FRONT
Student Accommodation Office
PRIVATE HOUSING
GUIDE 2022
YOUR PRIVATE HOUSING JOURNEY Moving into private accommodation? This guide provides an overview of what you can expect at each stage of your private housing journey. The Student Accommodation Office offers support and advice every step of the way. In person level 3 Sherfield Building Instagram @ImperialAccomm
By email accommodation@imperial.ac.uk
Website imperial.ac.uk/accommodation
BEFORE THE SEARCH
FOUND SOMEWHERE
Who to live with
4
When to start looking
5
Where to look
6
Avoiding scams
6
Types of accommodation 8
2
Twitter @ImperialAccomm
Costs and budgets
10
Where to live
12
Viewing properties and questions to ask
14
Negotiating an agreement
18
Letting fees
19
Holding deposits
20
Checking the property owner
21
HMO checks
22
References and guarantors
23
Right to rent
24
Security deposit
26
Contracts
27
MOVING OUT
MOVING IN Documents to have
32
Moving out checklist
43
Moving in to-do list
33
Inventory checks and deposits 44
Inventory
33
Deposit disputes
45
Insurance
34
Deposit FAQs
46
Safety checks
34
Bills
36
TV Licence
36
Council tax
37
Deposit protection checks
38
HELP AND SUPPORT Where to go for advice
47
Useful contacts
48
Contract checking glossary
50
Notes
52
DURING TENANCY Repairs and responsibilities 39 Damp and mould
40
Infestations
40
Harassment
41
Leaving early
41
3
BEFORE THE SEARCH SECTION CONTENTS Who to live with
4
Housing for students with disabilities 7
Where to look
4
Costs and budgets
8
When to start looking
5
Avoid being scammed
9
Where to live
10
Types of accommodation 6
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?
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 www.imperialhomesolutions.co.uk
Search for properties advertised by private landlords and other students
Search travel times to and from campus 4
Post messages about the kind of room (or roommate) you’re looking for
Save your preferences and favourites
WHEN TO START LOOKING
SEARCH TIMELINE
The majority of private accommodation in London is advertised 1 - 2 months before it will be available.
Start speaking to your friends about whether you want to live together. Think about where you want to live and what budget you have.
Estate agents won’t know what properties are available in September/ October until 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. The landlords registered on Imperial Home Solutions are familiar with the student property market and often advertise their properties earlier in the year, allowing you to view the property without having to move in or pay rent until September/October. If you need to secure your accommodation before the summer, we recommend searching on the Imperial Home Solutions website.
“ 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.”
JANUARY, FEBRUARY
MARCH, APRIL, MAY Attend our annual Housing Events. Meet local housing providers, speak with experts and learn about househunting dos and don’ts. Landlords begin to advertise properties on Imperial Home Solutions 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 the last minute? Don’t worry as there are still plenty of properties available.
SEPTEMBER/OCTOBER MOVE IN!
NOVEMBER, DECEMBER Relax and enjoy your new home.
Isaac Tan, Imperial PG student Read more about Isaac’s house search: bit.ly/Isaac-accommodation-blog
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TYPES OF ACCOMMODATION
start here
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 share a house/flat with friends or people you know?
yes Do you want to have your own bathroom?
yes
no Rent a room
Also want a separate lounge and bedroom?
yes
Become a lodger! Choose between living with the landlord, or find a room in a houseshare among other room renters.
no
Consider renting a one-bed flat Cherish more personal space! Be aware: this is an expensive
Rent a studio apartment Everything you need in one place!
Happy to share a bathroom and a kitchen?
yes
no
Get a bedsit You’ll have your own kitchen in your room, but will share bathroom facilities.
Share with your friends 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
Try a studio in a private hall Get the best of both worlds! Complete privacy within a student environment
6
no
yes
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
HALLS OF RESIDENCE Staying in a halls of residence is a popular choice as it offers a sense of familiarity. Imperial offers accommodation in one hall for continuing students. There are numerous private hall providers offering a range of room types and facilities. Imperial Halls - Evelyn Gardens
Private Halls
Staying on in College accommodation for another year could be a great transitional option.
