Private Housing Guide 2023

STUDENT ACCOMMODATION OFFICE

Your private housing journey

Moving into private accommodation?

The Student Accommodation Office offers support and advice every step of the way.

This guide provides an overview of what you can expect at each stage of your private housing journey.

Please note that the inclusion of named agencies, websites, companies, products, services or publications in this handbook do not constitute a recommendation or endorsement by the Student Accommodation Office.

Before the search

Section contents

Who to live with

Don’t rush into living with people you don’t know; contracts are binding and it can be hard to terminate them early.

Making informed decisions will lead to a safer more comfortable tenancy and positively impact your student life.

• Will they act responsibly? Respectfully?

• Will they pay their rent on time?

• Do you have similar schedules?

• Do you have similar financial freedoms?

Costs and budgets

Consider what other costs you’ll have when calculating your budget.

The website MoneyHelper.org.uk provides lots of helpful financial advice for renters. If you are in financial hardship, the College’s Student Support Fund may be able to assist you. bit.ly/student-support-fund

COST OF LIVING

Living expenses will vary considerably according to your personal circumstances and lifestyle.

The College’s Money Management pages provide a rough guide of what you could expect to pay for essentials such as accommodation, food, bills, travel and leisure activities: bit.ly/ic-LivingCosts

Utility Bills

Electricity and gas

Utility companies bill monthly or quarterly. Ask for a payment schedule that works best for you. Provide correct meter readings so that you only pay for what you have used.

Prepayment meters: If your property has a ‘pay as you go’ meter, you will have a key or card which tops up the meter with credit.

Water

If you do not have a water meter you will pay a set yearly charge; you can ask for this to be paid in monthly installments.

Broadband

Typically paid monthly; do look around for the best deal!

TV Licence

If you watch live TV or use streaming, you will need a TV licence. Currently £159.00 per annum.

Insurance

Paid monthly. Endsleigh insure our residents in halls - endsleigh.co.uk

Other Costs

Don’t forget to include these other costs in your budget.

• Travel - get discounted travel with a student Oyster card

• Food

• Leisure activities

• Phone bills

• Council tax (if you live with anyone who isn’t a full-time student)

Scams

Be aware and take care

Avoid being scammed. Your safety and security is most important, so if something doesn’t feel right, trust your instincts.

Action Fraud provides details of rental fraud scam that commonly target students and members of the international community.

Protect yourself against scams

• Never send money upfront before you’ve viewed a property

• Avoid listings that have no photographs

• Visit the rental property in person and check the landlord’s ID

• Check the authenticity of any safety certificates (e.g. gas safety)

• Be suspicious if you are asked to wire money through services such as Western Union

• Be sure to check that the property actually exists, photos are not a substitute

• Never pay for a deposit in cash. Use a credit card if you can – this offers more protection

• Use the land registry to check if the landlord is the legal owner of the property. See page 17.

When to start looking

Typically, the majority of private accommodation in London is only advertised one to two months before it is available. A few agencies specialise in student lets and may advertise earlier in the year, with a start date in September.

However, if you are looking on the open market, estate agents won’t know what properties are available for September/ October until June, July or August. If you start looking earlier than this, you may be expected to pay rent on a property you aren’t ready to move in to.

Whilst some private halls allow you to reserve a room all-year round, many only release their availability for the next academic year in January.

Whatever accommodation type you choose, don’t feel pressured to make a quick decision. Before agreeing to any tenancy, check our contract course to make sure you know what you’re signing up for.

Search timeline

JANUARY, FEBRUARY

Start speaking to your friends about whether you want to live together. Think about where you want to live and what budget you have.

If you want to live in Private Halls now is the time to make enquiries.

MARCH, APRIL, MAY

Attend our annual Housing Events. Meet local housing providers, speak with experts and learn about house-hunting dos and don’ts.

Landlords begin to advertise properties and take advanced bookings.

JUNE, JULY, AUGUST

This is a good time to look at housing providers; they will have a better idea of what will be available in September and October.

SEPTEMBER

Left it to last minute? Don’t panic and agree to a property that wont suit your needs. It may be worth getting short-term accommodation to ease your search.

SEPTEMBER/OCTOBER

Isaac

Read more about Isaac’s house search: bit.ly/Isaac-accommodation-blog

MOVE IN! Relax and enjoy your new home.

“If it’s still more than a month from when you hope to move in, don’t have your heart set on those saved places just yet. The market here moves so fast that most of the good flats/ rooms (i.e. Nice, reasonably priced) are gone in a few days.”

Tan, Imperial PG student

Types of accommodation

Use our handy chart to figure out which type of property is right for you.

Do you want to live on your own? yes no

Do you want to have your own bathroom? yes no

Rent a room

Do you want to share a house/flat with friends or people you know?

yes no

Happy to share a bathroom and a kitchen?

Share with your friends

Also want a separate lounge and bedroom?

Become a lodger! Choose between living with the landlord, or find a room in a houseshare among other room renters.

Get a bedsit yes

yes no no

You’ll have your own kitchen in your room, but will share bathroom facilities.

Rent a studio apartment

Consider renting a one-bed flat

Cherish more personal space! Be aware: this is an expensive option.

Everything you need in one place!

Find a home with friends. You’ll sign a Joint Assured Shorthold Tenancy which means everyone will be equally responsible for the property - choose your housemates carefully!

Would you like to live in a student hall environment with shared facilities e.g. kitchen? no yes

Try a studio in a private hall

Get the best of both worlds! Complete privacy within a student environment.

Live in a cluster flat within a private hall

You’ll have your own room - sometimes even an en-suite - but will share your kitchen with other students

Where to look

There are plenty of websites that advertise spare rooms or available flats, but it’s worth looking for sites and listings that specifically cater to students.

