PROCEDURE FOR APPLYING FOR RENTAL ACCOMMODATION


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On application, all prospective tenants will be required to pay an Administration and referencing fee. This is per household not per tenant and is subject to a minimum fee. Any guarantors will be required to pay an additional fee. If it is a Company Application the Administration & Administration Fee will be slightly higher. Payments by personal cheque or cash are not accepted by JNP. Please ensure that payments are made to the office by banker’s draft/building society cheque made payable to The JNP Partnership and/or debit/credit card. Card payments may be made over the phone directly to JNP. NB: Credit card payments carry a surcharge of 3% by the provider.

On payment, Application for Tenancy forms will be issued for referencing purposes. These referencing forms should be completed in full either online or returned to our High Wycombe office within 7 days. Please note that all tenants must sign the ‘Tenant’s Guide to Renting’. In the event of unsatisfactory references or the applicant(s) not proceeding with the let the Administration & Referencing Fee will be non-refundable.

Overseas Applicants
Any applicant that is based overseas or has moved to the United Kingdom less than 6 months ago will need to pay either rent in advance for at least the initial term of tenancy (minimum of 6 months) or provide a UK based guarantor. Unfortunately, our referencing company is not able to accept references outside the UK. Please speak to a member of staff for further details.

References
We will apply for references in respect of each tenant using a professional referencing company. A Financial, Personal, current/previous Landlord’s (where applicable) and Employer’s references will be sought.Currently, in order to meet the referencing company’s affordability criteria, the gross annual earnings must be in the region of 30x the monthly rental figure e.g. with a property at £750.00pcm, the applicant should be able to prove inimum earnings of approximately £22,500 (£750 x 30) per annum. If the applicant cannot meet this criteria, either rent can be paid in advance for the full term of tenancy (usually a minimum of 6 months) or possibly a UK based guarantor can be provided. If a guarantor is required, the guarantor will also be required to under-go full referencing and prove their annual income with regards to covering the rental commitment All applicants must ensure that at tenancy application photographic identity e.g. passport, photographic driver’s license and proof of address in the form of a utility bill dated within the last 3 months is provided. NB: The final report received from the referencing company will be issued to the Landlord(s) for approval prior to tenancy commencement.

Rent
Unless rent is payable in advance for the full term of the tenancy, the rent is payable per calendar month in advance. The rent will be collected by standing order from the one bank account (even if the tenancy is held jointly between 2x or more tenants) on the same day of each month to coincide with the anniversary date of tenancy commencement. If rental payments are made late, in arrears or rejected by the bank, charges may be incurred by the tenant (refer to the Tenancy Agreement). The first month’s rent along with the balance of the initial monies is payable to The JNP Partnership in cleared funds by tenancy commencement. As previously stated, the ongoing/subsequent rental payments will be paid by standing order on a month by month basis.

Deposit
A deposit equivalent to approximately 6 weeks rent will be required to settle any claim for dilapidations, or any other breach of the tenancy agreement, which may arise, during the tenancy or at the termination of the tenancy. The deposit will be held by us as Stakeholder under the terms of the Tenancy Deposit Scheme. We hold the deposits for those Landlords under the Full Management and Rent Collection services. Under the Tenant Introduction service, there are occasions whereby the Landlord will request that they hold the deposit. This is permitted so long as if the tenancy is an Assured Shorthold Tenancy it has to be held in a registered scheme and the Landlord will need to provide evidence of this.

The deposit held cannot be used by the Tenant to off-set payment of rent during the tenancy, including the last month’s rental payment for the tenancy. The deposit is refunded at tenancy expiry only once the check-out process has taken place, any deductions applicable have been agreed by both Tenant and Landlord and the Landlord has provided us with written consent to release. If there are any disputes raised over any claims made against the deposit that cannot be settled amicably between the two parties then the dispute will need to be referred to an independent adjudicator. No interest is accrued on deposits. (See section on Inventories). The JNP Partnership are members of mydeposits.co.uk, which is an insurance based scheme sponsored by the National Landlords Association (NLA) and administered by Hamilton Fraser insurance. For further information, please visit: www.mydeposits.co.uk 

Tenancy Agreement
When we have received acceptable references and after consultation with the Landlord, a Tenancy Agreement will be prepared in readiness for the new tenancy which both Landlord and Tenant are required to sign by tenancy commencement. All named tenants and guarantors where applicable will be required to sign the Agreement. The cost for preparing the Tenancy Agreement on renewal is £55.00 (plus VAT).

