Tenants Information

Congratulations, you have come to right place to find your next home here in Oxford, the city of dreaming spires. 

Our experienced residential lettings service for tenants, is exceptional in the Oxford property market for short term and long term lettings.  With an extensive portfolio of premium properties to choose from, we will search for the property that meets your requirements.

We pride ourselves in providing a consistent personal and friendly service and our dedicated lettings team is on hand to guide you through every step of the way.

Simply, contact Letting 4 Oxford with your requirements and we will do our best to find accommodation for you. Our houses and flats to rent in Oxford can range from a studio flat to a large detached house. 

We will offer you as many viewings as you require until you’ve decided on the right property that best suits your criteria, then complete an application, sit back and leave the rest to us. Before you know it we will be handing you the keys to your new home. 

It’s free to start the ball rolling. Just fill in and submit the form below with your details then we will let you know if we have a property that matches your needs. If nothing is available immediately then you’ll automatically be added to our data base and contacted when a suitable match is found. Typical, properties to rent become available about 1-2 months before the occupancy date, so where possible we advise tenants to start looking early. 

Click HERE to take a look at our property available or call 01865 368 426 

If you would like to write to us please feel free to contact us.

 

INFORMATION FOR TENANTS

 

We are glad that you are interested in one of our properties.  For your convenience, we have prepared this overview of our guidelines used in processing all tenancy applications.  Please feel free to ask any questions.

 

Helping you find the perfect property

Our personnel are fully trained in assisting tenants to find properties to rent that will precisely meet their requirements. We maintain a database of properties available to rent and also of prospective tenants and what they want from their new home. As properties become available, our first action is to contact waiting tenants on the database, whose requirements match the property. Typically, properties to rent become available about 1-2 months before occupancy date, so where possible we advise tenants to start looking early.

 

Viewings

Having identified a potentially suitable property, we will arrange a viewing for you and are naturally subject to the landlord’s or current tenant’s permission. Every viewing is accompanied by a member of staff who will be able to provide immediate advice and answer any questions that you may have.

 

We are an equal opportunities housing provider

It is our policy to let our properties in full compliance with anti-discrimination laws. We do not discriminate against any person because of their race, colour, ethnic origin, sex, age, marital or family status, physical disability or sexual orientation.

 

How to Rent

For more Information on how to rent and for a checklist of how to rent details and leaflet can be found and down loaded from the Government website at: www.gov.uk/government/publications/how-to-ren

 

Assured Short Hold Tenancy (AST)

The majority of tenancies we create take the form of an Assured Short Hold Tenancy (AST). This is a type or sub-group of an assured tenancy, but with the AST, the landlord has the right to recover the property at the end of the fixed term, provided that the proper notices have been served on the tenant. An AST is the most common form of tenancy granted today and most tenancies automatically become one unless the landlord specifies otherwise.

 

It is essential that you thoroughly read and understand all the clauses contained within the tenancy agreement prior to commencement, as there are many obligations that you will be expected to understand and abide by contained within this contract (such as paying the rent and maintaining the property).

 

Tenancy length

Most tenancy agreements are for an initial fixed term of 6 or 12 months.

 

After the initial fixed term, has ended we always look to secure another fixed term tenancy. Occasionally we will allow the tenancy to shift to a periodic tenancy. This means that the tenancy will continue as before with the same terms and conditions as stated in the assured short hold tenancy agreement but with a two months’ notice period on either side. This notice must expire at the end of the period of the tenancy.

 

Valid photo identification and proof of address

For us to verify your identity you must be able to provide us with current photo identification, for example a passport and drivers licence or EU ID card. As well as work permits and resident Visas where appropriate. This must be an original identification document that we can copy and attach to your application. We also require proof of your current address in the form of a recent utility bill, bank statement salary slip (dated within the last 3 months), and Tenancy agreement. Paper driving licence.

 

Application

Having decided on a property, you will need to complete a written application form. All persons over the age of 18 must complete an application form now any details or requirements can be provisionally agreed, such as commencement date and duration of the initial fixed term.