Many private halls provide common areas where you can engage with other students.
Visit our returning students accommodation page for further information. bit.ly/evelyngardens
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 to find out more: 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 AVAILABLE 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 – www.disabilityrights.uk.org Helpline for Disability Rights- 0330 995 0414 | Email: students@disabilityrightsuk.org 7
Letting agents
Managing 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 can solely manage properties in addition to connecting prospective tenants with landlords. 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.
Redress scheme
Accreditation schemes
The Property Ombudsman www.tpos.co.uk
Association of Residential Lettings Agents (ARLA) – www.arla.co.uk
The Property Redress Scheme
National Landlords Association (NLA) –
COSTS AND BUDGETS Consider what other costs you’ll have when calculating your budget. The Money Advice Service helps you find cheaper utility alternatives: www.moneyadviceservice.org.uk UTILITY BILLS
8
Electricity and gas
Broadband
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.
Typically paid monthly; do look around for the best deal!
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.
If you watch live TV or use streaming, you will need a TV licence. Currently £159.00 per annum.
Water
Insurance
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.
Paid monthly. Look around for the best deals. Endsleigh are responsible for insurance in Imperial halls of residence. Their website is www.endsleigh.co.uk
TV Licence
OTHER COSTS Don’t forget to include these other costs in your budget.
Travel - get discounted travel with a student Oyster card
Food Socials Phone bills Council tax (if you are not living with only full-time students - see page 28) COST OF LIVING Get information about the cost of living in London, money saving tips and advice on where you can access financial support if you need it from the College’s website: bit.ly/ic-living-costs
SCAMS Avoid being scammed. Your safety and security is most important, so if something doesn’t feel right, trust your instincts.
Be suspicious if you are asked to wire money through services such as Western Union
View the student accommodation fraud warning issued by the Metropolitan Police: bit.ly/imperial-fraud-warning
Be sure to check that the property actually exists, photos are not a substitute
How can you protect yourself against scams?
Never pay for a deposit in cash. Use a credit card if you can – this offers more protection
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)
Use the land registry to check if the landlord is the legal owner of the property. See page 16. Warning: Don’t be pressured by aggressive sales tactics. There are always plenty of properties to choose from. 9
1
2
10
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: www.london.gov.uk/rents
RENT RATES 1
1
21
32
65
60+
Travel times in minutes
Z3
ACTON TOWN, W3 Central London Ealing
AREA GUIDE 22022 020 3
FRONT
Imperial students living here
1211
Average rent pw
Properties I’ve viewed
to viewings and make notes!
Hous
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.
£226-286
studio
£302-362
1 bed
£369-429
2 bed
Prices shown are per property, per week
Looking to rent accommodation in the private sector? To get you started we have put together this handy pocket guide to help you decide which London area suits you best.
JUNE JULY AUGUST
This is a good time to l agents; they will have a of what will be availabl September and Octobe
Come along to our housing events. Meet local estate agents, speak with accommodation experts and learn about house hunting dos and don’ts, contracts, deposits and much more. Landlords begin to advertise properties on Imperial Home Solutions. imperialhomesolutions.co.uk
What’s inside � � � � �
MARCH APRIL MAY
AREA GUIDE 16 most popular areas for Imperial students to live When and where to look Support available to you Choose the right area for you House viewing checklist
Think about who you want to live with and where. Take your budget into consideration.
JANUARY FEBRUARY
How will you get to College; how long will it take? What’s your budget?
Are there public transport links nearby?
Does the area feel safe?
Does the area have the amenities you need?
Does your route involve a long walk? (consider latenights or poor weather)
Do you prefer the bustle of the city or a quieter area?
Our Rent Guarantor Scheme
Are you looking to rent private accommodation and need a UK guarantor? Imperial can help you out. What is a guarantor?
A guarantor agrees to guarantee the payment of your rent to a landlord/ agent in the event that you cannot meet your financial obligations. Many landlords require a UK-based guarantor, meaning that some international students may encounter difficulties.
