Reserving your property
Once you have found a suitable property, you will need to reserve the property so that it is no longer on the market. To reserve your property, you will need to pay a non refundable holding deposit of a £100.00, therefore it is important to make sure that you are fully satisfied with your choice of property. In addition to paying the holding deposit you will be required to complete a tenant registration form / credit referencing form. This form will require you to provide detailed information about yourself. If you require additional guarantors or other tenants need to be referenced another referencing fee will be required.
This will then hold the property for one week until the references have been taken up. It is possible to hold the property for further weeks up to four at the rate of £50.00 per week with these extra payments going towards the deposit.
We will then submit the credit reference form to an external agency to conduct a detailed credit reference. It may be necessary for you to supply a working homeowner guarantor, subject to all references being satisfactory a date to move into the property will be set. Please note that should the tenancy not proceed due to default; i.e. change of mind, bad references, your holding deposit will be forfeited. The consultant dealing with your property will provide you with a summary showing all payments that will need to be made with cleared funds before you can move into the property. If you are unclear about anything, please do not hesitate to ask for clarification.
Signing the Agreement
The tenancy agreement must be signed on or before the date of occupation, you will be contacted to arrange an appointment for this. Please read the agreement carefully, make sure that you fully understand the implications. Depending on the move in date, a minimum of one months rent must be paid in advance, plus a dilapidations deposit usually equivalent to one calendar month’s rent minus the holding deposit.
The initial payment must be made by one of the following methods;
Bankers draft drawn in favour of Cooke & Co
Credit or Debit card (£5.00 min fee or 2.5% of whole amount) ank transfer via BAC or CHAPS
We do not accept cheques
The deposit will be held against possible breakages, cleaning and unpaid bills to the rented property and will be returned, subject to everything being found satisfactory at the end of the tenancy. Cooke & Co are members of the TDS scheme. More information can be obtained from their website.
ALL FURTHER PAYMENTS ARE TO BE MADE BY CASH OR STANDING ORDER BY THE MONTHLY DUE DATE.
If you are setting up a standing order then please inform us and arrange it to be processed at least 3 days before the rent due day to allow it to clear into our bank account.
Prior to moving in
Where the tenant is responsible for the following services ;
Please notify the appropriate organisations of the new tenancy and provide your full details . A detailed inspection/inventory will be carried out prior to your moving in, this will describe the condition of the property and any fixtures, fittings and contents. If you are moving from another rented property, please ensure that you contact Royal Mail to redirect your post to your new property.
Starting the Tenancy
A property inspection will be carried out at 3 monthly intervals in properties managed by Cooke & Co. A letter will be sent to you to notify you of the date and time. If you find that this is inconvenient, then you should contact the office and re arrange the appointment.
During inspection you will have opportunity to bring to our attention any defects that need to be rectified. After the inspection you will be notified if the property is being maintained to our standards. If the property does not meet our requirements, then you will be advised of the measures that you would be required to implement.
When maintenance work must be carried out at the property, a maintenance visit time will be arranged at time suitable for the tenant and the contractor. You should allow up to 45 minutes for unexpected delays and traffic, if the contractor has not arrived by this time, please contact the office immediately. We will then make enquiries as to the cause of the delay and advise when the contractor will be at your property. In the case of a maintenance visit arranged outside of office hours, you would be given a contact number for the contractor.
The contractors we use are extremely busy, therefore it is extremely important for the tenant to be available to provide access. If the contractor arrives within the allocated time and is unable to enter the property, then the tenant will be liable for any costs associated with an aborted visit.
If your landlord is managing the property then you should contact your landlord directly. You will be required to allow access to your landlord or his/her representative(s), for the purpose of inspection and maintenance visits.
At the end of the tenancy
A final inspection will be made of the property against the inventory and should the property be found in an unsatisfactory condition, or any breakages noted at this time of the final inspection, suitable deductions will be made from your deposit (excluding fair wear and tear).
Prior to the refund of the deposit, you will need to provide copies of your bills to show that the following have been paid to the last day of the tenancy. The deposit is held in the TDS scheme. More information can be obtained from their website.