IMPERIAL HOME SOLUTIONS

• Search for properties advertised by private landlords and other students

• Search travel times to and from campus

Letting Agents

A letting agent advertises properties on behalf of a landlord. They manage the process until the tenant has moved in. The landlord collects the rent and deals with repairs. Letting agents must be a member of a letting agency’s redress scheme and a client money protection scheme.

Managing Agents

Managing agents can manage properties on behalf of a landlord. The agency will hold your deposit, collect rent and be responsible for repairs to the property. You have the legal right to know the name and address of your landlord.

LIST OF AGENTS

bit.ly/ic-agents

imperialhomesolutions.co.uk

• Post messages about the kind of room (or roommate) you’re looking for

• Save your preferences and favourites

Redress Schemes

• The Property Ombudsman tpos.co.uk

• The Property Redress Scheme theprs.co.uk

Accreditation Schemes

• Property Mark propertymark.co.uk

• National Residential Landlords Association (NRLA) - nrla.org.uk

Halls of residence

Staying in a halls of residence is a popular choice as it offers a sense of familiarity Imperial offers accommodation in selected halls for continuing students. There are numerous private hall providers offering a range of room types and facilities.

Imperial Halls - Evelyn Gardens and Parsons House

Staying on in College accommodation for another year could be a great transitional option.

Visit our returning students accommodation page to find out more: bit.ly/continuing-students

Private Halls

Though the rent can include utilities and internet, it can be more expensive than flat shares. Private halls offer 51 week contracts. Check the cancellation policies before signing a contract.

Visit our Private Halls page for more details: bit.ly/private-halls

Resident and private Landlords

Resident landlords may advertise rooms in a property they are living in. This option may be less expensive as bills may be included.

If the landlord resides in the property, they may enforce house rules. Be sure to check this before signing a contract. If house rules are agreed upon it is advised that you confirm these in writing.

Private landlords have one or more properties that they rent out. They advertise their properties through: agencies, websites, social media, noticeboards, newspapers or on Imperial Home Solutions.

HOUSING FOR STUDENTS WITH DISABILITIES

If you require modifications to your property due to a disability, the landlord should accommodate this need within reason. The rent or deposit should not be increased due to a tenant having a disability.

Newer builds have a higher chance of accommodating those with disabilities. It may also be more difficult to make modifications to properties that are older.

Disability Rights UK – disabilityrightsuk.org

Where to live

London’s diversity makes it an exciting place to live. Each area has a unique character so you’ll need to think about what best suits you. Here are a few things to consider when deciding:

• What’s your budget?

• Does the area feel safe?

• Does the area have the amenities you need?

• How will you get to College; how long will it take?

Area guide

Our Area Guide map highlights the 16 most popular areas Imperial students choose to live in, along with the average prices for the area and travel times to campus.

• Are there public transport links nearby?

• Does your route involve a long walk? (consider latenights or poor weather)

• Do you prefer the bustle of the city or a quieter area?

£226-286

£301-361

RENT RATES

On the opposite page is a map showing London postcodes colour-coded based on the median monthly rent rates of a 1-bed property. The rent data used comes from London Rents Map, a website that provides a useful overview of rent areas in Greater London. Visit their website at: london.gov.uk/rents

Rent rates - postcode map

South Kensington Campus

Hammersmith

Found somewhere, now what?

TOP TIPS

• View the property both day and night, ideally with a friend.

• Time your journey and ensure you are comfortable with the commute

• Search out the local amenities in the area, food, shops, etc.

Viewing the property

View a property before signing the contract; photographs are not a substitute for visiting a place yourself. It may be useful to take notes and photographs while you are there.

In most cases, properties are offered, and taken, as seen. It is for you to decide if the property suits you.

Virtual viewings

Some landlords and agents use different methods to showcase their properties. These include 360-degree tours, live video tours via WhatsApp, etc. Virtually viewing a property is not a substitute for the real thing. We strongly advise against paying any deposits or signing a contract for a property you have not seen in person.

What to look for

Leaks: Look out for discoloured or damp patches.

Kitchen: Cooking amenities/ laundry facilities available? Are they in working order?

Dampness and Mould: Are there any signs of damp, mould and draughts?

Pests: Is the house free of pests? Mouse droppings are a giveaway.

Gardens: If the property has a garden, are you responsible for maintaining it? Is it overgrowing or has rubbish?

Furniture: Is there enough furniture? Is the furniture in good condition?

Repairs: Are repairs being carried out? Will they be complete when you move in? Get it in writing!

Smoke alarms and carbon monoxide detectors: Check all smoke alarms and carbon monoxide detectors.

General condition of fittings: Check the fridge, freezer, microwave, washing machine and plumbing fixtures are in working order.

Safety checks:

• Does it feel safe in and around the property?

• Are there sufficient locks on doors and windows?

• Are there satisfactory fire exits?

• Is there a gas safety certificate?

• Are there enough plug sockets in each room e.g. for phones, computers etc.

QUESTIONS TO ASK:

THE AGENT OR LANDLORD

• Who manages the property?

• Who do I pay my rent to? (Agent or landlord)

• Who do I report repairs to?

• Are bills included?

• How many people will be sharing the bathroom and kitchen facilities?

• How is the bathroom ventilated?

THE CURRENT TENANTS

• Does the agent or landlord respond quickly to repairs?

• How much are the bills?

• Do you like the area?

• What are the neighbours like?

• Are there any issues? eg. pests, mould etc.

Reaching an agreement with agent/landlord

Negotiating rent

Is the rent reasonable? Find out about other similar properties in the area to make sure you are not being overcharged. You can compare rents of similar properties online.

Adding break clauses or changing contract length

Signing a contract is legally binding, but your circumstances may change. If you are unsure of a full contract term, you may be able to negotiate a break clause or a shorter term contract. See page 22 for further details on break clauses.

Understanding letting fees

Adding items and requesting work to be carried out.

Additional requests for items or for works to be carried out prior to the start of the contract must be confirmed in writing.

Any promises made should be written in the holding deposit receipt and in the tenancy agreement.

• Get your contract checked by the Student Accommodation Office.

