Properties managed by Munrolock Beckenham Office 22 High Street Beckenham, Kent, BR3 1AY Tel: 020 8663 9000 Fax: 020 8462 5055 Hayes Office 31 Station Approach Hayes, Kent, BR2 7EB Tel: 020 8462 8080 Fax: 020 8462 5055 www.munrolock.co.uk admin@munrolock.co.uk
Now you have moved in First ensure you have contacted the utility companies that you have moved in and take meter readings. You will need to inform some or all of the following: • • • • • • • •
The Local council for council tax Electricity supplier Gas supplier Water supplier Telephone supplier Cable / Satellite supplier Television License DVLA
Also you should receive from Munrolock or the landlord some or all of the following: • • • • • • •
Copy of the Tenancy Agreement Copy of your standing order mandate Energy Performance certificate Gas safety Certificate Any instruction manuals for the boiler and appliances Inventory report Check in report
Your Tenancy Agreement will state who will be holding your deposit and what government scheme it is protected by. It will also state whether we collect rent or the landlord. Maintenance will be with by Munrolock. It will state this on your tenancy agreement. There will also be property inspections every three months.
Rent due days and collection of rent It is a condition of renting through Munrolock that a standing order mandate is set up to collect rent. This is not the same as a direct debit and we or the landlord cannot alter the payments or take the money out of your account. Though we set up the standing order, it is common for the banks not to process them in time. It is solely your responsbility to ensure that the rent is in Munrolock’s account by the rent due date. Failure to pay the rent on time will result in charges made to you. Cancelling the standing order will result in the same.
The Tenancy Agreement
Your Tenancy Agreement is a legally binding document, please keep it safe. If you need another copy we can supply one, but at a charge of ÂŁ10 +vat.
The end of the tenancy The Tenancy agreement you sign is a legally binding document. You cannot end your tenancy early without the agreement of the Landlord. Even then, charges maybe payable. You are also not permitted to sublet or move other people into the property, both are in breach of your agreement. You can end the tenancy at anytime from a month before your initial term is set to end, by giving one months notice. A check out may be booked and you will hand over keys to the clerk. Your deposit will be dealt with in the way outlined later on in this handbook.
Did you know? You can use www.iammoving.com to change all your suppliers and services to your new address and to find the cheapest utility suppliers. It’s a free service.
Council tax team Civic Centre, Stockwell Close, Bromley BR1 3UH 0845 1300 330 0208 315 1400 council.tax@bromley.gov.uk
Your Deposit All new tenancy deposits must be protected in a government-authorised scheme. This new rule applies if the tenancy is an assured shorthold tenancy. The Government wants to make sure tenants’ deposits are protected so that: • Tenants get all or part of their deposit back, when they are entitled to it. • Any disputes between tenants and landlords or agents will be easier to resolve. • Tenants are encouraged to look after the property they are renting. At the end of the tenancy, following adequate written notice, a landlord or agent can seek possession of the property. A tenant who refuses to leave cannot be evicted without a court possession order. A landlord or agent will lose their automatic right to regain possession of the property at the end of the tenancy unless they have protected the deposit in a scheme and given the tenant information about how it is protected. Moving in At the beginning of a new tenancy agreement, the tenant pays the deposit to the landlord or agent as usual, who must ensure it is protected. 1. There is a custodial scheme. Where the money is held by the scheme until the end of the tenancy. The landlord or agent simply puts the deposit into the scheme at the beginning of the tenancy. This is the service Munrolock uses. 2. Insurance-based schemes Under the insurance schemes the landlord keeps the deposit, and pays the insurance scheme to insure against the landlord failing to repay the tenant any money due to him. There is a choice of two insurance-based schemes. Within 14 days of taking the deposit, the landlord or agent must provide the tenant with details of how the deposit is being protected including: • The contact details of the tenancy deposit scheme selected • The landlord or agent’s contact details • How to apply for the release of the deposit • Information explaining the purpose of the deposit • What to do if there is a dispute about the deposit Tenants have a responsibility to return the property in the same condition they took it on.
Moving out At the end of tenancy the condition and contents of the property should be checked against the agreement made at the start of the tenancy. The landlord or agent then agrees with the tenant how much of the deposit will be returned to them. Within 10 days the agreed amount of the deposit will be returned to the tenant. Resolving disputes If no agreement can be reached about how much of the deposit should be returned, there will be a free service to help resolve disputes offered by the scheme which is protecting the deposit. What if the deposit has not been registered? The tenant can apply to the local county court. The court can order the landlord or agent to either repay the deposit to the tenant or protect it in a scheme. If the landlord or agent has not protected the deposit, and they fail to do so within 14 days, they will be ordered to pay the tenant three times the amount of the deposit.