Pets
Many landlords are unable to accept pets. As such please ensure you confirm with us the Letting Agent of any pets you may have, or are intending to have, before applying for tenancy, so that it can be confirmed with the landlord prior. For those Landlords who will accept pets, please be aware that an increased deposit equivalent to approximately 8 weeks rent will be applicable and it will be a requirement of the Tenancy Agreement that tenants pay for a professional de-fumigation throughout and a professional clean of all carpets and upholstery at tenancy expiry. Original receipts will need to be issued to the inventory clerk or Landlord at the Check-out as evidence that this has been carried out.

Services
It is a condition of the Tenancy that the services (i.e. electricity, gas and water) are transferred into the Tenant’s name for the duration of the Tenancy. If you require the telephone service you will need to contact BT or the telephone provider directly.

Council Tax/Water Charges/TV License
Tenants will be responsible for the payment of the Council Tax for the property they are renting and will pay this direct to the Local Authority. A 25% discount is usually available on Council Tax for single occupancy. It is the responsibility of the tenant to pay for a TV License in respect of the property they are renting. The tenant is also responsible for payment of the water charges (as with the electricity and gas) against the property, whether the water is metered or on rates.

Inventories
A professional inventory detailing the condition of the property and any contents will normally be prepared in readiness for any new tenancy. All tenants pay for a professional check-in with an independent inventory clerk who will check over the condition of the property on the day of tenancy commencement against the inventory with the in-going tenant(s). Any defects or iscrepancies found can be recorded against the check-in report at this time and should be signed by the tenant in attendance . At tenancy expiry, likewise an appointment will be made to assess the condition of the property against the inventory with the tenant. A check-out report will be compiled following the appointment which will include a schedule of dilapidations that may be applicable. If, we as Agents have to arrange for any repairs, cleaning, estimates and replacements due to any dilapidations resulting from the tenant, there will be an administration charge to the tenants. Tenants will be provided with a copy of the inventory, check-in and check-out reports. The cost for a new inventory/inventory up-date and the checkout is borne by the landlord.

Contents Insurance
As a requirement of the Tenancy Agreement all tenants must ensure that they have a Contents Insurance policy in place against the property for when tenancy commences. Proof should be supplied to JNP prior to check-in. We are more than happy to provide you with details in-office on a  specialised Tenants Contents Insurance policy available via our referencing company, please do not hesitate to ask us for a leaflet. Alternatively you can make your own arrangements directly. Due to FSA regulations we are unable to provide any advice on insurance policies - any specific information will need to be obtained directly from the insurer.

Sharing Rented Accommodation
Some properties will lend itself to a sharing arrangement. If there are 2x or more applicants looking to take-up tenancy at the one property, they must be aware that the responsibility for the property and the tenants obligations under the contract (including the rental payments) are held jointly and severally between all tenants. All tenants entering into the tenancy need to be aware that it is not standard practice for a tenant to be released mid-tenancy should the sharing arrangement not work out for any reason. If one or more tenant decides they wish to leave then they will be required to serve written notification in accordance with the contract and the joint tenancy will be terminated accordingly. Should existing tenants wish to stay on and/or a new tenant(s) found to replace the out-going tenant(s), this would be subject to the Landlord’s consent and a new Tenancy Agreement drawn-up. Full references under these circumstances will need to be taken-up against all tenants including those who may already exist at the property. It will be the responsibility of the tenants to pay for the administration costs to cover referencing and the Tenancy Agreement. Rental payments should continue to be paid on the same day each month from the one bank account by standing order.

Early Termination of Tenancy
Tenants are not able to break the tenancy early unless a) a break clause is applicable and is evoked in the correct manner as per the terms of the tenancy agreement or b) under extenuating circumstances the landlord grants explicit consent for the tenant to break the tenancy agreement early or before the end of the fixed term of tenancy.

PLEASE NOTE THAT ALL PROPERTIES ARE TAKEN AS SEEN AND NO ALTERATIONS OR ADDITIONS WILL BE MADE BY THE LANDLORD UNLESS SPECIFICALLY AGREED BEFORE THE COMMENCEMENT OF THE TENANCY AND APPROVED IN WRITING BY BOTH PARTIES. IF JNP HAS TO REFUND ANY PAYMENT IT WILL ALWAYS BE BY BACS TRANSFER OR CHEQUE FROM OUR CLIENTS ACCOUNT AND NEVER IN CASH.