The tenant fees act bans most letting fees and capping tenancy deposits paid by tenants in the private rented sector in England.

If you sign or renew a tenancy you can’t be asked to pay for:

• referencing

• credit and immigration checks

• administration

• renewing your contract

Fees you can be charged for are:

• if you are more than 14 days late paying your rent

• the cost of replacing a key or fob

• if you want to end or change a term in your tenancy

If you are charged a fee that you do not think is legal, you should raise this with your landlord or letting agent. For more information see the Guidance for Tenants, published by the government. bit.ly/tenant-fees-act

CONTRACT CHECKING

Holding deposits

A holding fee is paid if you agree to take the property, but have not signed the contract to take up the tenancy. Do not pay it if you’re not absolutely sure. Holding fees are typically nonrefundable. Ask for a receipt and a copy of the terms and conditions.

A holding receipt should include:

• Amount of holding deposit

• Address of the property

• Proposed rent for the property

• Length of contract

• Tenancy start date

• Requests for the landlord (e.g. cleaning, furniture)

• Conditions for refunding the deposit (should you or the landlord change your mind or your references fail)

TOP TIPS

• If the agreement is cancelled by the agent or the landlord the holding deposit should be returned to you.

• If you decide you no longer want the property, you could lose your deposit.

Once you’ve paid a holding deposit:

• The landlord or agent should stop advertising the property

• It is not permitted for the Landlord to take a holding deposit from more than one person for the same property at the same time

• You have 15 days from when you pay a holding deposit to enter into a tenancy agreement

• You can agree a different deadline with the landlord or agent in writing.

If you enter into a tenancy agreement, the landlord must either:

• Return your holding deposit within 7 days of agreeing the contract

• Deduct it from the security deposit or the first rent payment with your permission.

Houses of multiple occupancy

Before you rent a room in a shared accommodation, check if the landlord has the correct licence to legally rent their property.

Houses of Multiple Occupnacy (HMOs) are properties where three or more unrelated people share facilities such as a kitchen or bathroom.

To find out whether a property has an HMO licence, ask your landlord or contact your local council for a list of licensed landlords in that area. gov.uk/find-local-council

Mandatory HMO Licensing

It is a legal requirement to licence properties that are defined as Mandatory HMOs. This applies to large shared rental properties with five or more (unrelated) people.

Additional HMO Licensing

Some London councils require smaller shared houses and flats with three or more (unrelated) occupants to have this licensing.

Selective Licensing

Some London councils require all private rented properties to have a license - called selective licensing. This applies to all private rented properties regardless of number and relations of occupants.

Checking the legal property owner

If you are unsure whether the landlord or lead person(s) owns the property you are about to rent, use the Land Registry website which may have a record of your landlord’s name and address: gov.uk/search-property-information-land-registry

• You’ll need to pay a small fee for this information.

• If the prospective landlord is not the property owner, you will need proof that they have the right to rent it to you.)

References and guarantors

You will need a reference in order to let a property. Most students have yet to build up a credit history to provide the kind of references required by agents.

Some agents may settle for a letter from a previous landlord or employer, or a bank statement showing proof of funds and written proof that you are an enrolled student.

If not, the agent or landlord may ask a parent or guardian to act as your guarantor (this person must be UKbased).

What is a guarantor?

A guarantor is someone willing to be responsible for payment of your rent or damage if you don’t pay it. Remember, you and your flatmates will all be liable as well as your guarantors.

If you do not have a UK-based guarantor, the agent or the landlord could ask you to pay more rent in advance.

It is common to pay between 3 and 6 months rent in advance when you don’t have a guarantor. We would advise not to pay more than 6 months.

RENT GUARANTOR SCHEME

The College can act as a legal guarantor for students renting in the private sector who are not able to provide a suitable UK guarantor.

The scheme is managed by the Student Accommodation Office, and will allow successful applicants to rent any property up to a maximum weekly allowance.

Please visit our website to check if you are eligible and read our full terms and conditions.

bit.ly/ic-rent-guarantee

Please note a £75 inc. VAT administration fee applies per submitted application.

We have acted as guarantor for over 800 students since 2017

Right to rent

Private landlords and agents are legally required to check the immigration status of all prospective tenants.

What documents do I need to provide?

A landlord will want to see an original copy of your passport and any relevant visa document demonstrating a legal right to live in the UK. You should receive a Biometric Residence Permit. If you do not receive a physical BRP you should be given a share code which you can provide your landlord.

If you are unable to provide such documentation because your application is in process or you’re appealing a decision, the landlord can ask for a ‘right to rent’ check from the Home Office.

Who has the right to rent?

Depending on your immigration status you will either have an unlimited right to rent or a time-limited right to rent.

Eu residents

If you are an EU, EEA or Swiss citizen and need support regarding Right to Rent please read through information at: gov.uk/check-tenant-right-to-rentdocuments/how-to-check

RIGHT-TO-RENT CHECKS

Depending on your immigration status you will need to have one of the following checks:

I HAVE UNLIMITED RIGHT TO RENT

• Right-to-rent checks take place at start of your tenancy

• No further checks are required for this tenancy period

I HAVE TIME-LIMITED RIGHT-TORENT

• Right-to-rent checks must be done with 28 days of tenancy start date

• Your documents will be checked at the following intervals:

» Annually from the date the last checks were made

» Until the expiration of your ‘leave to be in the UK’

» Until the expiration of the documentation which evidences your right to be in the UK

See the Home Office website for more information: gov.uk/checktenant-right-to-rent-documents

Security deposits

A tenancy or security deposit provides security for a landlord against damage or financial loss from unpaid rent. The maximum you can be charged for a tenancy deposit is equal to 5 weeks rent.

What is tenancy deposit protection?

It is an independent scheme that has been designed to ensure:

• You get all or part of the deposit back.

• Disputes between you and your landlord will be easier to resolve with an independent third party.

