A TENANT’S GUIDE TO RENTING
Hilbery Chaplin has specialised in letting residential properties
for many years and prides itself on a personal service to both
landlord and tenant.
This document is designed to outline our terms and conditions and tries to answer most of the
questions that normally arise when a tenant is considering renting a property.
Should you have any further queries, we would be pleased to assist.
1. LOOKING FOR A SUITABLE PROPERTY
When you start looking for rental accommodation, you should allow a minimum of two weeks to find
a suitable property, however in certain instances we can organise a tenancy within a shorter
timescale. Your first step is to consider your requirements and priorities. The following are examples
of the variables to be considered:
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The maximum rent you wish to pay (see below)
How long you want to rent for
Commuting time to your workplace
Your need for local facilities, i.e. schools, shops, parks, restaurants
Type of property you would like, i.e. house/flat; modern/period
The areas in which you would like to live
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Whether furnished or unfurnished
Public transport options
It is important to recognise that your absolutely ideal property does not exist! You will have to
compromise on one or more of the above. The more flexible you are, the more likely it will be that
you can be settled without any undue delay.
2. AFFORDABILITY
All tenants are subject to a referencing process which includes an affordability calculation. Your
annual earnings (as an individual or as a couple) must be equal to or more than 3 times the annual
rent.
If you fall short of these figures, your application may be acceptable if you can provide a guarantor
depending on the Landlord’s agreement. Hilbery Chaplin can advise you further on this issue.
3. VIEWING PROPERTIES
When viewing, you must consider the property carefully and ensure that you check exactly what is
and is not included in the furnishings and fixtures.
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Any discussions or correspondence with the owner, or our staff, are expressly deemed to be subject
to application, reference and contract. A current tenant cannot speak on behalf of the landlord or
ourselves.
4. APPLICATION AND CREDIT REFERENCING
Once you have selected a property, we simply require you to complete an application form and to
pay a tenancy application fee which includes credit referencing charges. We use a credit search
agency to undertake the referencing process and this normally takes between 2 and 5 working days.
They provide us with information on the following: 
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Voters roll registration at current or previous addresses
Details of any previous bankruptcy in the last 5 years
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Details of other searches and financial transactions
Full score information on tenant (pass or fail)
Full employers reference, commencement date and salary
Previous/current Letting Agent or landlord report (where applicable)
Compilations and assessment of all available information
Recommendation on applicants suitability for the tenancy
Please note that the information supplied will be used to trace tenants who vacate leaving a property
damaged or in rent arrears.
We will contact you once all references and checks have been carried out to discuss potential movein dates, however, should you require an update after 5 working days (not including weekends or
bank holidays) please call us on 01708 770 444 or 01277 263 444.
Important: If you have a specific date or time table to move-in, this must be advised at the
application stage. However, no guarantees can be given as to a move-in date until all references and
checks have been satisfied.
NB: We cannot under any circumstances, divulge to you any information obtained from the credit
reference other than to say that it was satisfactory or not satisfactory.
5. ALL FEES
The following fees are payable at various stages prior to and during the tenancy period
Each occupant application fee to include credit reference, administration and contract fee - £192
The above is to be paid to Hilbery Chaplin prior to the application process. Please note that these fees
are non-refundable if you, as the proposed tenant, fail the credit reference or decide not to take
occupancy of the rental property.
A deposit equivalent to 6 weeks rent is required (see paragraph no.12). This is to be paid on day of
completion or before together with your first month's rent. (Personal cheques need to be presented
10 days before the start of the tenancy).
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Lease renewal fee - £96 per tenant. This becomes payable to Hilbery Chaplin if an extension to the
current tenancy agreement is required.
Company Let fees to include reference, administration and contract fee - £240
Guarantor Fees if required - £60
Outgoing tenant reference - £25 per tenant
All the figures quoted above are inclusive of VAT at the current rate.
6. PROOF OF IDENTITY
Before we can process your application, you will need to provide us with proof of your identity for us
to comply with the Money Laundering Regulations. Suitable documents would be a photo ID, i.e. a
driving licence with photo or passport and a recent utility bill bank statement or official letter
showing your current address. If applicable, we would also require an up to date VISA.
7. TENANCY AGREEMENT
You will be asked to sign a tenancy agreement. You should read this document very carefully and
keep a copy. If in doubt do not sign the agreement. The most frequently used tenancy agreement in
the letting of residential properties is called an Assured Shorthold Tenancy Agreement. An assured
shorthold tenancy is usually for an initial term of twelve months. This type of tenancy protects the
landlord so that possession can always be obtained once notice is served but must allow the tenant
to live in the property for not less than the initial term.
Hilbery Chaplin reserves the right not to proceed with a proposed tenancy.
8. RENT DAY
The Standing order must be set up for three days in advance of the rent due date to ensure cleared
funds are received by that date.
9. NON-PAYMENT OF RENT
Should this occur then a ‘late rent’ letter will be sent to you requesting immediate payment of the
overdue rent and should this not be heeded, action will be taken to recover the amount due. If the
matter has to go to court you will not only owe the rent but also our additional costs, legal expenses
and Court fees.
10. OUTGOINGS
The tenant is responsible for all outgoings i.e. water, gas, electricity, council tax. You should also
consider contents insurance for personal items within the property should the property be
unfurnished. As occupation is taken up, the necessary authorities should be informed of the date you
take up occupation and your on-going responsibility for their accounts.
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11. INVENTORY AND SCHEDULE OF CONDITION
A detailed inventory of the property should be given to you. It is essential that the inventory is
accurate as you will be asked to sign an inventory declaration upon taking occupation. Tenants will
then have 5 working days to make any amendments/corrections to the inventory where needed. If
no amendments are made by the tenant and returned in writing to one of our branches, within the
allotted time frame, the inventory will be deemed as accepted as read. Tenants will thereafter be
held liable to return the property in the same condition as detailed on the inventory.
