Advice

Providence Properties are here to assist and advise you during the whole administrative process to get you into your new accommodation.

Below - we are going to offer you some suggestions and guidelines to help things move along steadily to get you into your new home as swiftly as possible. If there is something that we have not covered or if you have any  further questions please get in touch with us.  We are here to help you!

Finding the right house mates

 Until you have lived with someone in close proximity, over a period of time, you never really get to know them properly. The experiences you enjoyed in Halls of Residence, with friends living close-by in the same building, can in no way be considered to be the same experience as sharing a house together.  This closeness works well for a while but then in a short time each person's unique little habits, which perhaps were amusing at first, change and become annoying and irritating habits.  Molehills turn into mountains .....

It is best to draw up a rota which identifies each person's duty - but when someone does not do the dishes,  or not vacuum, or not buy toilet rolls, or not clean the toilet etc. when it is clearly their turn - or when someone takes far too long in the bathroom regardless of the waiting queue - that is when the sparks start to fly!

 And constantly playing your favourite CD on the highest volume setting quickly becomes a major issue amongst the other flat-mates.
Similarly when various boyfriends, girlfriends and lovers all start to move in then the place is certainly going to become too crowded and the bathroom queue will get even longer!

However it is not all doom and gloom - it can also be quite good fun to share a house with others - just make sure you take care when choosing your flat-mates.   Take time to consider if you will get on with each other and discuss beforehand any potential problems that you may have with each other - as well as finding out what you all expect to get out of your year together.

It is no good rushing and signing the contract too soon as it may be hard \ impossible to get out of the agreement.   Iron out any problems first and then go ahead and sign your name on the contract.

Disputes

Major arguments need sorting out quite quickly.   First of all use your common sense and communicate with each other.   Best of all is to LISTEN first to their point of view and then tell them yours.  Try to arrive at a solution that pleases both \ all of you.

If that does not work then find a mutually acceptable person to act as a mediator - he \ she could listen to both sides of the argument and perhaps come up with a solution.  Or you could try asking the landlord for advice and \ or suitable action.

If it's more serious - perhaps an illegal act - then we advise you to contact the police and let them sort it out -  seems to be not a nice thing to do but could be worth it in the end.

You must face up to your problems \ disputes as it does no good at all to consider packing up your belongings and  running away  ...... you still have to pay your way until your name is removed from the tenancy contract... and that is not an easy thing to do.

So think carefully before you act hastily. Sleeping on your problem can often help,  as your sub-conscious mind could have worked out a solution by the time you awaken!  Try it and see.   It does work.

Area

Think carefully about the location of your rented house and what amenities you need to be close-by.  
Public transport is very important to get you from A to B.

How near is it to the university? 
You need to eat so should be near to shops or small supermarket.
Need access to money so locate the nearest Bank or ATM machine. Of course you need to socialize so make sure it is not far from local pubs, cafe bars, restaurants and maybe cinemas. Look around - consider the neighbours and what the neighbourhood is like.....does it look a safe area?   is it well -lit? You need to feel safe when you are perhaps walking home late at night. You do not want to be using short cuts - across parks - through trees etc  so are there also well marked paths that are well lit,  main roads etc.
Find out if the street is part of a Neighbourhood Watch Scheme.

Be safe,  be sure and you'll be happy if you choose your area wisely.

Contracts

Most landlords \ agents will ask you to sign the contract. Always read the small print BEFORE you sign anything.   It is worth spending time and energy in carefully reading everything in it as it may save you time,  money and stress in the long run of the tenancy.

It is advisable to have the contract checked by an informed person eg. Citizens Advice Bureau or Advice Centre at Students Union.  BUT be wary of signing if the landlord is not happy for you to take the document away for checking.

The contract is a legal document which sets out each person's rights and responsibilities.  By signing it both you and the landlord have certain rights protected in law which cannot be over-written by the contract.
The terms of the agreement must be in plain and simple -to -understand language and must be fair ie. whatever rules and restrictions  are imposed should apply equally to both sides - breaking the fixed term agreement for instance etc.

The tenant should not be subjected to extortionate rent rises or unfair penalty clauses within the contract.

Everything that is written into your contract you must agree to - if it states you must not use cellotape \ sticky tape or nails on the walls - then you must not use them and so on.

Your legal rights are different when you live in Halls of Residence or share a property with your landlord and these can be checked on at a Citizens Advice Bureau.

If you are asked for a deposit you need to know if is refundable, and if so, when.  Also remember to ask for a receipt and then keep it in a safe place.

The agreement should state how much the rent is and when and how it should be paid.  Check all the figures before you sign  and query any extra charges that may be mentioned.

Which Type of Contract?