• Tenants and landlords/agents make a clear agreement from the start on the condition of the property.

Deposit protection schemes

Your landlord or agent must protect your deposit with an authorised scheme if you have an assured shorthold tenancy. Your landlord does not need to protect your deposit if:

• You are living with your landlord as a lodger.

• You live in the same converted building as your landlord but in a separate flat.

No Deposit scheme

The No Deposit scheme has been introduced as an alternative to providing a 5-week security deposit. If you choose this option, you will pay a non-refundable fee equal to 1-weeks rent.

At the end of the tenancy, you will follow the same move out procedures as you would with any tenancy. The landlord can register charges for cleaning, damages or rent arrears with Reposit along with supporting evidence and you will be given the chance to accept or raise a dispute.

For more information visit the Reposit website: reposit.co.uk

The agent or landlord has 30 days to place your deposit into one of these schemes.

Contracts

Contracts are legally binding documents, ensuring both parties are clear as to the other’s responsibilities. Most contracts have a fixed term. If your contract is longer than 9 months, you may want a break clause (see page 22).

Which contract type will I have?

Are you looking to rent a room and live with a live-in landlord?

Assured Shorthold Tenancy Agreement

If you are not living with the landlord, then you will be signing an AST. There are a few ways this can be applied.

Licence agreement

If you become a lodger, this is the most likely contract type you will have.

Individual ASTPrivate Halls

If you are moving into a private hall, you’ll have an AST - however given the way private halls are run, you’ll likely find the contract has different clauses and terminology from a contract for a houseshare.

Will you be moving into a Private Hall of Residence?

Are you looking to rent a whole property as a group?

Joint AST

When you rent as a group you most likely sign one contract with everyone’s names, meaning you are all liable for costs.

Individual AST

If you are renting a room in a houseshare, but the landlord is not living there, you may have an individual AST which will set out your legal obligations and liabilities.

Licence Agreement

If you live with a live-in landlord or a member of his/her family, it is likely you will have a Licence Agreement. Key aspects of this contract type are:

• Your deposit does not have to be protected in a scheme

• The landlord can enter your room without giving noticed

• The landlord does not have to go to court to evict you, but would be expected to give you reasonable notice

Assured Shorthold Tenancy Agreement (AST)

Is a fixed term agreement between the landlord and tenant either individually or as a group. There are various clauses within the contract that both the landlord and the tenant(s) must abide by. The main obligations are:

Tenant

• Pay the rent on time and in the manner specified

• Keep the property clean and in good condition

• Not cause a noise nuisance

• Report any repairs or damage as soon as they occur (the landlord cannot be held responsible until they are informed)

• Return the property in the same condition as it was when you moved in (less fair wear and tear)

Joint vs individual tenancies

Landlord

• Let you live in the property free from harassment (the landlord has to give reasonable (usually 24 hours) notice to enter the property)

• To protect the security deposit in one of the government schemes

• To insure the building and the landlord’s contents (the landlord will not insure your belongings).

• To carry out repairs within a reasonable time unless it is found to be the tenant’s neglect or misuse

Often students with an AST sign one contract with everyone’s names included. This means you are individually and jointly liable for the cost and state of the property. Therefore, if one tenant stops paying rent, then the others are responsible for ensuring the full amount is paid. If you sign a group contract the landlord will charge a total rent and it is up to you to decide the proportionate share of rent for each room.

You could negotiate individual tenancies leaving you liable for the rent in your room only, but still jointly responsible for the shared rooms and the household bills.

Contract contents

What should be in your contract?

• Landlord’s name and address with telephone number

• Property address (of the house you are renting)

• The amount of rent to be paid

• Who the rent is paid to (the agent or landlord)

• When the rent is to be paid (weekly, monthly, quarterly)

• Name of every tenant (not just the spokesperson)

• Details of services offered by the landlord (e.g. cleaning, gardening and maintenance etc.)

• Who is responsible for the bills (are they included/excluded from rent?)

• Contact details in case of an emergency

• Length of notice (is there a notice period?)

• Landlord’s right of access

• Where the security deposit is protected or who is holding the deposit

If you have requested additional items or works to be carried out prior to the start of the tenancy, the ‘addendum to contract’ is an example of how this should be done.

Use our Glossary on page 40 to ensure you understand the terms used in the contract

ADDING AN ADDENDUM

“The attached tenancy agreement dated 1 February 2022 for the property 11 Mill Lane, London, WC1 1AA is being signed on the understanding that prior to the tenancy the landlord will provide the following items and will carry out the following schedule of work [date of completion].

Items to be provided:

• Wardrobes in each bedroom

• Vacuum cleaner

• Kitchen table and chairs

Schedule of work:

• Professionally clean property

• Paint bedroom walls”

If the landlord fails to carry out the repairs or install listed items then the landlord or agent would be in breach of contract.

ADDING A BREAK CLAUSE

A break clause allows the tenant to give notice and leave the property prior to the end of the tenancy without any further obligation to the contract.

If you have a joint AST and one person in the group initiates a break clause, then you all have to leave; however, if only one person wants to leave it may be possible for that person to find another tenant to replace them in the contract. Permission from the agent or landlord would be required.

Contract checking

Never sign a contract if you are feeling pressured or unsure about any of its contents

• Have someone look over the contract; a parent, a solicitor or the Student Accommodation Office.

• Think twice before signing! Do not pay any money to the landlord/agent until you are happy with the contract.

• Some landlords or letting agents ask for a holding deposit while you look over the contract. Check that this is refundable if you decide not to take the property.

• Get a receipt for any monies paid to the landlord/agent.

Get your contract checked by the Student Accommodation Office. Use our online contract checker or book an appointment to discuss your contract in person.

Go online: bit.ly/contract-checking

Email an advisor: accommodation@imperial.ac.uk

Each year we help over 200 students check their contracts

Moving in

To do list

Before you relax, take some time to check everything is in order. Completing this arrivals to do list will help you in the long term.