To support this, the College can act as a UK-based guarantor for Imperial students who may require this service when securing rental of private accommodation. Find out if you are eligible and learn more online: imperial.ac.uk/accommodation/rentguarantor
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:
WHERE TO LIVE
RENT RATES - POSTCODE MAP
St Mary’s Campus Hammersmith and White City Campus
W
Charing Cross Campus
South Kensington Campus
Chelsea and Westmister Campus
Royal Brompton Campus
£501+
£433
£392 £331
Under £301
Average price per week per 1-bed property 11
FOUND SOMEWHERE. NOW WHAT? SECTION CONTENTS
VIEWING THE PROPERTY
Viewing the property
12
What to look for and ask
13
Reaching an agreement
14
Understanding letting fees
14
Holding deposits
15
Property owner/ HMO checks
16
References and guarantors
17
Right to rent
18
Contracts 20 Break Clauses 22 Security Deposits
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 ammenities in the area, food, shops, etc. 12
23
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
KITCHEN
Look out for discoloured or damp patches.
Cooking ammenities/ laundry facilities available? Are they in working order?
DAMPNESS AND MOULD
PESTS
Are there any signs of damp, mould and draughts?
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 etand plumbing fixtures are in working. 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. 13
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.
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. The Student Accommodation Office offers a contract checking service. Email us at
accommodation@imperial.ac.uk for advice before signing.
UNDERSTANDING LETTING FEES FROM 1 JUNE 2019, THE TENANT FEES ACT CAME INTO ACTION, BANNING 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:
Fees that you can be charged are:
if you are more than 14 days late paying your rent
credit and immigration checks
the cost of replacing a key or fob
administration
renewing your contract
if you want to end or change a term in your tenancy
referencing
For more information see the Guidance for Tenants, published by the government. www.gov.uk/guidance/information-for-tenants If you are charged a fee that you do not think is legal, you should raise this with your landlord or letting agent. Professional letting agents are aware of the legislation. 14
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 non-refundable. Ask for a receipt and a copy of the terms and conditions. From 1 June 2019, a holding deposit can not be more than 1 week’s rent.
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)
WHAT HAPPENS WHEN YOU PAY 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
If the agreement is cancelled, and it’s not your fault, the holding deposit should be returned to you. If you decide you no longer want the property, you could lose your deposit.
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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. www.gov.uk/find-local-council UNDERSTANDING LICENSING Mandatory HMO Licensing It is a legal requirement to licence properties that are defined as Mandatory HMOs - larger shared rental properties with five or more (unrelated) people from more than one household.
Additional HMO Licensing Applies to smaller shared houses and flats with three or more (unrelated) occupants from more than one household.
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: www.gov.uk/search-property-information-land-registry
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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 UK-based). 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/imperial-rent-guarantor Please note a £60 inc. VAT administration fee applies per submitted application.
WE HAVE ACTED AS GUARANTOR FOR OVER 800 STUDENTS SINCE 2017
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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. 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. See the website for more information: www.gov.uk/check-tenant-right-to-rent-documents
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.
CHANGES DUE TO COVID-19 As a result of COVID-19 there are additional ways you can check documents, including digitally, making checks on a video call, and what to do if a tenant cannot provide any accepted documents. See the website for more information: www.gov.uk/ guidance/coronavirus-covid-19-landlord-right-to-rentchecks
EU RESIDENTS If you are an EU, EEA or Swiss citizen and need support regarding Right to Rent please read through information at: www.gov.uk/check-tenant-right-to-rent-documents/ how-to-check
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RIGHT-TO-RENT CHECKS Depending on your immigration status you will need to have the following checks I have an unlimited right to rent
I have time-limited right to rent
Right-to-rent checks take place before the start of your tenancy
Right-to-rent checks must be done within 28 days of the tenancy start date
No further checks are required for this tenancy
Your documents will need to be checked again 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
CHECK YOUR ELIGIBILITY ON WWW.GOV.UK If you need further help or advice, visit the International Student Support Office, Level 3, Sherfield Building
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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).
