Once a tenant has chosen the property they wish to rent through Morita Estates, the tenant must formally apply for the tenancy by sending in all of their references. These will include your ID (Passport/Driving License), current employment details and your current landlord contact details. These provide us with the details that we need to submit to our clients, the landlord or us (if that is the case) for their consideration. If our clients, the landlord, instruct us to proceed, we will need to draw up the tenancy agreement. When applying for a tenancy the tenant agrees to be bound by the terms contained in the terms and conditions and the tenancy agreement.
Agents act for landlords and their first responsibility is to the landlord. The landlord will expect us to offer the property in its best light and negotiate the highest rent the market is prepared to pay consistent with the Landlord’s own on-going requirements.
We will always answer questions asked in an honest and open manner, acting in good faith, in providing information we have been given by the Landlord.
We cannot act for applicants who should take their own professional advice to ensure that the chosen property meets their individual requirements.
It is expected that you will make yourself aware of all matters that are in the public domain. You should therefore make enquiries and searches, for example, of the numerous websites that provide information about properties, locations, services to properties as well as to transport links, schooling and environmental issues that would include noise, planning, flooding, pollution and congestion.
Carefully read your Tenancy agreement: This is a legal contract drawn up by Morita Estates that sets out your rights and responsibilities, and the rights and responsibilities of your Landlord. It says how much rent you should pay, what repairs the Landlord must do and the rules for when your tenancy comes to an end. Carefully read and make sure that you understand the Tenancy agreement before you sign it.
INITIAL PAYMENTS:
After an offer has been accepted by a Landlord, it is required that the prospective tenant place a holding deposit with Morita Estates as a sign of their good intent to secure the property and take it off the market.
Once the holding deposit has been paid the property will be removed from the market. The holding deposit will be deducted from the intial monies payable before check-in.
The holding deposit is non refundable if your references are not acceptable or you change your mind after securing the property. The reason for this is because we would have removed the property from the market and cancelled all viewings to potential tenants.
If Morita Estates or the landlord decide that the property is to be taken off the market, then a full refund of the holding deposit will be made.
REFERENCES:
Morita Estates use a professional tenant referencing service to help confirm your ability to meet the rental commitment. It is always best to be honest when you complete the reference form as they are cross-referenced with other information sources.
If we believe that the references you have provided are fradulent, we will contact the local authorities and the Police to give them details of the information you have provided.
INVENTORY CHECK-IN:
The inventory is a full and detailed report of the furniture, contents and state of repair of the property on the day that you move in. At the check in, make sure that you take readings of gas and electricity and check the boiler. Also, consider taking photos for evidence and to avoid any unnecessary disagreement at a later stage.
We will advise you who will be responsible for the day to day management of the property and provide you with the relevant contact details.
PAYMENTS DUE BEFORE CHECK IN:
The payments due by the tenant when they check in will consist of the first instalment of rent and the deposit minus the holding deposit.
Checking the following is always a good idea when you are choosing your property:
- Doors and windows: Make sure they open and close properly.
- Gas central heating is the most cost-effective. Whatever system it is, make sure it's good enough to warm the whole place. If it's gas, check it's passed it’s annual inspection by a Gas Safe registered engineer.
- Gas, electricity and water: Look at meters and check payment methods. Turn on the water to see if it works - is the water pressure strong or weak?
- Look out for dampness or mould. Check by doors and windows, inside cupboards, around heaters and on outside walls.
- Furniture: If it's a furnished property, get an 'inventory' - a list of all the items included, and note the condition of items on the list.
- Peeling Paint: Avoid anywhere that needs a lot of repair work - this suggests an unreliable Landlord.
- Check whether the home has good security - a burglar alarm, window locks, strong doors and so on. Has it got a smoke alarm?
- Check for problems with drains, gutters and the roof. Is there a garden to care for? Who is responsible for maintenance?
- Note anything that needs repair: If the Landlord agrees to make repairs, get it in writing
SERVICES:
You are responsible for the gas, electricity, water rates, telephone, TV licence and council tax for the duration of the Tenancy. You will need to contact the suppliers to transfer the accounts into your name. Where Morita Estates are managing the property we will contact the utility companies on your behalf however you should also contact the suppliers to make sure this has been done.
Please note some of our properties rent includes some uiltities. Please check with us first to confirm if this is the case for your property.
PAYMENTS:
Rent is normally payable monthly in advance to Morita Estates on the 1st of every month.
HOLDING DEPOSIT
After an offer has been accepted by the Landlord, which will be subject to contract and receipt of satisfactory references, the tenant must pay a holding deposit of one weeks rent to secure the property.
It is normal for the prospective Tenant to place with Morita Estates a holding deposit as a sign of their good intent. Should the Tenant decide not to proceed with the tenancy or if a satisfactory credit assessment and references are not obtained the Tenant will forfeit their holding deposit.
If the tenancy goes ahead the holding deposit will be deducted from the initial monies payable.