CHECK ESSENTIAL DOCUMENTS

Confirm you have all your essential tenancy documents.

Essential documents

If you have an Assured Shorthold Tenancy check that you have been provided with the following documents:

• A copy of the signed tenancy agreement (if there are parts crossed and amended after you’ve signed it, this is not a valid contract)

• Check-in inventory

• Gas safety certificate

• Electrical safety certificate

• Energy Performance Certificate (landlords are required to achieve a minimum of an E grade)

• How to Rent booklet (landlorrd obligated to send this as well

• Deposit protection information

CHECK INVENTORY

Check item descriptions and take photos throughout the property.

TAKE A METER READING

Take meter readings for all your utilities to provide to suppliers.

SORT BILLS

•

•

Inventory

Taking an inventory is a crucial first step when moving into any property. The inventory should consisit of a detailed list of items in the property, the condition they’re in and a review of the cleanliness of the property.

Take time to ensure that the inventory process is done well – you and your landlord will need to be able to compare the condition of the property at the start and end of the tenancy.

If an inventory hasn’t been organised, you can create one yourself, then send it to the landlord or agent within seven days of moving in.

Example of an inventory:

Item Condition

Lounge sofa Not new, a few years old, worn with coffee stain on the arm

Lounge carpet Not new, general good condition

Lounge walls Painted a few years ago, mark by the window, dent near door frame

TOP TIP

When you move in, check the inventory and note discrepancies. Take photos and email the agent/ landlord with updates. Keep all photos and correspondence.

HOW TO RENT BOOKLET

The government has provided a guide for tenants and landlords to help establish their rights and responsibilities. bit.ly/gov-how-to-rent

Insurance

Landlords are responsible for insuring the building and their contents within it. It is your responsibility to insure your personal possessions by taking out contents insurance.

Many companies offer student deals. Look out for clauses that deem your possessions uninsured if the property is unattended for a specified period of time.

Gas Safety

Safety

Be aware and take care

• London can be a large and intimidating city. Stay alert! Taking the right precautions will improve your safety and allow you to enjoy your time here.

• Keep your personal belongings with you at all times.

• Always let a friend or flatmate know where you are or going.

• Be aware of scams. If a situation makes you feel uneasy, trust your gut.

• Get insurance for your belongings

• Lock all windows and doors before you leave your property.

• Never leave cooking or appliances unattended.

SAFE AND SECURE GUIDE

Read more about keeping safe in London and on campus bit.ly/safe-and-secure-guide

Landlords have a legal obligation to ensure that all gas appliances are checked each year by a registered Gas Safe Engineer.

However, it is not a legal requirement for the property to have a carbon monoxide detector. You can ask your landlord for one to be installed or you can buy your own from around £20.

Electrical safety

Private landlords must make sure that inspections and testing are carried out on all electrical installations before the start of your tenancy.

You can request to see the Electrical Safety Certificate from your landlord.

If you are a lodger in a property with a resident landlord they are not required to carry out electrical safety checks.

Report any electrical issues to your landlord right away. It is then their responsibility to ensure that the necessary electrical work is carried out.

Bills

All residents are jointly responsible for paying utility bills. Some landlords insist that you do not switch utility companies. Please check before doing so and be aware of utility companies who try to persuade you to switch.

Make a note of your meter readings on the day you move in and inform the supplier as soon as you can to avoid paying for the previous tenant’s bills.

Useful tips

• Arrange an area where bills and correspondence can be left for each other to see

• Keep records of all letters and correspondence that you have had with suppliers. When a bill comes in, pay your agreed share immediately

• Start a money pot for household essentials, e.g. toiletries, detergents

• Get the Splitwise app where you can easily find out how much you each need to pay

TV licence

If you watch live TV, or stream movies, you will need a TV licence. How you will pay for your licence will depend on the type of tenancy agreement you have.

The current licence fee is £159.00 per annum, and if you are caught without a TV licence you could face prosecution and a fine of up to £1,000.

If you are away during the summer period you may be eligible for a refund. For more information go to:

www.tvlicensing.co.uk

DO I NEED A LICENCE?

If you are in shared accommodation, with a TV in your room, and you have a separate tenancy agreement, you will need your own licence

If you have a joint tenancy agreement for an entire house or flat, you’ll just need one licence to cover the whole property

Council tax

Council tax is a property tax which local councils use to maintain services within a Borough.

Students living in a property which is only occupied by full time students are exempt from paying council tax. There are a few steps to be taken in order for the property to be exempt from council tax.

Step 1: Find your local council. You can do this using your postcode and visiting gov.uk/pay-council-tax

Step 2: Gather the correct documents and submit them to your local council.

• Each of the tenants will need to submit a Statement of Registration which can be found on your My Imperial.

• The council may request your tenancy agreement. This must include all tenants’ names.

Details regarding how to submit these can be found on local council’s website. Make sure you keep copies of the documents for yourself.

You are required to pay Council Tax if one or more of the tenants are not full-time students however, you may still qualify for a discount.

Seek advice if you receive a notice relating to Council Tax or you think that you have been wrongly refused an exemption.

Council tax charges

All full time students = Full council tax exemption

One is not a full-time student = 25% discount

2 X full time students

1 X part time student

1 X non-student = Full council tax is payable

Tenancy deposit protection

You’ve already paid your security deposit to your agent or landlord (pg 23). Now you need to confirm this has been protected. Your landlord or agent is required to provide details about how your deposit is protected within 30 days of you making the payment.

This information should include:

• The address of the rented property

• How much deposit you’ve paid

• How the deposit is protected

• The name and contact details of the TDP scheme

• The landlord or agent’s name and contact details

• Who is paid the deposit

• The name and contact details of any third party

• In what circumstances would some or all of the deposit be retained

• How to apply to get the deposit back

• What to do if you can’t get hold of the landlord at the end of the tenancy

• What to do if there’s a dispute over the deposit

TDP CHECKS

Depending on the scheme, you may be given a certificate signed by the landlord or be provided with a repayment ID number. Keep this safe as you’ll need it to claim your deposit when you leave.