TYPES OF CONTRACTS 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 notice
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) A fixed term agreement between the landlord and tenant either individually or as a group. The main contractual obligations are: Tenant
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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)
Landlord
Let you live in the property free from harassment (the landlord has to give reasonable (usually 24 hours) notice if he wishes 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.
Joint vs Individual tenancies 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 (e.g. kitchen) and all of the household bills.
CONTRACT CHECKING
Have someone look over the contract; a parent, a solicitor or the Student Accommodation Office.
Use our online contract checker bit.ly/ contract-checking
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 Email our advisors: accommodation@imperial.ac.uk
EACH YEAR WE HELP OVER 200 STUDENTS CHECK THEIR CONTRACTS 21
CONTRACTS 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.) Are utility bills included/excluded from rent?)
Contact details in case of an emergency
Length of notice period
Landlord’s right of access
Where the security deposit is protected /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.
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ADDING AN ADDENDUM “The attached tenancy agreement dated 1 February 2019 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 is required.
SECURITY DEPOSITS From 1 June 2019, the maximum tenancy deposit is equal to 5 weeks rent. WHAT IS TENANCY DEPOSIT PROTECTION?
DEPOSIT PROTECTION SCHEMES
It is an independent scheme that has been designed to ensure:
Your landlord or agent must protect your deposit with an authorised scheme if you have an assured shorthold tenancy.
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.
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.
The agent or landlord has 30 days to place your deposit into one of these schemes. The Deposit Protection Service 0330 303 0030 www.depositprotection.com
My Deposits 0333 321 9401 www.mydeposits.co.uk
The Tenancy Deposit Scheme 0300 037 1000 www.tenancydepositscheme. com
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MOVING IN: THE FIRST FEW DAYS Take some time to check documents, inventory and safety requirements are in order once you move in.
SECTION CONTENTS
DOCUMENTS TO HAVE
Inventory 25
If you have an Assured Shorthold Tenancy check that you have been provided with the following documents:
Insurance 26
□
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).
□
Prescribed deposit protection information
Moving in checklists
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Safety 26 Bills 27 TV Licence 27 Council Tax 28 Deposit Protection
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28
TO DO LIST Check inventory
Sort bills Internet
Submit council tax exemption
Get insurance
TV Licence Gas Electricity Water
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
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
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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.
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.
Gas Safety 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.
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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
Open a joint bank account for bills only, and each set up a standing order
Start a money pot for household essentials, e.g. toiletries, detergents
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.
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
If you are away during the summer period you may be eligible for a refund. For more information go to: www.tvlicensing.co.uk
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COUNCIL TAX
Council tax charges
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 www.gov.uk/pay-council-tax
All full time students = Full council tax exemption
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.
One is not a full-time student = 25% Discount
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.
2 X full time students 1 X part time student 1 X non-student = Full council tax is payable
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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
The name and contact details of any third party
How much deposit you’ve paid
How the deposit is protected
In what circumstances would some or all of the deposit be retained
The name and contact details of the TDP scheme
How to apply to get the deposit back
The landlord or agent’s name and contact details
What to do if you can’t get hold of the landlord at the end of the tenancy
Who is paid the deposit
What to do if there’s a dispute over the deposit
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.
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DURING YOUR TENANCY Things can change or go wrong. Know your rights and responsibilities.
SECTION CONTENTS Repairs - landlord’s responsibilities 30
Harassment
32
Damp and mould
31
Leaving early
33
Infestations
31
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.
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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 Tenants 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.
Damp and condensation Depending on the cause, heating and ventilation can remove damp and hiring or purchasing a dehumidifier can help. Avoiding excessive moisture in the air by:
Covering pans whilst cooking
Opening windows after showering
Drying clothes outside
INFESTATIONS Infestations can be a problem. Local councils offer services to treat or eliminate them. WHAT YOU CAN DO
WHAT THE LANDLORD 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.