REFERENCES
Morita Estates reserves the right to use a professional tenant referencing service to assess a potential Tenant. Each named Tenant will be required to complete an application form.
The tenant referencing company will ask you for details of your employer, bank, previous Landlord and a character referee. For your information, your bank will normally make a charge for providing a reference, which they will deduct directly from your account. Your references may be shown to the Landlord or an interested party acting on their behalf. We also require proof of identity before the tenancy can commence and would ask you to provide us with a copy of your passport, driving licence or ID card with photograph.
Should a tenant request Morita Estates to provide a reference for the purposes of renting another property, our administration fee to the tenant for this service is £45.00 + VAT which is payable on request.
PAYMENT
The initial payment will consist of the first instalment of rent and the deposit equivalent to one month's rent minus the holding deposit.
Payment can be made by any of the following methods:
Rent: Normally payable monthly or quarterly in advance to Morita Estates. Please note the monthly amount of rent payable is calculated as follows:
Weekly rent x 52 divided by 12.
Quarterly payments are calculated by multiplying the weekly rent by 13.
Six monthly payments are calculated by multiplying the weekly rent by 26.
If you are asked to pay to anyone else please check for possible tax implications. NB - please note that for short lets you may be required to make payment in advance for the full term of the tenancy.
Deposit: An amount equal to, not less than, one month's rent is normally required. Morita Estates are members of the Deposit Protection Service which operates to safeguard your deposit and to ensure that any dispute over the return of the deposit after the tenancy has ended is resolved swiftly, inexpensively and impartially.
Further details are available on its website www.depositprotection.com
It is the Law that all deposits should be registered with a scheme provider authorised and regulated by the UK Government.
Morita Estates must be in receipt of cleared funds in full settlement of the amount shown on the initial invoice before the start of the tenancy.
PAYMENT METHODS:
These are the methods we accept for making payment:
Direct transfer of funds to our bank account (details on invoice by same day transfer (CHAPS), online banking or BACS etc.
Bankers draft (payable to Morita Estates Ltd)
Please note that any invoices paid by cash to our office or any bank are subject to a £2.50 charge per £100 cash. These are charges from our bank for any cash payments received by them. These charges are payable by the tenant.
SUBSEQUENT PAYMENTS
Please note that after the initial payment is made we will ask you to set up a standing order for all future payments. If there is more than one of you living in the property and you are sharing the rent between you, we will ask you to pay the rent from one account only and for a standing order to be set up from this one account. Please note that this standing order must be set up to leave your account (or joint account) 3 working days before the rent due date in order for it to arrive on time.
LENGTH OF CONTRACT
Our contracts vary between a minimum 6 months to a maximum of 2 years. If you have a short term letting agreement, the terms and conditions of this agreement are different to a long term agreement. Please check beforehand which agreement you require.
INVENTORY CHECK-IN AND CHECK-OUT
An inventory will normally be checked in at a pre-arranged time on the day the tenancy commences with Morita Estates. It is strongly recommended that the Tenant is present both for the check-in and check-out to avoid any disputes at the end of the tenancy. You must inform us as soon as possible if you have to change an appointment in order to avoid cancellation charges.
SERVICES
The Tenant is responsible for the gas, electricity, water, telephone, TV licence and council tax bills for the duration of the tenancy. Either your Landlord or Morita Estates will contact the utility companies on your behalf and will instruct them to transfer the accounts into your name at the start of the tenancy. However, you should also contact the suppliers to make sure this has been done. Please do not arrange for any of the utilities to be transferred to a different supplier without letting us know.
Please note some of our properties rent includes some uiltities. Please check with us first to confirm if this is the case for your property.
INSURANCE
The Tenant is responsible for insuring their own contents and we strongly recommend that you do so by obtaining a quote through your own insurance broker.
CHANGE OF OCCUPANT WITHIN EXISTING TENANCY
If the contract requires variation, novation, admendment or change of occupant at the tenant's request within an existing tenancy then a fee of £50.00 + VAT will be charged for drawing up the necessary paperwork.
MANAGEMENT
At the commencement of the tenancy we will advise you who will be responsible for the day to day management of the property and provide you with the relevant contact details. Where we are not managing the property we are unable to arrange any repairs or maintenance on the Landlord’s behalf, nor can we control how quickly repairs will be carried out. Where we are managing the property it may be necessary in some instances for us to obtain the Landlord’s consent before arranging a repair.
If we are the management company for the property you are going to let, then a notice which contains all our company details, contact numbers and emegergency contact details will be displayed inside the property.
OTHER FEES:
Fee for contract variation, novation, admendment or change of occupant at the tenant's request within an existing tenancy is £50.00 + VAT.
Landlord Reference is £40.00 + VAT.
Default fee of interest on late rent if rent is more than 7 days overdue is 3% above Bank of England base rate.
Default fee for lost keys or other respective security devices is the actual cost of replacement.