1. Could be an Assured Shorthold Tenancy Agreement for at least 6 months after which the tenancy can run on a monthly basis.

2. Could be for a Fixed Term eg. July 1st 2008 to June 30th 2009 
NB Make sure you are 100% aware of the length of time as it is not often possible to end the tenancy early nor is it likely to have a 'get out' clause if you change your mind.

3. Joint Tenancy - if you sign for this it means you are jointly responsible for the payment of rent and probably for the 'well-being' of the property........ 
Beware .... if your flat-mate does not pay his \ her rent then the landlord could ask you to pay for it.

4. Individual Tenancy - in which you are only responsible for paying your own rent.  But you still have joint responsibility for any damage done to communal areas.

It is very important that the duration of the tenancy should be clear to see on your contract.   Do make sure you are happy with the length of the let...... and about whether it is the place you want to live in ....and be especially sure if they are the people that you really want to share with.

If necessary, there is a possibility that a landlord \ agent may consider your withdrawal from the lease if you find a replacement person to take over your room and your rent.

OR they may consider releasing you if you happen to fail your exams or are no longer wanted at that university
OR if you have to leave due to health or financial reasons.

If the landlord does not allow you to relinquish your lease then unfortunately you will be responsible for the rent until the final date of the tenancy.

The contract may give the owner's name, address and telephone number.   The landlord's name - all tenants names - and the address of the property being let - should all be clearly stated on the contract.

The agreement should make clear who is responsible for water charges, gas and electric bills and council tax.
NB It would help perhaps if you knew approximately how much it costs to heat the house and if you are jointly liable with the other tenants.

You need to be informed if other people are allowed to use parts of the house - and if so- who and where and why.
The contract should state if the landlord will provide any services - such as laundry - cleaning - window cleaning - gardening - lighting of communal areas - dustbin and refuse disposal etc and whether you will be charged for these services and if so, how you will have to pay for them and when.

You also need to check if it states in writing who is responsible for any repairs \alterations that need doing.

Legal Obligations \ Responsibilities

These apply regardless of most contracts and are statutory rules.   The fact that you have a contract\ tenancy agreement means that both the landlord and tenant have certain responsibilities towards the repair and maintenance of the property.

For Landlord

• Responsible for some basic repairs,   the structure and exterior of the house,  including drains, gutters and external pipes.
• Must keep the installations for the gas, electricity and water supplies in good working order.
• Also responsible for sanitation and heating.
• Must keep property wind and watertight and in a reasonable state of repair for the comfort of the tenant.
• Should cover reasonable costs for tenant's alternative accommodation if you need to move out of your property during repairs.
• They should also make good any damage to your possessions IF caused by his delay in sorting out the repairs.
• If he has provided any fixtures and fittings with the property and they break down,  usually it is the landlord's responsibility to maintain them UNLESS they've been damaged by the tenants.
• Should give his name, address and telephone number to the tenant.
• Should provide tenant with the address to which notices should be sent if repairs are needed.
• Since 1997 all landlords must provide basic written terms of agreement within 28 days of the tenant requesting this in writing - on an Assured Shorthold Tenancy contract.
• He should also make good any damage to your possessions IF caused by his delay in sorting out the repairs.

For Tenant

• Has to take good care of the property.
• Keep it reasonably clean and tidy. Regular checks are usually made by landlords \ agents to see if you are keeping the property in a reasonable state of cleanliness.
• Keep the garden area (if there is one ) in a reasonably well maintained state.
• Must not do any damage to the property.  Damages will be paid for out of your deposit.   No damage to walls, ceilings, paint-work, decorations, carpets, floor-coverings, any electrical items, kitchen appliances, doors, windows, frames, lost keys, locks, pipes, drains, toilet and bathroom fittings etc
• Responsible for minor maintenance - new bulbs, fuses, unblocking of sinks, fluorescent tubes, smoke alarm batteries etc
• Must report the need for repairs as soon as possible - notify the landlord immediately by telephone and then in writing. 
• Do not delay.   Do not wait for a small leak to become a raging torrent!  This delay may cause much more damage.   Helps if you know where the stop taps are for gas, electricity and water.
• Should be clear on the contract what action tenant has to take during academic end of term absences etc - perhaps keep the curtains closed and leave a light on in an upstairs room - perhaps turn off water supply - keep the heating on minimum during part of the day in Winter to prevent the pipes freezing - during severe frosts.
• Be patient \ reasonable when waiting for the landlord to sort out repairs - should allow 28 days for non-urgent repairs  BUT only 1 or 2 days for urgent repairs such as plumbing,  sanitation and heating.
• Has the right to live undisturbed in the property without any form of hassle from the landlord.