Scheme Providers The Deposit Protection Service (The DPS) The DPS is the only custodial deposit protection scheme, meaning the deposit is held in the DpS bank account. For more information, visit www.depositprotection.com or telephone 0870 707 1 707. My Deposits (formerly TDSL) This insurance-based tenancy deposit protection scheme enables landlords, either directly or through agents, to hold deposits. Letting agents can also join the scheme. For more information, visit www.mydeposits.co.uk or telephone 0871 703 0552. The Tenancy Deposit Scheme (TDS) TDS is an insurance-backed deposit protection and dispute resolution scheme run by The Dispute Service. The new scheme enables letting agents and landlords to hold deposits. For more information, visit www.thedisputeservice.co.uk or call 0845 226 7837
Normally the Inventory and Check in are paid for by the landlord, the tenant pays for the Check out.
Inventories / Checkins and Check outs Why is an inventory needed? A professionally drawn up inventory and schedule of condition will protect you from any unwarranted disputes by the Landlord at the end of the tenancy. If there is an insufficient, outdated or even worse, no inventory then you will have no evidence of what the property was like at the start of the tenancy. A thorough inventory will detail for you not only the contents within the property but the condition of them as well as the condition of the property itself including fixtures and fittings – such as carpets, curtains and light fittings. If there is a clear indication of what the property is like at the start of your tenancy you can use this as a measure against the condition of the property at the end, with allowance for fair wear and tear. Without this there is an element of doubt about the property which can lead to protracted disputes which may have to go to an independent party for adjudication or finish up in a Court of Law A professional inventory provider is trained to be impartial both at the time of making the original inventory and at the check out. Their evidence will be relied upon in the event of a dispute over the deposit at the end and you can be confident that the documentation will
How can I help the process? Whether you are actually checked into the property at the start of the tenancy or are given the inventory to check through yourself – it is important that you take this process seriously. Compare each item listed on the inventory, checking that you agree with the condition given. If there are issues that you don’t agree with, don’t ignore it, but bring it to the attention of the person conducting the check in, or if you are going through the property yourself contact the agent within 7 days of receiving the report..
Property Inspections It is a condition of your Tenancy Agreement that you allow us access every three months for a Property inspection. You will be in breach of your agreement if you refuse us access. If you wish to be present, then you will need to arrange to be there at the times we give you.
Condition of the property when you move in You should check carefully the condition of the property and its contents when you move in. If you find anything that is not in good order, please report it to the landlord straight away. The property is let as seen at the time of viewing; and requests for extra furniture, appliances, redecoration or removal of items, will not normally be considered after the tenancy is entered into. It is not compulsory for the Landlord to arrange for a professional clean before you move in. However if a professional clean is carried out, then you as a tenant will have to arrange a professional clean when you move out and the receipt for this produced, or the cost of a professional clean will be deducted from your deposit. Sometime it is inevitable that the property is not in the condition cleanliness wise that you would expect. Everyone’s opinion of cleanliness varies, so you should be prepared that you may have to take on some cleaning when you move in. Insurance As tenant(s), you will be responsible for the safe-keeping of the property and its contents and unless otherwise advised, you will be responsible for insuring the contents of the property and the safe-keeping of your own valuables. Damp and Condensation Damp can be a problem if a property is not adequately ventilated. You should ensure that any extractor fans are left connected and are properly used. It is also important to open windows as necessary to encourage an adequate flow of fresh air through the property after bathing or showering in order to allow damp air a chance to escape. The hanging of washing and wet clothes will also create large amounts of damp air and again, it will be important to provide adequate ventilation in such circumstances. The presence of mould or dark spots are a common sign of inadequate ventilation. You should remove any you see by wiping the affected areas with a mild bleach. If the problem persists, then you should inform the landlord. Gas Appliances Gas Safety regulations now apply to both landlords and tenants in rented property. In order to comply with the regulations, it is necessary that safety checks be carried out every 12 months on any gas appliance in the property by a Corgi registered engineer. The tenant is required to allow entry with reasonable notice for this purpose. A copy of the gas safety record will be made available to tenants.
Maintenance and repairs The Landlord will ensure that: Where access is required for routine inspection(s), the tenants receive notification of the date, time and purpose of the visit not less that 24 hours in advance. Save in circumstances where issuance of such notice is impractical and that tenant privacy and entitlement to freedom from unnecessary intrusion is respected. Repairs Procedure You are responsible, with the Landlord, for looking after and maintaining the property. This section explains briefly what our shared responsibilities are, how to report a repair and howwe deal with them. Your Landlord will be happy to answer your questions. Reporting Repairs Your first point of contact is Munrolock Your first contact should be via email to either emma@munrolock.co.uk or admin@ munrolock.co.uk. When you report your repair please make sure that you give us a daytime contact number. The contractor will contact you and arrange a convenient time to call. If the contractor does not contact you or the repair is not done within the time stated, you should contact The Landlord or Munrolock, where we will be chased up. For repairs that are likely to cost more than ÂŁ250, it is likely that estimates will need to be obtained. This means some repairs can take longer than anticipated. All repairs and maintenance can only be carried out if the contractors are able to contact you. In respect to emergency repairs, the contractor may not contact you to arrange a convenient time, but instead will use our management keys to enter the property. In respect to urgent and routine repairs, the contractor will try to contact you 2 or 3 times. If you do not respond after this, the contractor will arrange to use our management keys to enter the property. It is your responsibility to ensure we can access the property when needed for repairs.