12. DEPOSIT
We require tenants to provide 6 weeks rent as a deposit during the tenancy. The deposit, if held by
us, will be protected by The Tenancy Deposit Scheme and will be refunded at the end of the tenancy,
less of course any damage etc. Deposits will be returned ASAP after the property has been vacated
and keys returned to our office. No interest is paid on deposits held.
If pets are allowed by the Landlord an individual clause will be included in the agreement.
13. ELECTRICITY AND GAS SUPPLIES
These are the tenant’s responsibility. At the commencement of a tenancy, you should contact the
relevant companies notifying them of your occupation.
14. GAS SAFETY REGULATIONS 1994 – ANNUAL GAS SAFE INSPECTIONS
Gas heating systems must be checked regularly. By law, a Gas Safe approved contractor must inspect
each gas appliance in a property every 12 months; the cost of the inspection is the responsibility of
the landlord. Hilbery Chaplin will hold a Certificate of Gas Safety and a copy will be provided for the
tenants.
15. RATES
Our standard lease provides that the tenant is responsible for the payment of water rates. Some
properties are on a water meter. You will need to contact the relevant authority to arrange for
connection.
16. TELEPHONE
Tenants are responsible for any connection or re-connection charge and should contact the relevant
company to have the telephone changed to their name.
17. HOUSE AND CONTENTS INSURANCE
The landlord will insure the property and landlord's contents. Tenant’s contents are not covered by
the landlord's insurance. Hilbery Chaplin can provide information for tenant’s contents insurance if
required.
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18. COUNCIL TAX
This is the responsibility of the tenant. You need to advise the Council Tax Office of the date you
move in. Our experience shows that they are now very efficient and will track tenants from property
to property for recovery of tax. As Letting Agents, Hilbery Chaplin are obliged by law to tell the
council of your occupation, previous address and your forwarding address.
19. MAINTENANCE AND GROUND RENT (LEASEHOLD PROPERTIES ONLY)
The landlord is normally responsible for both the maintenance and ground rent charges.
20. CLEANING/GARDENING
The tenant must leave the house in a clean and tidy condition at the end of the tenancy. The garden
should also be left in neat order according to the season of the year. If this is not the case, then the
tenant is liable to deductions from their deposit to cover cleaning and gardening costs. All
dilapidations and associated costs will be agreed at the end of the tenancy.
21. PETS
Our standard lease precludes pets of any kind except upon written consent. See paragraph 12 for
further information.
22. INSPECTION
The lease allows Hilbery Chaplin to carry out inspections of the property to ensure that it is being
kept in the manner laid down in the tenancy agreement. Our management visits will include
investigation of defects, which come to our notice or are clearly and adequately brought to our
attention by the tenant. We would normally write informing you when these inspections are likely to
take place.
23. FAIR WEAR AND TEAR
The tenancy agreement allows for the tenant to have free and unabated use of the property. The
landlord accepts that there will be normal wear and tear to the property, fixtures and fittings. If
something has been maliciously damaged the tenant will be held responsible.
24. MAINTENANCE
Contact information will be supplied to the tenants on occupation for any items that need repair
during the tenancy.
25. NOTICE TO QUIT
The lease will bind the tenant for the initial minimum period. Should you wish to end the tenancy,
you must give Hilbery Chaplin Lettings the appropriate notice in writing, letting us know when you
wish to vacate. Our address is:
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Hilbery Chaplin
86 Market Place
Romford
Essex. RM1 3HQ
Email: [email protected]
If the landlord should require possession then two months’ notice must be provided by the landlord.
26. VACATION
On the day that you vacate the property you should:
Please note that your tenancy only ends when all the keys to the property keys have been returned.
Be warned. You are responsible for the property until the end of the tenancy even if you vacate early.
If vacant, the property should be left secure and during the winter months, the heating must be left
on at an appropriate level to prevent frost damage.
27. EARLY TERMINATION
If you wish to terminate a fixed term tenancy earlier than the end date of the agreement currently in
operation, and if, at his option, the landlord agrees to an early release, the following terms will apply:
a) To be responsible for the rent and utilities until a new tenant is found and they have moved in.
Your deposit to be returned after you vacate, minus any possible dilapidations from the original
inventory.
b) Payment of a charge for the breaking of the contract to cover the administration expenses of our
contractual costs to the landlord for the remainder of the tenancy term and the setting up of a
new tenancy.
If requirements a) and b) are not fulfilled you will be liable for the total remaining rent. If all
requirements are fulfilled you will be charged rent up to the day new tenants take occupancy and
your deposit will be forwarded to you after that date, minus any dilapidations from the original
inventory.
The landlord has the right to insist that the terms of the Tenancy Agreement are completed in full.
Neither Hilbery Chaplin, nor any associated estate agency has the right to agree either of the above
options.
28. OUR MANAGEMENT SERVICE
If the property is fully managed on behalf of your landlord, it will be within the personal control our
Property Management Administration Team, all of whom have had considerable experience working
in Property Management. You can rest assured that when you choose to rent from Hilbery Chaplin
Property Management you are in safe, professional hands.
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For your peace of mind Hilbery Chaplin are bonded members of the Association of Residential
Lettings Agents (ARLA) and are required to abide by a strict code of conduct. Should you have
any reason to make a formal complaint it will be dealt with expeditiously in accordance with
our complaints handling procedure and if we are unable to resolve your complaint to your
satisfaction we are members of The Property Ombudsman scheme who provide an
independent review system and we are bound by their decision.
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