they will have to give two months’ notice, the Section 21 Notice can be from any day of the month.

If for any reason your circumstances change part way through your tenancy which means that you will have to surrender your tenancy, please contact us at the earliest opportunity so that we can discuss with you the costs associated with the surrender of your tenancy.

Gilyard Scarth Lettings will send you a check out letter which details all the actions that you will have to take before vacating the property and handing the keys back on the last day of your tenancy. This will include stopping your standing order for rental payments, ensuring that the property is as clean as it was at the commencement of your tenancy, gardens are returned in the same condition that they were at the start and also making good any damage that you may have caused. A check out will be carried out and you are entitled to attend the check out. A report will then be put together and is forwarded to both Landlord and Tenant. Gilyard Scarth Lettings will negotiate between the Landlord and Tenant as to any deductions that should be made from the deposit and then arrange for the deposit to be returned to you.