Tenant Guide & fees

  1. Referencing Procedure
  2. Deposit
  3. Administration/Reference Applications
  4. Tenancy Agreement
  5. Payment
  6. Managed Properties
  7. Rental Payment
  8. Notice to end a tenancy
  9. Deposit Returns
  10. Tenants' obligations
  11. Property Inspection

Referencing Procedure

As soon as a suitable property has been found, you will need to complete reference application forms. We utilise the services of a credit-referencing agency to take up the following references, here is an example of just a few of the references sought:

  • Confirmation of employment, salary confirmation.
  • Personal & Photographic identification (passport or driving licence).
  • Previous Landlord references.
  • Students (Guarantor or proof or funding).
  • Self-Employed (Accountants references, trading details etc)

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A deposit is usually a full one months’ rent, which will be required to be paid as soon as possible once accepting the property.
This is in order to reserve the property and remove it from our availability list. Should the tenant withdraw from the proposed letting through no fault of the landlord or the agent, the full deposit will be retained in order to recover all costs incurred. The deposit will NOT be retained should the Tenant's withdrawal be due to a breach of the proposed letting agreement by the landlord or the managing agent.
The deposit shows good faith on the part of a prospective tenant enabling the landlord to take further action in the confident knowledge that the applicant is true and fully committed to the proposal:
For example:

  • Cancel any advertising for the letting
  • Tell other applicants that the tenancy has been taken subject to satisfactory references
  • Prepare a letting agreement
  • Take up references
  • Carry out credit checks

We protect your deposit with a government approved scheme called Deposit Protection Service (DPS)

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Administration/ Reference Applications

All administration/reference fees are due at the start of the application process once the offer has been verbally agreed. This will secure the property for you subject to satisfactory references being received on behalf of all applicable tenants.

It is imperative that you disclose all relevant facts that may adversely affect your reference outcome prior to entering into the above.

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Tenancy Agreement

Both the Landlord and tenant/s will be required to sign a tenancy agreement prior to the tenancy commencing, the agreement outlines both tenant and landlord obligations.
Generally, most tenancies run for a period of twelve months, we will contact you at the end of the tenancy to see whether you wish to renew your agreement for a further period and will liaise with the landlord to organise the documentation. It is important you note that the agreement is made between landlord and tenant; we act for the landlord only.
By legal requirement we will issue you with a sample template agreement which we ask you read very carefully, should any questions arise regarding this legal document we advise you to seek independent legal advice.

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Once a moving date has been agreed and references have all been approved by the landlord, the tenancy agreement will need to be signed by all parties and the initial monies in full will become due less any deposit previously paid.

This is made up of the following:

  • Deposit is equivalent to one month's rent.
  • The first month's rent in advance (rent is worked out on a per calendar month basis), which is if you are not aware the weekly rent, multiplied by 52 weeks and divided by twelve months to give the per calendar month rental figure.

The above monies need to be cleared in our account before the tenancy is able to commence. Payment can be made by BACS Transfer directly into our client bank account and it must be shown as cleared.

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Managed Properties

We do get instructed to fully manage some of our landlord’s properties, if this is the case, with your tenancy we will inform you prior to your tenancy commencing. If we are managing then any faults with appliances or problems within the property will need to be reported to us and we will deal with the problem as quickly and efficiently as possible. Failure to report an ongoing problem may turn the onus onto you; please report any problems you feel need attention.

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Rental Payment

Rental payments are always made by standing order or BACS transfer to the letting agent's bank account - with the exception of let only properties where payment is made directly to the landlord.

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Notice to end a tenancy

To terminate your tenancy subject to term, you will normally be required to give us at least one months’ notice in writing of your intention to leave, unless otherwise specified in your specific tenancy agreement.


The responsibility for your belongings are down to you, you must ensure you have adequate contents insurance, the landlord accepts no responsibility and cannot be held responsible for any loss or damage to tenants possessions.

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Deposit Returns

When your tenancy ends an inspection of the property will be carried out. This will be conducted by the agent acting on behalf of the tenant and landlord.

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Tenant's obligations

The responsibility for the property lies with the tenant during the period of tenancy, always ensure that the property is fully secured and that during the winter months steps are taken to prevent freezing of the water and heating system.

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Property Inspection

If we are instructed as managing agents for your property, we will carry out quarterly inspections to assess the condition of the property and that everything is being kept in a satisfactory condition. We will always arrange this with you at a mutually convenient time.

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44A High Street Leamington Spa CV31 1LW | 01926 930409 | enquiries@ignite-properties.co.uk
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