Tenant Information Guide

Viewing the Property

The majority of our viewings are booked during our office opening hours:

The balance of funds will be required to be paid in full, in cleared funds prior to the release of keys and assigning the tenancy agreement.

  • Monday – Friday 9.00am – 5.30pm
  • Saturday 9.00am – 4.00pm

We appreciate it is not always possible for prospective tenants to attend viewings during our normal office hours, therefore from time to time we are available to offer an out of hours viewing appointments subject to sufficient notice.

Reservation Deposit

After viewing the property should you wish to proceed to take up a tenancy the property we will ask for a reservation fee of the equivalent to one weeks rent. This in turn allows us to withdraw the property from the market to let from our register until the proposed commencement of tenancy. The amount paid will be deducted from the balance due upon completing the tenancy agreement

Administration & Referencing

Upon receipt of the reservation fee the necessary preparations will be made for your moving in, however, all tenants over the age of 18 may be asked to undertake referencing prior to the tenancy commencement. If certain criteria's are not met a guarantor may be required subject to the Landlord's approval. Heminstone Estates, uses an independent referencing agency to ensure integrity and unbiased decisions.

Move In Balance & Commencement of Tenancy

Once the references have been completed and accepted by the landlord, a date will be set for “moving in”. The balance of funds will be required to be paid in full, in cleared funds prior to the release of keys and assigning the tenancy agreement.

  • First Month's Rent in advance
  • Up to the equivalent of five weeks rent as Dilapidation Deposit
  • The option (subject to landlord's agreement) to take out an insurance policy as a Deposit Replacement where the premium is calculated at one weeks rent plus vat, at the prevailing rate.

It should be noted that cleared funds in the form of BACS transfer, Bank/Building Society Drafts, Cash, Debit Card, or Credit Card can only be accepted.

Day of Moving Into The Property

All persons moving into the property over the age of 18 will be required to sign the tenancy agreement. If we have not done so already, we are required to see the original identification sent to us or the referencing agency at the outset. As part of our legislative requirements we are required to obtain and verify two forms of identification, one being a picture form of ID, (Passport or Driving Licence) and the other confirming proof of address (Bank statement, or Utility bill dated no later than 3 months). The Assured Shorthold Tenancy Agreement and accompanying documentation will then be completed and keys handed over. Please be mindful that we cannot complete the tenancy without seeing the original ID documentation.

Protecting Deposits

All dilapidation deposits, where instructed and where the property is managed by Heminstone Estates will be held in a client account and insured as required by the Housing Act 2004 through an approved deposit protection scheme. Details will be sent to you within 14 days after you move in. Heminstone Estates are a member of the professional body ARLA Propertymark and hold Client Money Protection as part of our membership.

For properties which are managed by the Landlords directly, deposits will be passed onto the Landlord and it will be at their discretion which deposit scheme they use to protect your deposit (there are currently three different schemes of which further details can be supplied to you upon request).

Renewal of Tenancy

Towards the end of your tenancy you will be sent a reminder of notification confirming your termination date. Should the you or the landlord wish to extend the term of the tenancy we will upon request prepare new tenancy agreements and accompanying documentation and arrange assignment, in addition to re-protecting your deposit.

End of Tenancy

Upon expiry of the tenancy, for properties managed by Heminstone Estates we will carry out a final inspection based on the statement of condition report carried out at the commencement of the tenancy. If your tenancy agreements states as such, there may be a requirement to have the property interior, fixtures and fittings professionally cleaned together with any blankets, curtains, carpets, linens and any other items that have been soiled to the an acceptable standard as to the original condition at the commencement of the tenancy.

Tenants Contents Insurance

It is recommended that tenants protect their own possessions and that of the Landlord through contents insurance which could be little as £80.00 per annum. It is important to recognise that accidents do happen and ensuring that you have sufficient contents cover could both protect your deposit and avoid disputes following the end of tenancy.

Where the property is let unfurnished, limited contents cover can be obtained which can provide up to £5,000 (Five Thousand Pounds) cover against the following items:

  • Carpets and Curtains
  • Sun Blinds
  • Light fixtures and fittings
  • Kitchen white goods

Extended Cover

Where the property is let furnished cover for an amount appropriate to the size and contents of the property is recommended. Cover should be on a new for old basis for loss or damage caused by fire, aircraft, smoke, malicious persons (including Tenants), accidental damage to the bathroom, fixtures and fittings and glass, lightning, explosion, impact, theft (by forcible means), subsidence, riot/civil commotion, storm, flood, escape of water or oil leakage, breakage of mirrors and glass in furniture, replacement of locks following theft of keys and loss of rent up to 20% of the sum insured following damage.