Repair Response Times In order to ensure that repairs are carried out in relation to how urgent they are, we have agreed a set of response times. All repairs are put into different categories for which the response times of it being reported are as follows:-
Emergency Repairs
Urgent Repairs
Routine Repairs
24 hours
5 Days
20 Days
Emergency Repairs An emergency repair is a repair that if not dealt with quickly, could affect the health, safety or security, of either yourself or any another persons using the building. These include: A blocked toilet or broken WC pan Broken door or window which makes your home unsafe A burst pipe Electricity failure Loss of water supply Complete failure of heating or loss of hot water in winter only, where there are small children. Blocked drain/soil stack Urgent Repair This is a repair that causes a loss of an essential facility or a major inconvenience, and if left unattended could cause further inconvenience, damage or harm to other people. For example: Leaking roof Overflow from toilet cistern Cracked bath or wash basin Loss of heating or Hot water to non vulnerable tenants and during the summer. Leaking waste pipe Routine Repair A repair that can be left for a while, without causing too much disruption or inconvenience. For example: Blocked or broken gutters or drainpipes Minor roof repairs Glazing or plaster repairs Repairs to kitchen fittings
Maintenance and repairs Repair Responsibilities Of the Landlord The Landlord is responsible for the upkeep of: The structure of the building The outside of your home, which includes the communal areas The plumbing, electrical and heating systems that were originally provided by the Landlord This includes: The roof, drains, gutters and outside pipes Outside walls, doors, window sills, window frames & glass Outside painting and decoration Internal walls, skirting boards, doors & door frames, door jambs, thresholds, floors and ceilings (but not internal painting & decorating) Major internal plasterwork Flues, chimneys and chimney stacks (but not cleaning the chimneys) Fences, pathways, boundary walls, steps, ramps and stair-lifts Garages and outbuildings (where provided by the landlord) Common entrances, stairways, lifts and lighting Rubbish chutes Water pipes & tanks, gas pipes and electrical wiring Electrical sockets and smoke detectors (where fitted by the landlord), light fittings (but not plugs or other fittings that are not fitted by the landlord) Basins, sinks, baths, toilets, flushing systems and waste pipes Water heaters, boilers, fireplaces, fitted fires and radiators Re-tiling in bathrooms and kitchens Please Note: There are certain repairs that if caused by you, a member of your household or avisitor to your home, may result in you being liable to pay for the cost of making the repair (for instance, broken windows or doors). A tenant like manner Some tenants do believe that Landlords should be responsible for all repairs and maintenance, but this is not the case. Many items and repairs are needed due to the constant use of them by the tenants, which in turn can make the tenant responsible for the repair.
Tenant’s Repair Responsibilities You are responsible for: Internal decoration Minor repairs Maintenance of appliances and fittings installed by you that do not belong to the Landlord This includes: Painting and decorating the inside of your home Altering doors for carpets Replacing lost or damaged keys (We will charge you for the actual cost of replacing keys) Repairing small plaster cracks Replacing electric plugs, fuses & light bulbs The upkeep of your own garden Plumbing in your own washing machine Replacing the toilet seat Bath and sink plugs. If repairs are necessary to any of the Landlord’s furniture or fittings, contact the Agent/Landlord immediately. Do not make your own arrangements to have the repairs done as you may have to pay for them and any damage incurred. You should also report repairs to us that are our responsibility to carry out. These lists are not exhaustive and you will need to contact us if you are unsure. Appliances in the kitchen are very often the tenants responsibility to repair, as very often the very reason they need repairing is down to the use by the tenants. This would not usually be the case in the first three months, but after that the tenant will be liable for at least 50% of the repair costs to appliances. For example, if a washing machine is not draining properly, it is likely to be caused by something blocking the pipes. The tenant may be required to pay for the call out for this. Loose hinges, fuses, cupboard doors coming off, shelves being loose, limescale around a shower/bath, curtain poles coming loose etc are all usually the responsibility of the tenant to repair.
Your Tenancy Property Address
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Landlords Name
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Landlords Contact details
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Letting Agent contact
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Rent I / we are paying
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Date Intial Tenancy Term ends
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Deposit we paid
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Who holds deposit?
Landlord
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Munrolock
Which deposit Scheme
DPS
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TDS
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My Deposits
Confirmation Deposit Protected? ............................... ID Numbers / Code for deposit
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Move in Checklist Copy of Tenancy Agreement
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Energy Performance Certificate .......... Gas safety Certificate
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Checkin and Inventory
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Electricity
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Meter readings
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Gas
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Meter readings
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Water
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Cable/satellite
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Council
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Tv License
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Broadband .................................
Telephone
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