Guidance for Tenants

Property Rental Service in Dorset, Devon, Somerset, Wiltshire & Hampshire

Any fees that are outstanding at the end of the tenancy will be deducted from your Security Deposit. If you have any questions about our fees, please ask a member of staff.

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Fees Before You Move In

Set Up Fee:

£200 (inc. VAT) first applicant and
£100 (inc. VAT) per additional applicant
£100 (inc. VAT) per guarantor if required

Referencing (identity, immigration and visa confirmation, financial credit checks, obtaining references from current or previous employers/landlords and any other relevant information to assess affordability)
Contract negotiation (amending and agreeing terms)
Arranging the tenancy and agreement
Processing the application

Reservation Fee

Equal to one months’ rent and payable and held by Symonds & Sampson until the commencement of the tenancy and offset against the first months’ rent. For more information, please speak to our lettings team in your local office.

Early Termination Fees

If you, as a tenant have signed a fixed term tenancy, and due to unforeseen circumstances, you need to leave earlier than the end date of your agreement, the landlord can release you earlier providing that Symonds & Sampson can find another tenant to take over your tenancy. Inevitably, costs are incurred for the following transactions:-

Fees During Your Tenancy

Early Termination Fee
£396 (inc. VAT) with Landlord's prior consent

Landlords start-up costs of agreement fee
£108 (inc VAT)

Schedule of Condition Fee (unfurnished properties)
Min. £90 (inc. VAT) Max. £120 (inc. VAT)

Agree the Market Rent and find a tenant in accordance with the landlord guidelines
Market the property and advertise on relevant portals
Erect board outside property in accordance with Town and Planning Act 1990 Tenancy
Preparation and arranging for signature of the counterpart tenancy agreement to replace the existing Tenant Agreement
Preparation of a Schedule of Condition for an unfurnished property dependent on the size of the property and to update the existing Schedule of Condition

Other Fees & Charges

Unpaid Rent/Returned Payments:
Interest at 3% above Bank Of England Base Rate from date due.

Rent Chase Levy after 7 days:
£10 per letter (inc. VAT)

Notifying all parties
Preparing and sending paperwork

Finding a property to rent

Your budget, how much would you like to pay per month? Remember to budget for utilities and council tax
How long do you need to rent the property for? Will it be long term or a short term stop gap? When do you need to move in?
The local area - consider how close you are to schools, amenities, community, family and friends
Is the garden suitable and who will be responsible for the maintenance of the garden?
Does the size of the property suit your requirements? If you are looking for an unfurnished property will your furniture fit?
Does the property have broadband, good mobile phone reception for your network, cable/satellite dish, adequate sockets, telephone and TV aerial points?
There may be restrictions such as pets, children, smoking, DSS etc.
Energy Efficiency: Landlords are now required to provide an Energy Performance Certificate (EPC) (excluding listed buildings). It contains information about a property's energy use and typical energy costs and recommendations about how to reduce energy use and save money. An EPC gives a property an energy efficiency rating from A (most efficient) to G (least efficient)

Securing a Property

Photo identification (such as a driving license or passport)
Evidence of your current address (such as a utility bill)
Deposit funds
Funds for administration fee
Reservation fee
Be ready to sign a tenancy application form
If you need a guarantor, get this set up in good time
Referencing: criteria may include the following: We will contact any Landlord you have had within the last 3 years. Confirmation of earnings. A credit check – this will allow them to see if you have a good history of paying your bills. Your bank details – including bank name, account number and sort-code. Details of your employment – your employer, job title, payroll number, salary, previous employer, etc.
Deposit: Once the full deposit is paid, the property is then secured. The deposit will be held by the Deposit Protection Service (DPS). The deposit is held against any non-payment of rent or damages to the property over and above fair wear and tear. No deductions can be taken from the deposit without either the agreement of the Landlord and Tenant, a decision by the Alternative Resolution Service, or court order. At the commencement of the tenancy, the deposit money will be registered under the scheme and sent to DPS. The Landlord and letting agent will retain reasonable costs if you pull out of the tenancy. Please see our reservation fee agreement
Tenancy Agreement: A tenancy agreement is a contract between you and the landlord, setting out the terms and conditions of the tenancy and the rights and obligations the landlord and the tenant have to each other and the property
Insurance: It is the job of the Landlord to insure the bricks and mortar of the property, but your Landlord won't insure your personal belongings

Moving In

Your keys will be available for you to collect either at our local branch, or at your check-in appointment with the Agent, Landlord or Inventory Clerk.

Meter readings will be taken at the property at the commencement of your tenancy and we will as letting agents notify all utility providers. If you want to change these providers, please inform us ASAP. This does not include TV licence, telephone or broadband which are your responsibility.