If the landlord fails to do the repairs

• Do NOT stop paying your rent - this would be a breach of your contract.
• Do seek advice from the local Citizen's Advice Bureau or somewhere similar where a specialist can advise you on the next steps to take.

Guarantor

Most landlords \ agents will need you to give them the name and address of a person who will act as your guarantor - usually your parent or next of kin - who will be liable to pay your rent if you do not.   So it's best to choose a person who is receiving a regular income.

It's normal practice for landlords to insist on the return of these completed guarantor forms within 4 weeks, from ALL the tenants, OR the house goes back on the market and all deposits are lost.

Payment of Rent / Post Dated Cheques

Rents are usually paid by Standing Order which you can arrange with your bank.   Please note that some landlords \ agents will charge you an administration fee if your rent is not paid on the due date.
Some landlords may ask you for a number of post dated cheques to pay for the rent. 
This common practice has some advantages

• Rental payment never late
• You never have to remember to pay the rent
• You are not hounded by landlord to pay a penalty fee for non-payment of rent.

Also has some disadvantages

• You may think you have more money in your bank account than there actually is
• Landlord may attempt to cash cheque before the due date.  To avoid this happening you could inform the landlord that if you incur any extra bank charges then you will expect him to pay.  You need to get this in writing before you sign the contract , and get him to sign and date it too.

Payment of Utility Bills

The method of payment for these utility bills will vary from one landlord to another yet all the relevant details should be in your contract.   Some landlords \ agents offer an all inclusive package but do check carefully which bills are covered and which are not.
All flat-mates in a property are jointly responsible for paying the utility bills.   Each service company has its own unique registration process and different methods of payment.

• It is vital that you register in ALL of the tenants names rather than just one name.   You are ALL then responsible for any late payment and the obvious extra costs that will be incurred.  A useful website to help you with this is   www.iammoving.com
• It is also vital that you make a note of the meter readings for gas \ electricity on the day you move in.
• As you register -in all your names remember - with each service company you MUST give them your initial meter reading.   This is an important step to ensure you do not end up paying for the services used by the previous tenants.
• Similarly - on leaving the property - you must make a note of the meter readings and inform each service company.   This is so you just get a final bill for the services that you have used - and not get charged for what the next group of tenants use.  
• Some landlords insist on seeing your paid bills before they refund your deposit

Inventory

This is a detailed list of the contents of the house and what condition they are in - when you move in ........ and when you move out.   During your tenancy you have a duty to look after all the fixtures and fittings and furniture etc and ensure that they are in the same good state of repair at the end of your tenancy...... taking 'fair wear and tear' into consideration.

Most disputes occur over the interpretation of the words 'fair wear and tear' and many deposits may not be returned at the end of the tenancy.

Do make sure that the inventory is accurate - it's to your advantage to notice any wear and tear that you may be charged for.

Ask yourself these questions

• Is all the furniture in good condition?
• Does the sofa meet the stringent fire regulations etc  as by law ALL furniture must be fire-resistant and will have a label to prove it.
• Is any of the furniture the property of the existing tenants and is it listed on the inventory?   You could be charged for it - after they have removed it!

Payment of Council Tax

In general the rules state that you do NOT have to pay if ALL the residents in your house are registered as full time students. However the rules are quite complicated and it does also depend on the length of course you are all on - and which type of course.

You could also be liable to pay for periods between courses. You are responsible for finding out what and if you pay -  NOT your landlord or agency. It's best to seek advice from the Citizen's Advice Bureau as the penalties for non-payment of Council Tax can be quite severe.

Security and Safety Issues

The following guidelines are very important points to consider with regard to your safety in the rented property.

• Tenants have primary responsibility for the well-being and safety of themselves and any visitors at all times and especially in the event of fire \ alarms activating.
• Also is your responsibility to acquaint yourself with the evacuation procedures in case of fire \ alarms being activated.
• It is also each individual's responsibility to ensure that the property remains secure at all times.
• There needs to be a working smoke detector on each level of the property,   and a fire extinguisher (perhaps dry powder ) and maybe a fire blanket in the kitchen.
• Has it got an intruder alarm fitted?
• Are the external doors and windows all secure and solid ( no rotting timbers etc ) and are the locks adequate and in good working order?
• Has it got good quality curtains - especially at ground floor level - thick enough to obscure yourself and your belongings from passers-by and any would-be thieves?
  
• It helps if you write the property's post code on your belongings.   Use indelible ink,  marker pen or UV pen - which dries invisible but can be seen clearly in UV light.
  
• Stickers 'Coded for Keeps' can be displayed on doors and windows.
  
• If you are concerned about the security of the property then discuss it with your landlord.   It's in both your interests as burglaries will affect both of you.  If you agree on any alterations make sure that the landlord signs and dates any amendments to the contract.
• Useful information on Crime Prevention can be obtained from your local Police Station.