With your postcode, surname, tenancy start date and deposit amount, you can also contact the schemes directly to check if your deposit is protected.

During tenancy

Repairs

• Contact the landlord/agent immediately. They cannot be held responsible until they have been informed. Give details of what isn’t working, when it happened and if it affects anything else.

• Follow up phone calls with an email or letter (and always keep a copy). This is proof that you reported the repair.

• Check the ID of anyone who is called to your property e.g. an engineer.

• Write to your landlord, in the first instance, if they haven’t undertaken the repairs within a reasonable period of time.

• If you think that they are taking too long to do them, contact the Student Accommodation Office.

Things can change or go wrong. Know your rights and responsibilities when it comes to your home.

LANDLORD RESPONSIBILITIES

• Heating and hot water supply

• Basins, sinks, baths and toilets

• Structure of the property, windows, external doors, drains and gutters

• Gas appliances and fixed electrical installations

TENANT RESPONSIBILITIES

• Report repair issues to landlord or agent

• Change light bulbs

• Test smoke alarms and provide batteries

• Keep the property clean and in good order

Damp and mould

Damp can cause mould on the walls and furniture, and make timber window frames rot. It can increase the risk of respiratory illness. It is not always the landlord’s responsibility to deal with damp. It depends on the tenancy agreement, the severity (e.g. if it is causing health problems) and the cause (e.g. disrepair to the exterior of the building).

If you are concerned, you should seek further advice. If you are worried about your health, first contact the landlord, ideally in writing. However, if they fail to respond, you can contact the Environmental Health Department at the council and they should investigate.

Infestations

Damp and condensation

Depending on the cause, heating and ventilation can remove damp and hiring or purchasing a dehumidifier can help. Avoid excessive moisture in the air by:

• Covering pans whilst cooking

• Opening windows after showering

• Drying clothes outside

Infestations can be a problem. Local councils often offer a service to treat or eliminate them.

What you can do

Regularly clean and take out rubbish and recycling. Do not leave anything edible or perishable out; use plastic containers for food. Follow the instructions from pest control professionals.

Bedbugs

What the landlord can do

Block any holes that might be letting pests into the property. If the infestation was an existing problem before your tenancy, the landlord will be responsible for resolving the problem.

Bedbugs are becoming more and more common in London. Ensure you report this immediately and seek advice about how to deal with the problem. Do not take furniture from the street as they might have an infestation. Be aware that bed bugs can attach themselves to clothing and move from property to property in this way.

Harassment

Harassment can be anything a landlord does, or fails to do, that makes you feel unsafe in the property or forces you to leave.

Landlords cannot force you to leave without a court order or formal notice being served.

If you think you are being harassed, contact the student accommodation office

RENT REPAYMENT ORDER

Examples of harassment

• Barring services; electricity, wifi, etc.

• Withholding keys, eg: there are 2 tenants in a property but the landlord will only give 1 key

• Refusing to carry out repairs

• Threats and physical violence

• Entering property without cause or providing reasonable notice

A Rent Repayment Order (RRO) is an order made by a tribunal judge requiring a landlord to pay back rent to a tenant. The offences that can result in a rent repayment order are:

• Letting a property without an HMO licence or appropriate licence

• Using or threatening violence to enter the property

• Harassment or illegal eviction

• Failure to comply with council orders, notices, or enforcement actions

For more information or to file an RRO, visit: bit.ly/rent-repayment-order

Leaving the property

Your tenancy agreement is a legally binding contract. you are obliged to continue paying rent until:

• You and the landlord agree to end the contract early

• The contract comes to its natural end

If a landlord/agent won’t agree to release you from your contract early, you will be responsible for the payment of rent for the rest of the tenancy period.

Can I just move out?

You cannot end the tenancy agreement unless the following apply:

• The property is unfit to live in. Note: These circumstances would have to be proven.

• You were given misleading information or pressured to take the tenancy

Contact the Student Accommodation Office if you are experiencing any of the above.

Ways you can leave a property early

Break clause

You may be able to end your tenancy early if the contract includes a break clause.

Note: If you are in a joint fixed term tenancy and you initiate the break clause then all occupiers of the accommodation will have to leave; you cannot use the break clause if only one person wants to leave.

Assigning a replacement tenant

A landlord or agent may consider releasing you from your contract if you find a replacement tenant.

• If your landlord refuses to consent to an assignment, this may be classed as unfair

• There may be a minimal fee for this

• The assignment must be recorded in writing by ‘Deed’ and signed by the landlord and all the tenants

• You will remain liable for the rent until the replacement tenant takes over.

• Your deposit should be returned once deductions or final costs have been agreed and the replacement tenant has moved in and paid their deposit.

Warning: If a new tenancy is not drawn up and the replacement tenant does not pay the rent or defaults on the agreement, then you will still be liable.

Subletting

This is when you find a replacement tenant for your room but you continue to make payments to your landlord.

We do not encourage subletting as this can lead to complications such as property disputes, issues with utilities, no legal protections, insurance problems, surprise roommates and poor behaviour.

You must get consent from your landlord and housemates before sub-letting.

Surrender

A surrender is a voluntary agreement between the landlord and tenant that the tenancy has come to an end. A surrender will terminate the tenancy, whether it is fixed-term or periodic. It must be agreed by ‘Deed’.

A landlord/agent may charge a fee if the tenant asks to surrender their tenancy. There are restrictions on what can be charged. For more information, read the government’s How to Rent guidance. bit.ly/gov-how-to-rent

Moving out

Don’t miss any crucial steps during your departure that could end up costing you some of your deposit.

Moving-out checklist

□ Check your tenancy agreement

Does your contract have a moving out procedure? Check it and follow the requirements, especially the notice period.

□ Check your inventory

Make note of any damage or changes to the property to ensure you aren’t charged for damage you didn’t cause.