Electric and Gas bills
Council Tax bill
Telephone / Internet services bill
On receipt of the above and subject to any deductions arising from the final inspection, your deposit will be forwarded to your nominated address, alternatively it can be collected from the office.
In most circumstances, we will be acting as your landlords managing agent, and as such, any queries or problems you may encounter during your tenancy should be directed to Cooke & CO. Whatever type of accommodation you are moving into, it is important that you see the inventory, check the contents of the inventory before signing. It is your responsibility to make a note of any discrepancies and ommisions and give these into the office, to avoid any problems which may be encountered at the time of final inspection.
Important DO's and DONT's
Advise us of any change in your personal circumstances
Make sure that you understand the terms and conditions of your tenancy agreement
Make sure that you have checked your inventory
Advise about the relevant utility companies of your move into rented accommodation
Hand back all keys in your possession at the time of moving out
Ensure that your rent reaches Cooke & Co by the due date
Advise Royal Mail of your move out / into rented accommodation
Advise us or your landlord immediately of any maintenance problems
Always ask if in doubt
Move out without advising Cooke & Co
Use your dilapidations deposit as your last months rent
Redecorate or carry out maintenance repairs / renewals without the permission of Cooke & Co
Refuse reasonable access to your landlord, or their representative(s) or tradesmen
Allow friends or guests to stay overnight without obtaining approval from Cooke & Co or your landlord
Be rude to Cooke & Co staff or representatives as this will not be tolerated under any circumstances
Please read the following IMPORTANT information and FAQ?
Do Cooke and Co accept Housing Benefit?
Yes but not for all properties although you will need a guarantor and have to pay the referencing deposit and rent as normal, the agreement is with you personally not the council so you are responsible for the rent in full.
How long do I have to have been employed to be a tenant?
To be accepted by Cooke & Co as a tenant, you must have been in full time employment with the same company for a period of at least 6 months or more.
But I am just about to start a new job here.
Then you will need a "Guarantor". This is someone who has been in full time employment for 6 months or more and who knows and trusts you enough to agree to pay your rent for you if you are unable to do so i.e. a parent, friend, relative or an employer.
When is Rent Due?
Rent is always paid per calendar month in advance. The payments shall be made payable to Cooke & Co. When calculating your expenses please remember to take into account all utilities you will also have to pay, on top of the rent due.
How much Deposit do I pay?
Usually one month. A deposit of one month's rent. This will be held by Cooke & Co on behalf of the Landlord and is covered by the TDS scheme.
The purpose of the deposit is to settle any claim for dilapidation that may arise during tenancy. This deposit cannot be used by the tenant to offset any payment of rent and will be refundable only after the inventory has been checked and cleared at the end of the lease.
Do you inspect the property and carry out Inventories
An inventory of the contents and schedule of condition will be prepared and checked in with the tenant at the commencement of the tenancy, at this time, any defect or discrepancies should be noted on the inventory. At the termination of the tenancy the inventory will be checked out with the tenant and a schedule of dilapidation, if any prepared. There will be no charge for the inventory check.
Am I responsible for services?
Yes - It is a condition of the lease that the gas, electricity, water and telephone service are transferred to the tenants name for the duration of the tenancy. If a telephone service is required the tenant must contact British Telecom direct. (In some instances a deposit may be requested from the relevant boards.)
As a tenant do I pay Council Tax?
Yes - Tenants will be responsible for the payment of Council Tax for the property they are renting and will pay this direct to the Local Authority. Tenant's must also advise the Local authority.
Do I have to Care of House and Garden?
Yes - It is the tenants duty to keep the property clean, tidy and secure. Damage caused by a tenant must be repaired at his/her expense. The garden has also to be kept in good order (provided the necessary equipment is provided.)
Do I have to have insurance?
No. The landlord insures the building but it is up to you as to weather you wish to insure your personal possessions. You are however required to ensure you have adequate cover to protect against damage to the landlords fixtures and fittings.
(www.homelet.co.uk - form available from our office on request)
Do you inspect properties?
Yes - All properties are inspected quarterly. In some cases the Landlord may require more frequent inspections. The first inspection shall be made on the commencement of the tenancy.
Are we allowed Pets?
Usually not but there can be some exceptions which must be agreed in writing before the agreement is signed