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 Bedbugs are becoming more and more common in London. Report this immediately and seek advice on 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.
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HARASSMENT
EXAMPLES OF HARASSMENT
WHAT IS 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.
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
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
LEAVING THE PROPERTY Once you sign a tenancy agreement, 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.
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WAYS YOU CAN LEAVE A PROPERTY EARLY BREAK CLAUSE
SUBLETTING
You may be able to end your tenancy early if the contract includes a break clause.
This is when you find a replacement tenant for your room but you continue to make payments to your landlord.
ASSIGNING A REPLACEMENT TENANT A landlord or agent may consider releasing you from your contract if you find a replacement tenant.
It is your responsibility to 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
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 tenant guidance. http://bit.ly/gov-tenant-guidance
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: Application by tenant or local housing authority for a Rent Repayment Order (Housing and Planning Act 2016) - GOV.UK (www.gov.uk) 33
MOVING OUT Preparing to leave? Crucial steps for your departure.
SECTION CONTENTS Moving-out checklist
34
Deposit disputes
35
Inventory checks and deposits
35
Deposit FAQs 37
MOVING-OUT CHECKLIST □
Check your tenancy agreement
Check your meters
Does your contract have a moving out procedure? Check it and follow the requirements, especially the notice period.
Take final meter readings as you move out.
□
Ensure all your utility bills are paid up until the date you are leaving and inform the providers that you are moving out.
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 timestamps, if necessary).
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□ □
□
Pay your final bills and cancel any contracts
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
Not allowed
Unpaid rent
Fair wear and tear
Damage or changes to the property
Missing items
Betterment (e.g. charging you costs of property value improvements)
Cleaning costs
Charging you for damage that was there before you moved in
DEPOSIT DISPUTES 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 have a Licence Agreement you can seek support from:
Student Accommodation Office: Sherfield Building
Imperial College Union: Beit Hall
The Citizens Advice Bureau www.citizensadvice.org.uk/housing
The housing charity Shelter: bit.ly/shelter-helpline 35
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: www.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 time-consuming. 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
There is a lot of support available to you, get in touch or seek help if you need it.
SECTION CONTENTS Where to go for advice
37
Useful contacts 38
Contract checking glossary
40
WHERE TO GO FOR ADVICE STUDENT ACCOMMODATION OFFICE
CITIZENS ADVICE
The Student Accommodation Office provides advice and guidance on renting in the private sector. If you need assistance, get in contact with us.
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: www.citizensadvice.org.uk
Level 3 Sherfield Building accommodation@imperial.ac.uk imperial.ac.uk/accommodation 020 7594 9444 | @ImperialAccomm SHELTER Shelter is a housing charity. You can get expert housing advice from Shelter advisers www.england.shelter.org.uk Tel: 0808 800 4444 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:
IMPERIAL COLLEGE STUDENT UNION The Student Advice Centre can help you with common housing issues by calling 02075948060 or emailing advice@imperial.ac.uk. www.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
www.gov.uk/find-local-council 37
USEFUL CONTACTS
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 GAS British Gas www.britishgas.co.uk General Enquiries: 0800 048 0202 Gas Pay As You Go Enquiries: 0800 048 0303 ELECTRICITY London Energy General Enquiries: 0800 096 9000 EDF Energy New customers: Sales Enquiries: 0800 096 4063 Existing customers: Account queries: 0800 056 7777 E.ON www.eonenergy.com General enquiries 0345 052 0000