 

All tenancy applications are evaluated in the same manner, and each adult applicant (over the age of 18 years) must voluntarily provide us with information, which will enable us to conduct references and a credit report.  Any false or incomplete information will result in the denial of your application. We will verify the information provided on each tenancy application through our own screening process and with the assistance of an independent tenant-screening firm. We require an application fee (see minimum charges below) to pay for administration and the referencing and credit report. Where references and checks cannot be obtained from UK sources, an international report will be required; there is an additional charge of £25 per applicant for this service. These charges will not be refunded if you decide against proceeding for any reason or inadequate references are obtained.

 

References

References are taken up on all prospective Tenants to satisfy Landlords that their Property is likely to be well looked after and that the Rent will be paid on time. These will include a credit check and, as appropriate, references from an employer, an

 

 accountant, a solicitor, and a previous Landlord. For company lets we will review the company’s trading position. If insufficient information has been obtained it may be necessary to nominate a Guarantor who will act as security for the term of the Tenancy Agreement. The Guarantor must be a UK based Property owner and will be referenced in the same way as the proposed Tenant. Each prospective Guarantor is liable to pay a documentation charge as outlined on the first page of this guide. In some cases, it may be appropriate to ask that all the Rent is paid at the start of the Tenancy.

 

The Tenant’s references will be forwarded to our client – the Landlord. If the references are acceptable to the Landlord we will draw up the Tenancy Agreement. The references are the property of the Landlord and will not be disclosed to the applicants under any circumstances. If you require a Visa to be resident in the UK, then a copy of this will be required for us to review any Visa conditions that may restrict you from adhering to the terms of the Tenancy Agreement you plan to enter.

 

Commitment Fees

A Landlord may require the payment of a ‘Commitment Fee’ by prospective tenants when their application to rent a property is made. You will be advised if this is the case when considering a property. The ‘Commitment Fee’ if payable will be held by us as stakeholder in a Client Monies account. It will be non-refundable in the event that (a) information you have provided turns out not to be completely accurate; (b) references, in the sole opinion of our client, prove unsatisfactory; (c) you request material changes be made to your application after it is submitted; (d) you at any point withdraw the application before completion; or (e) our client withdraws because completion cannot not take place at the agreed date due to any delay on your part or that of your referees or guarantors in completing the application process. In all such cases, you agree that the Commitment Fee be passed to our client within ten working days without reference to you. If the Tenant’s Application proceeds successfully to a Tenancy the Commitment Fees will be offset against the initial payment of rent, deposit and other charges.

 

Additional Commitment Fee - Right to Rent: Immigration Act 2014

If your application is successful and you sign and return a copy of your Tenancy Agreement to us and fail to enable the landlord or us to undertake the checks required by the Immigration Act 2014 and verify that each applicant has a “Right to Rent” in the UK before the tenancy start date set out in the signed Tenancy Agreement, you expressly agree that an additional Commitment Fee is due from you. Please see the RIGHT TO RENT: IMMIGRATION ACT 2014 section for the basis of calculation of that fee.

 

Identification

We will require evidence of the Tenant’s identity before proceeding with the application. It is necessary to provide one of each primary and secondary identification as detailed below. One of these documents must be a photo I.D. (primary) and one must show the Tenant’s address and be less than three months old (secondary).

Primary

  1. Full Valid Passport/ EU Identification card
  2.  Valid HM Forces ID Card
  3.  Driving Licence (with photo ID)

Secondary

  1.  Original utility bill. Or original council tax bill
  2.  Original mortgage statement for the year just ended
  3.  Firearm or shotgun certificate
  4.  Original bank statement for current account

RIGHT TO RENT: IMMIGRATION ACT 2014

This section applies in addition to the IDENTIFICATION section above. Landlords, or agents appointed on their behalf, must check that a tenant or lodger can legally rent their residential property in England if a tenancy starts on or after 1 February 2016.

 

The Required Checks

Landlords, or agents appointed on their behalf, must:

  • check which adults will live at the property as their only or main home – we will assume that it will be a tenant’s only or main home unless appropriate and acceptable evidence that complies with the law is provided that demonstrates otherwise
  • see the original documents that allow the applicant to live in the UK;
  • check that the documents are genuine and belong to the applicant, with the applicant present; and
  • make and keep copies of the documents and record the date the check was made

Which original documents are acceptable?