□ Let your landlord or agency know when you are moving out

Contact your landlord/agent to let them know your moving out date. Arrange for them to do a final check to make sure everything is in order.

□ Take photos of the property

Take photos of your property to show the condition you are leaving it in (provide time-stamps, if necessary).

□ Check your meters

Take final meter readings as you leave.

□ Pay your final bills and cancel any contracts

Ensure all your utility bills are paid up until the date you are leaving and inform the providers that you are moving out.

□ Cleaning

Deep clean your property before you move out – it needs to be in the same condition as it was when you moved it.

□ Rubbish

It’s your responsibility to dispose of your rubbish and unwanted items, or you can be charged.

□ Deposit

Your landlord or agency is responsible for returning your deposit. If there are no issues it should be returned to you within 10 days of the end of your tenancy.

Inventory check out and deposits

Check the inventory and ensure that all items are back in their original rooms and that the property is clean. The inventory will be used to assess whether any deductions are made from your deposit.

There is an allowance for ‘fair wear and tear’ which means any marks from normal everyday use is allowed. As long as the property is in the same condition as when you moved in, your deposit will be returned.

Ensure you leave the property in the condition in which it was let to you and check that you have paid your rent and any other expenses.

Attend the ‘check-out inventory’ and only sign the document if you agree with its contents; this will be used to assess any deductions from your deposit.

DEDUCTIONS

Allowed

• Unpaid rent

• Damage or changes to the property

• Missing items

• Cleaning costs

Deposit disputes

Not allowed

• Fair wear and tear

• Betterment (e.g. charging you costs of property value improvements)

• Charging you for damage that was there before you moved in

It can take time to negotiate the release of a deposit. Deductions from a deposit should be justified and reasonable; negotiate with your landlord or agent.

If your landlord is refusing to refund part or all of your deposit and you disagree with their reasoning, you can take further action. If you need assistance with the return of your deposit or have a Licence Agreement:

• Student Accommodation Office: Sherfield Building

• The Citizens Advice Bureau: citizensadvice.org.uk/housing

• The housing charity Shelter: bit.ly/shelter-helpline

Deposit FAQs

I’m not happy with the proposed deductions, what can I do?

Write to your landlord, your letter should include:

• Which costs you think are unreasonable and why (provide proof)

• The amount you believe should be returned to you

• Request the landlord to send you the list of deductions and costs, if they haven’t already done so

My deposit has not been refunded within 10 days of agreeing the amount?

Write to your landlord requesting that the deposit be returned, the landlord should respond promptly

My landlord has not responded to my letter/email, what do I do?

Write again giving them a deadline within which to respond, eg. 2 days.

What to do if your landlord won’t return your deposit or you cannot reach an agreement?

If the landlord is refusing to co-operate with the scheme to resolve the dispute, you can use the free service offered by your tenancy deposit protection scheme to help resolve the dispute.

The landlord must agree to use the service and once a decision is made, you’re both bound by the verdict.

The landlord must hand over the disputed amount to the scheme for neutral safekeeping until the dispute is resolved. The scheme administrator will divide the disputed amount in accordance with the ADR services or the court’s decision.

More information can be found at: gov.uk/tenancy-deposit-protection

Where is my deposit protected?

Not sure where your deposit is protected? See page 23 for deposit protection schemes.

Is there a deadline to use the Alternative Dispute Resolution (ADR)

Yes, it is usually within 90 days of the end of the tenancy. Check the timeline and process you need to use in order to make a claim with the scheme where your deposit is protected.

TAKING COURT ACTION

If you are unable to negotiate with your landlord and an Alternative Dispute Resolution (ADR) is not available to you, you might consider taking court action.

Warning: This process can be complicated, costly and timeconsuming. Before making a claim, make sure you seek legal advice.

Need help writing your letter?

Shelter England provide useful templates on their website: bit.ly/shelter-letters

Help and support

Know where to turn if you need help and support.

Wellbeing and a happy home

Being aware of your wellbeing is important to ensure that you are providing yourself with the best possible experience in your new home.

Steps to a happy you and comfortable home:

Be mindful/Stay aware

Take note of how you feel. Are you feeling stressed, flat, burnt out? Have there been changes to your motivation, eating or sleeping? Are you more irritable than you usually are? If so, you may want to ask for help.

Stay Connected

Maintain a balance in your social life. Living further away from campus can make it trickier to socialise however finding ways to keep connected can improve your wellbeing.

Be patient with yourself

Listen to your body and take time to recognise what you need. Build yourself a routine that works for you and set up boundaries.

Keep Active

Physical activity has a huge potential to enhance our wellbeing. This can be simple activities such as walking or stretching. Taking the breaks do go outside or move your body can keep you grounded when you are stressed.

Ask for help

If you are struggling always ask for help. The Student Accommodation Office are available by phone or email. Make sure you know the resources that are available.

Talk to your Senior Tutor, visit the heath centre, or make use of the Student Counselling and Mental Health Advice Service.

Where to go for advice

Student Accommodation Office

The Student Accommodation Office provides advice and guidance on renting in the private sector. If you need assistance, get in contact with us.