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WATER Thames Water www.thameswater.co.uk General Enquiries: 0800 316 9800 Billing and Account Enquiries: 0800 980 8800 TELEPHONE AND BROADBAND British Telecom www.bt.com General Enquiries: 020 7356 5000 Virgin Media www.virginmedia.com Contact number: 0800 052 0422 Sky www.sky.com General Enquiries: 0844 2411 653 TV LICENCE TV Licensing www.tvlicensing.co.uk General Enquiries: 0300 790 6130 and 0300 790 6144
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
COUNCIL TAX Please find below details of Local Authority Council Tax Departments: General Information www.gov.uk Valuation Office Agency www.voa.gov.uk 03000 501 501
Kensington & Chelsea www.rbkc.gov.uk counciltax@rbkc.gov.uk Enquiry Line: 020 7361 3000 Council Tax line: 020 7361 3005
Brent www.brent.gov.uk counciltax@brent.gov.uk Enquiry Line: 020 8937 1234 Council Tax Line: 020 8937 1790
Lambeth www.lambeth.gov.uk counciltax@lambeth.gov.uk Enquiry Line: 020 7926 1000 Council Tax Line: 0345 302 2312
Camden www.camden.gov.uk Enquiry Line: 020 7974 4444 Council Tax Line: 020 7974 6470
Southwark www.southwark.gov.uk counciltax@southwark.gov.uk Enquiry Line: 020 7525 5000 Council Tax Line: 020 7525 1850
Ealing www.ealing.gov.uk revenues@ealing.gov.uk Enquiry Line: 020 8825 5000 Council Tax Line: 020 8825 7050 Hammersmith & Fulham www.lbhf.gov.uk counciltax@lbhf.gov.uk Enquiry Line: 020 8748 3020 Council Tax Line: 020 8753 6681 Haringey www.haringey.gov.uk council.tax@haringey.gov.uk Out of hours enquiry Line: 020 8489 0000 Council Tax Line: 020 8489 3557
Tower Hamlets www.towerhamlets.gov.uk counciltax@towerhamlets.gov.uk Enquiry Line: 020 7364 5020 Council Tax Line: 020 7364 5002 Wandsworth Council www.wandsworth.gov.uk counciltax@wandsworth.gov.uk Enquiry Line: 020 8871 6000 Council Tax Line: 020 8871 8081 Westminster www.westminster.gov.uk westminster.counciltax1@secure.capita.co.uk Enquiry Line: 020 7641 6000 Council Tax Line: 0343 178 2743
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CONTRACT CHECKING GLOSSARY So, you’ve found the perfect home, and the landlord/agent has given you a contract to sign. You’ll definitely want to look through it carefully. Use our contract checking glossary to help you understand key terms usually found in a tenancy contract.
TERM
MEANING
Agency fees
Money due to an Agency, agreed with a client, as payment for providing a service.
Agreement
The contract made between the parties governing a Letting, which should always be in writing.
Alterations
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.
TERM
MEANING
TERM
Fair terms (see also unfair terms)
Terms that are not unreasonable to either party to an agreement and do not breach statutory regulations
Property inspection
Habitable
Clean, structurally stable, free from disrepair infestation and dampness prejudicial to health.
Quiet enjoyment
Harassment
House of Multiple Occupancy (HMO)
Implied obligation
Inventory
Joint and several liability
Landlord/lady
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. Owner of the freehold or lease of a property who lets the property to someone else.
MEANING 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.
Rent book
A document containing a clear record of rent payments and statement of statutory obligations.
Rent collection
The act of demanding and ensuring that rent is paid over in the manner specified.
Resident landlord
Schedule of condition
Space heating Statutory notices Statutory requirement/obligation
A landlord who is ordinarily living with the subject property. Special tenancy rules apply. See page 15 on license agreements. Organised list of the state and condition of a property and a specified date.
Appliances for the heating of an internal area of a building 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.
Legal obligation
Legally bound duty that an individual is required to undertake in order to fulfil the rules as set in law.
Statutory tenancies
Letting
Process of arrangement between landlord and tenant and commitment to a tenancy agreement.
Tenancy renewal
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.
Unfair terms
Terms that are unreasonable to any – or all – parties to an agreement and may breach statutory regulations.
Utility companies
A term applied to commercial companies providing the essential services of gas electricity, water, sewage treatment and telephone.
Mediation Plant Periodic tenancy Possession
Informal attempts of a third party to bring about the settlement of a dispute between parties to a contract. A general term of heavy equipment e.g. air conditioning systems, boilers. 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.
Tenancies granted or maintained by law