There are different categories of acceptable documents

  • List A – Groups 1 and 2: non-time-limited documents.
  • List B – time-limited documents.

The documents that make up this list can be found in the Home Office Code of Practice:

www.gov.uk/government/publications/right-to-rent-landlords-code-of-practice

 

 

For the avoidance of doubt, if you provide a time-limited document that expires before the start date of the tenancy for which you are applying it will not be acceptable.

 

Further checks

If an applicant’s permission to stay in the UK is time limited (for example, their visa expires during the tenancy), landlords, or agents appointed on their behalf, must make a further check on that person to make sure they can still stay in the UK. This further check must be made within 28 days before:

  • the expiry date of the tenant’s right to stay in the UK; or
  • 12 months after your previous check, whichever is the later.

No further check is required if an applicant does not have any time restrictions on their right to stay in the UK.

For the avoidance of doubt, if a landlord, or agent appointed on their behalf:

  • conducts a further check and discovers that the applicant no longer has a “Right to Rent” in the UK; or
  • seeks to conduct a further check and the applicant does not provide the relevant original documents required to conduct the check; or
  • seeks to conduct a further check and the applicant does not provide the relevant original documents required to conduct the check but the applicant claims to have an ongoing application or appeal with the Home Office to vary or extend their leave in the UK, or that their documents are with the Home Office, the landlord, or agent appointed on their behalf, must request a right to rent check from the Landlords Checking Service and if the Landlords Checking Service informs the landlord, or their agent, that the applicant no longer has a right to rent, by way of a “no” response,

the landlord, or agent appointed on their behalf, must make a report to the Home Office.

 

Failure to provide Right to Rent documents

If an applicant has returned a signed copy of their Tenancy Agreement to us and fails to enable the landlord or us to undertake the checks required by the Immigration Act 2014 and verify that each applicant has a “Right to Rent” in the UK before the tenancy start date set out in the signed Tenancy Agreement, the Tenancy Agreement will not complete (unless expressly agreed by the landlord) and the applicant expressly agrees that:

1. the Tenancy Agreement, even if exchanged, will not complete (meaning that it will never, unless expressly agreed by the landlord, come into force) and shall be treated as null and void;

2. it shall be responsible for meeting the landlord’s costs as if an early termination of the Tenancy Agreement occurred on the start date of the signed Tenancy Agreement (“Landlord’s Costs”);

3. the Landlord’s Costs shall take the form of an additional Commitment Fee due from the applicant; and

4. the additional Commitment Fee may be deducted by us from any monies paid to us by the applicant(s) prior to the tenancy start date with the remaining balance being returned to the applicant(s) on the basis that the Tenancy Agreement cannot proceed.

Furthermore, the applicant(s) agree that it(they) shall have no right to the return of any administration or other costs paid to us.

The Landlord’s Costs include the following:

  • the equivalent of all rent in respect of the relevant property until a replacement tenant is found that is acceptable to the landlord;
  • the equivalent of our fees for acting for the landlord to find a new Tenant, which shall, in these circumstances, be three weeks’ rent (plus VAT);
  • £160.00 towards the landlord’s administration costs of setting up the new Tenancy;
  • the cost for a new inventory to be created (this cost varies with different Inventory Clerks and should be clarified with the negotiator you are dealing with).

IMMIGRATION (HOTEL RECORDS) ORDER 1972

Because we live in security conscious times it is possible that this regulation may be used against Lettings Agents, Landlords or Tenants, in the event of an act of terrorism. The regulation imposes a duty on any person who receives another person to stay in premises, to ascertain the full name and nationality of the persons staying (i.e. Tenants). If the Tenant is not a British Citizen we must establish their identity by means of a passport or other photographic document, and keep a record of this information. A non-British Citizen must also provide their destination address when they leave the property. To protect our Landlord’s interests, we also require evidence that a non-British Citizen has the right to be in the United Kingdom for the term of the tenancy.