Level 3 Sherfield Building

accommodation@imperial.ac.uk imperial.ac.uk/accommodation

020 594 3300 | @ImperialAccomm

Shelter

Shelter is a housing charity. You can get expert housing advice from Shelter advisers:

england.shelter.org.uk

Your local council

Your local Council can also assist with housing issues including environmental health if your private rented home doesn’t meet health and safety standards: gov.uk/find-local-council

Citizens Advice

Citizens Advice is a network of independent charities throughout the United Kingdom that give free, confidential advice. You can also find useful information on their website: citizensadvice.org.uk

Imperial College Student Union

The Student Advice Centre can help you with common housing issues by calling 02075948060 or emailing:

advice@imperial.ac.uk

imperialcollegeunion.org/advice/nonacademic-issues/housing

Letting Agents Redress Schemes

The Property Ombudsman

www.tpos.co.uk

The Property Redress Scheme

www.theprs.co.uk

CONTACT NUMBERS

Emergency contact numbers

Police/Ambulance/Fire Brigade: 999

National Gas Emergency Service:

0800 111 999

Police non-emergency contact number

To report a crime that does not require an emergency response: 101

Council tax

Please find below details of Local Authority Council Tax Departments:

General Information

• gov.uk

Valuation Office Agency

• voa.gov.uk

Brent

• brent.gov.uk

• counciltax@brent.gov.uk

Camden

• camden.gov.uk

Ealing

• ealing.gov.uk

• revenues@ealing.gov.uk

Hammersmith & Fulham

• lbhf.gov.uk

• counciltax@lbhf.gov.uk

Haringey

• haringey.gov.uk

• council.tax@haringey.gov.uk

Kensington & Chelsea

• rbkc.gov.uk

• counciltax@rbkc.gov.uk

Lambeth

• lambeth.gov.uk

• counciltax@lambeth.gov.uk

Southwark

• southwark.gov.uk

• counciltax@southwark.gov.uk

Tower Hamlets

• towerhamlets.gov.uk

• counciltax@towerhamlets.gov.uk

Wandsworth Council

• wandsworth.gov.uk

• counciltax@wandsworth.gov.uk

Westminster

• westminster.gov.uk

• westminster.counciltax1@secure. capita.co.uk

Contract checking glossary

TERM MEANING

Agency fees

Agreement

Alterations

Money due to an Agency, agreed with a client, as payment for providing a service.

The contract made between the parties governing a Letting, which should always be in writing.

Physical changes to a property.

Arrears

Assignment

Assign

Assured Shorthold Tenancy (AST)

Breach of contract

Break clause

Contract

Data protection

Deposit stakeholder

Dilapidation

Discrimination

Rent payments lawfully due that have not been paid.

The disposal or transfer of a tenancy.

To transfer rights, interest or a title in a property to a third party.

A form of agreement that does not guarantee long term security but allows the landlord to reclaim a property at the end of the duration. At present, most private sector tenancies are in this form. See page 14 for more information on AST.

Failure to carry out one’s obligation/s as set out in a formal agreement

A break clause allows the tenant to give notice and leave the property prior to the end of the tenancy without any further obligation to the contract, usually after a set period of time has elapsed.

A document setting out a formal agreement between two or more parties.

The scope of protection afforded to individuals in law regarding data records held both electronically and physically by an organisation.

The person who holds the deposit and is responsible for its distribution at the end of the tenancy.

Physical damage to a property caused by neglect or abuse.

Describes criminal offences which, for example, may be alleged with reference to gender, race, employment or disability laws

So, you’ve found the perfect home, and the landlord/agent has given you a contract to sign. Look through it carefully. Use our contract checking glossary to help you understand key terms usually found in a tenancy contract.

TERM MEANING

Fair terms (see also unfair terms) Terms that are not unreasonable to either party to an agreement and do not breach statutory regulations

Habitable Clean, structurally stable, free from disrepair infestation and dampness prejudicial to health.

Harassment

Implied obligation

Inventory

Joint and several liability

The use of threats or violence to achieve an aim. It is a criminal offence for a landlord or agent to harass a tenant.

A house occupied by persons who do not form a single household e.g. building converted into self-contained flats or bedsits; shared houses. Also see page 6 for more information on HMOs.

An obligation prescribed by law not necessarily written and recorded in a tenancy agreement.

Organised list of contents of a property – see schedules of condition/ dilapidation. See example of an inventory on page 19.

If you are sharing accommodation and all your names are on one tenancy agreement you are likely to be joint tenants and the liability for rent and damage will be shared jointly between you all. If one person leaves the house the landlord can expect remaining tenants to pay outstanding rent.

Landlord/lady

Legal obligation

Owner of the freehold or lease of a property who lets the property to someone else.

Legally bound duty that an individual is required to undertake in order to fulfil the rules as set in law.

Letting Process of arrangement between landlord and tenant and commitment to a tenancy agreement.

Mediation

Informal attempts of a third party to bring about the settlement of a dispute between parties to a contract.

Plant A general term of heavy equipment e.g. air conditioning systems, boilers.

Periodic tenancy

Possession

A legally binding document, issued at regular intervals, which creates a contract between landlord and tenant

The control of the property. Various factors will indicate who is in possession of a property at any given time.

TERM MEANING

Property inspection

Quiet enjoyment

Rent book

Rent collection

Resident landlord

A general visual tour of the property – not a survey.

The common law right of a tenant to possession and enjoyment of his/her tenancy without physical interference by his/her landlord or agents.

A document containing a clear record of rent payments and statement of statutory obligations.

The act of demanding and ensuring that rent is paid over in the manner specified.

A landlord who is ordinarily living with the subject property. Special tenancy rules apply. See page 15 on license agreements.

Schedule of condition

Organised list of the state and condition of a property and a specified date.

Space heating Appliances for the heating of an internal area of a building

Statutory notices

Statutory requirement/obligation

Notices as provided in law requiring action by those who receive them or send them.

Obligations required by law. For example, minimum health and safety standards exist in law for the regulation of rented properties.

Statutory tenancies Tenancies granted or maintained by law

Tenancy renewal

Unfair terms

Utility companies

The process of extending or renewing an existing tenancy for a further specified period of time, at terms to be agreed between the parties to the contract.

Terms that are unreasonable to any – or all – parties to an agreement and may breach statutory regulations.

A term applied to commercial companies providing the essential services of gas electricity, water, sewage treatment and telephone.

House of Multiple Occupancy (HMO)

Imperial Home Solutions

An exclusive property search service only for Imperial students

• Search properties with private landlords, Estate Agents and Private Halls providers

• Engage with the community message board to look for flatmates

• Create property favourites and housing alerts

www.imperialhomesolutions.co.uk