Schedule of Condition and Inventory

The Schedule of Condition and Inventory is the document which is used to accurately record the condition and contents of the property at the time of moving in. It will be used again when checking the property at the end of the tenancy. When you move into a property, you should either annotate the schedule of condition with any comments you feel necessary to record at that time, or write a comments sheet with your observations. The document must be checked carefully to minimise the risk of any disputes at the end of the tenancy.

Renewing Your Tenancy

Staying

If you decide to stay at the property and it is possible for you to do so, we will negotiate the terms of the extension with both you and the landlord.

Moving Out

The Landlord may wish to terminate the tenancy, in which case we will serve the appropriate notice on their behalf
If you wish to terminate the tenancy at the end of the fixed term, you will need to serve one calendar months' notice to end on the same expiry day in the month
Remember to leave the property in good condition when you leave to ensure you get your full deposit returned. Refer to your copy of the Schedule of Condition and Inventory to check that the property is up to standard
The property will need to have a thorough clean, including carpets, windows, walls and any furniture that may be included in the tenancy
The garden will need to be tidied and grass cut
All personal belongings will need to be removed and keys returned to the agent, landlord or inventory clerk

Our Guide to Property Renting

Finding a Property to Rent
Securing a Property
Moving In
Schedule of Condition and Inventory
Renewing Your Tenancy

Your Responsibilities

Your obligations are fully set out in your tenancy agreement but will usually include:

Pay the rent
Keep the property clean and tidy
Not to change the fabric of the property without permission
Abide by the Tenancy Agreement – i.e. no pets, extra occupants etc.
To behave in a tenant-like manner – i.e. no nuisance, noise, disruptive behaviour etc.

Contractors

If you would like any contacts for cleaners or gardeners who can assist you during your tenancy, we would be pleased to assist you.

Repairs

If you are aware of a matter requiring urgent attention, contact us at the earliest opportunity and we will arrange for contractors to attend. You have a responsibility as a tenant to report any problems promptly to avoid the increase in any cost of repair.

Legionella

Legionella is a disease that can be caught by inhaling small droplets of water from stale or stagnant water that has been allowed to grow. It is rare in a dwelling that is lived in permanently but it is important for you to manage the risks during your tenancy.

Advise the letting agent or landlord if the hot water system is not working, making sure that the stored water is above 60 Celsius. Please note that this does not apply to combination boilers
Ensure showerheads are regularly cleaned and disinfected
When arriving home from a holiday to flush through the system. This would include running of showers, taps and WCs. Particular attention should also be made to hot tubs and Jacuzzi baths

Damp and Mould

Some homes can become damp which can cause mould to grow on walls, furniture and rot window frames. Most damp is caused by condensation, although some is caused by leaking pipes, rain seeping in or rising damp.

Condensation occurs mainly during cold weather. It does not leave a tidemark like other causes of damp often do. Proper steps need to be taken to deal with condensation but there are some measures you can take right away:

Wipe down the windows and sills every morning

Produce less moisture:

Cover pans of boiling water while cooking
Put washing outside to dry, or put in the bathroom with the door closed and the window open or extractor fan on. Do not dry clothes on radiators

Ventilate:

Keep some windows ajar, all the time if possible or particularly when someone is in the room. More ventilation is needed when cooking, washing up, bathing and drying clothes
Heat the property a little more. In cold weather, the best way to avoid condensation is to keep low background heating on all day
Dehumidifiers will help dry out damp in newly built houses

Manage Mould:

Treat the mould already in the property. If the basic problem is dealt with, mould should not reappear
To kill and remove the mould, wipe down with a fungicidal wash
Shampoo carpets. Brushing or vacuum cleaning can disturb mould and increase the risk of respiratory problems

Asbestos

It is the Landlord's responsibility to ensure that the letting agent is informed of any asbestos fixtures or fittings within the property or outbuildings included in the tenancy agreement, however it is the tenant's responsibility to inform the agent if the asbestos has been disturbed.

The Landlord may wish to terminate the tenancy, in which case we will serve the appropriate notice on their behalf
If you wish to terminate the tenancy at the end of the fixed term, you will need to serve one calendar months' notice to end on the same expiry day in the month
Remember to leave the property in good condition when you leave to ensure you get your full deposit returned. Refer to your copy of the Schedule of Condition and Inventory to check that the property is up to standard
The property will need to have a thorough clean, including carpets, windows, walls and any furniture that may be included in the tenancy
The garden will need to be tidied and grass cut
All personal belongings will need to be removed and keys returned to the agent, landlord or inventory clerk

Routine Property Visits

Your landlord will want to schedule regular visits to the property to ensure it is being kept in good order. These visits may be carried out by the agent or Landlord. The first inspection will normally be carried out 4-6 weeks after you move in and every four months periodically thereafter. The visits are an important way of ensuring your happiness and comfort at the property and also ensuring any points of concern that might affect the return of your deposit at the end of the tenancy can be raised and addressed at the earliest opportunity.

During The Tenancy

Your Responsibilities
Contractors
Repairs
Legionella
Damp and Mould
Asbestos
Routine Property Visits

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