 

Personal Information

Any personal information provided by the Tenant to the Landlord or Landlord’s Agent before, during the tenancy or after the tenancy has ended may be made available to the Tenancy Deposit Scheme (DPS) via their evidence portal in the event of a dispute concerning the deposit upon which the Deposit Protection Scheme have been asked to adjudicate.

 

Income

The total combined annual gross income of all tenancy applicants in each property must be approximately thirty times the monthly rent.  Only income that can be verified will count.  We expect all applicants with income to provide at least three years of continuous employment. Full-time students are welcome if the total applicants combined income is sufficient or they have a guarantor. You must provide proof of source of income if unemployed or three years of accounts if self-employed. 

 

 

Joint/Shared tenancies

It is important to remember that all adult tenants are joint and severally liable. This means that each tenant can be held responsible for the payment of all funds due, regardless of ability to pay.  Agreements must be in the names and signed by all tenants over the age of 18 who will be residing in the property. Rent must be paid under one banker’s standing order unless otherwise agreed. Any Rent not paid is the responsibility of all sharers. Administration fee:  £34 (on each occasion where rent is not paid by standing order). 

 

Costs

Application fee minimum charges are as follows:

 

Room - £125 per applicant

Studio                  - £175

1 x bed property - £250                 

2 x bed property - £250                 

3 x bed property - £375                 

4 x bed property - £500

 

£125 PER ADDITIONAL APPLICANT WILL BE PAYABLE. WHERE THERE ARE MORE APPLICANTS THAN BEDROOMS IN A PROPERTY APPLIED FOR.

 

Tenancy and administration costs

Included in the application charge, Administration costs, credit check, check in and inventory.

 

Holding deposit

On application, a holding deposit will be required. This is usually a sum of 50% of the monthly rent. Assuming the rental proceeds, this will be deducted from the invoice due before occupation. If Letting 4 Oxford or the landlord declines your application, then it will be refunded. However, this will not be refunded if you decide against proceeding for any reason, or if the tenancy fails to proceed due to incomplete or inaccurate information provided in the tenancy application.

 

Credit history

You must be able to demonstrate fiscal responsibility. If you have any unpaid debts, a pattern of late payment or County Court Judgements (CCJs) against you, then your application may be declined.

 

Rental history

Each applicant must be able to demonstrate a pattern of meeting their previous rental obligations, leaving prior properties in good condition if they have rented before. If you have ever been evicted for violating a lease/Tenancy, then your application may be declined.

 

Guarantors

If you do not meet one or more of the above criteria, you may be able to qualify for a tenancy if you have a third party who can guarantee your tenancy agreement. The guarantor must also pass the same application and screening process, must be a homeowner and reside in the UK for the duration of the tenancy. Where a Guarantor is required a charge of £125.00 will apply in addition to the tenant application fee. A guarantor is guaranteeing a shared tenant will also be responsible for all of the tenant’s conditions set out in the tenancy agreement on a joint and several basis.

 

Additional tenants

Any proposed additional tenants must complete a tenancy application form and be approved through this same tenant-screening process prior to occupying the rental property. The Fee is £125 per Adult (over 18years of age)

 

Rent

This is due one month in advance payable by banker’s draft or cash for the first month only (personal cheque is acceptable if funds clear by commencement date). Subsequent payments are to be made by monthly standing order from one bank account.

Shared tenancies must be paid by one (1) monthly standing order. Administration fee:  £34 (on each occasion where rent is not paid by standing order). 

 

Security deposit

A security deposit equivalent to six (6) weeks rent is required prior to occupation. Where a pet is to reside in the property, a deposit equivalent to two months’ rent is required. Where Letting 4 Oxford are managing the property then this will be transferred to the Deposit Protection Service (The DPS) within 14 days of the start of the tenancy and held by them until the tenancy ends. Please visit www.depsositprotection.com for further information.

 

The deposit is held to cover any breakages, damage or other tenant liabilities. Where we are managing, at the end of the tenancy we will check the property thoroughly against the inventory and assess any damages and deductions due.  Provided there are no disputes over

 

 

 

 

unfair wear and tear, damage or dirt, rent outstanding or unpaid utility bills. Under no circumstances is the security deposit to be used as part or all the last month’s rent. The deposit will not be released before the vacation of the property. The deposit will be returned to the tenant within 28 days of the end of the tenancy.

 

Television

Tenants must hold a current television licence if they own a television set. A licence can be obtained from the Post Office.

 

Council tax and utilities

Rental properties are usually granted on an exclusive basis. This means that all household expenses such as Council Tax, water and drainage, electricity, gas, heating oil and telephone charges are all the responsibility of the tenant unless specifically stated otherwise in the tenancy agreement. The Tenant/s agree that the Letting Agent may pass the Tenants name and contact details to the Utility Companies and Council.

 

Commencement of tenancy

On commencement of tenancy all charges listed on the initial invoice are due, including the security deposit, the first month’s rent and administration charges. The tenancy agreement and all relevant paperwork must be signed by all relevant parties before the tenancy can commence. 

 

Inventory and check-in

A full ‘Inventory and Schedule of Condition’ for the property will be drawn up prior to the commencement of the tenancy. This details the contents and condition of the whole property. When we move a new tenant in, we read through the inventory with you to make sure that you fully understand and appreciate the condition of the property. Tenants are responsible for the upkeep of the property for the duration of the tenancy and we expect you to hand back the property in the condition that it was handed to you.  

 

Insurance

Tenants must make their own arrangements for insuring their personal contents and possessions.

 

Extension / renewal

Before the end of your fixed period, Letting 4 Oxford will ask each tenant and landlord whether they wish to extend the tenancy. If both parties agree, then the tenancy will be extended on a periodic tenancy and continue, on a month to month basis with a notice period of two months on either side. Alternatively, a new fixed term of 6 or 12 months can be agreed. An administration fee of £75 per tenancy is required as payment towards preparing all relevant documentation.

 

Early Termination

Early termination is subject to landlord agreement and terms and conditions; Fee 4 weeks’ rent

 

Notice

During the initial fixed term of the tenancy, a notice period of two months is required by any tenant. This notice can be issued on any day of the month and must end no earlier than the last day of the tenancy. During this fixed term, your landlord is required to give you two months’ notice, issued on any day of the month and ending no earlier than the last day of the tenancy. All notices must be made in writing. Your tenancy agreement will state the name and address of to whom the notice is to be handed. In general, if we are managing the property, the notice will be addressed to Letting 4 Oxford and where we are not managing then the notice must go directly to your landlord.

 

Check-out

At the end of the tenancy, we issue tenants with guidance notes for moving out. Where we manage a property, we will personally check tenants out of the property using the ‘Inventory and Schedule of Condition’, prepared at the outset of the tenancy, for guidance. Tenants are responsible for the upkeep of the property for the duration of the tenancy and we expect you to hand back the property in the condition it was handed to you. An allowance for fair wear and tear will be made. Check out times are 11:00am on the day of vacation.  A charge of £45 per tenant will be payable by the tenants to cover their share of the administration in terminating the agreement and arranging utility meter readings, the return of all keys and vacation of the property.

 

Professional Cleaning

This charge will apply only where professional cleaning is necessary to return the property to the same condition as at the start of the tenancy. £TBA per hour which will be deducted from the Security deposit.

 

Missed Inventory Checkout

This will only be charged if the property is not ready to check out at the agreed time. From £100

 

Missed appointment

Appointments will be made by letter or email where appropriate. It is the tenant’s responsibility to change the date if it is not convenient and to present the property in good order. If in the event Letting4oxford representative arrives and is not allowed

 

 

access or should the property not meet the standard required to carry out the appointment, then a charge of £50 will be issued and the appointment rescheduled.

 

Loss of keys/Lock out

In the event of lost keys or locked out of the property the call out fee is £55. If a new lock or keys are required, then costs of locksmith will be applied.

 

Referencing:

If a reference is required at the end of your tenancy.  A Reference request fee of £18 will be charged.

 

If you have any queries or questions about any of the above points, please feel free to contact the office and we will be happy to discuss these issues in further detail.  Thank you.