Fire safety

Everyone - wherever you live -  needs to take certain precautions to try to prevent a fire from happening and to plan an escape route for an immediate evacuation of the building should a fire start.   Every tenant should make an Action Plan to escape from their room - and also to consider if the main access passageways are blocked by the fire - how would they get out to safety?

It is NOT a legal requirement but you need smoke alarms\ detectors on each level of the property and they need to be checked regularly.   They are not expensive to buy - are easy to install and could save your life.

Do close all doors at night as this acts as a fire break and delays the spread of fire.
The last person to bed should check all ashtrays and candles and ensure that all appliances are turned off ( not on stand-by) or remove the plugs from the sockets.

Candles are very popular but you need to take care - do put them in suitable places - and obviously not near curtains nor flammable objects.  Great fire risk!

Also it's NOT a legal requirement but it helps if you have a fire extinguisher or a fire blanket in the kitchen. It would be sensible to ask for these to be provided by the landlord when you are signing the contract.

The local Fire Brigade would be very helpful and can give you advice and brochures regarding Fire Prevention issues.

Gas/Electricity Safety Issues

Every landlord has a legal obligation to ensure that all gas appliances are safe and checked annually by a CORGI ( Council for Registered Gas Installers ) qualified person.  Ask to see their ID card before any work is carried out.

The landlord must give you a copy of the CORGI Certificate which ensures that the gas appliances are safe to use.

However it is still possible for an appliance to leak or emit the dangerous carbon monoxide gas - even though it's been checked.

You MUST NEVER cover or block air vents.
You should always look out for danger signs of sooting or staining marks on or around the appliance.

Symptoms of Carbon Monoxide Poisoning
Look out for becoming drowsy - weak - suffer frequent headaches and feel sick - tired and have chest pains.  See your GP if you are worried.

If you suspect a Gas Leak or Carbon Monoxide you should

• Open all doors and windows to let in the fresh air.
• Check to see if the gas cooker is turned on but the flame is not lit.
• Check to see if the pilot light has gone out on the boiler.
• Then turn off the gas at the mains making sure that all the other gas taps are turned off.
• Do not use matches or lighters or naked flames.
• Do not smoke.
• Do not turn electrical switches on or off.
• Do not use the doorbell.

For Gas Escapes ring Emergency Telephone Number 0800 111 999

Gas/Electricity Safety Issues

Unsafe electrical appliances and damaged electrical sockets etc can cause serious fires and can give rise to serious injuries to tenants.
There are NO legal requirements for a landlord to carry out any regular checks on electrical items  so you must be vigilant in looking for danger signs.

Act immediately

• Report any broken sockets
• Be wary of plugs that get hot after the appliance has been on for about 10 minutes or more - it could indicate faulty wiring.
• Be wary of sparks from sockets or appliances and fuses that keep blowing
• Check for exposed wiring
• It is sensible to use the energy saving bulbs - more expensive to buy but economical in the long run.

It is possible to contact the Environmental Health and ask them to check that all the electrical appliances are safe ( if you are unsure or worried about some dangerous wiring etc ).  They have the authority to demand a full service to be carried out.  They can report landlords to the Health and Safety Executive for not carrying out their legal responsibilities and can instigate criminal proceedings.

Insurance

No matter where your house is situated, it is inevitably at risk of break-ins and burglaries.   It is therefore a good idea to take out insurance cover for all and every one of your possessions. 
Always check for the best possible deals before you sign up .
In the event of a burglary you should

• Rreport the incident to your local Police and to your landlord.   The Police will give you a Crime Number and you need this information for any insurance claim - as well as by your landlord  - for any repairs to be carried out etc
• If your Cheque Book, Credit Cards, Switch Card etc  are stolen you must inform the relevant Banks, companies immediately to stop the cards being used.
• If an official document such as your Passport or Driving Licence are stolen contact the issuing authorities as soon as possible.
• Make a detailed list of the stolen goods and of any damage incurred.  It helps if you have already taken photographs of your possessions.
• You need to telephone your Insurance company and ask for a claim form.
• For any emergency repairs you need to contact your landlord at once ...... telephone him first and then put it in writing.

TV Licence

It will depend on the type of tenancy agreement that you have.   In a Joint tenancy you only need one licence to cover more than one TV used by different occupants.

If it's an Individual tenancy or there are locks on each room\bedroom door then you all need to buy your own TV Licence.

For advice you can contact TV Licensing Agency.  There are heavy fines of up to £1000 if you are caught without the correct licence.

Damp

Dampness can be a problem in some properties......  you can soon spot mould on walls on furniture and timber window frames etc.   Blocked gutters, leaking pipes and holes in the roof can all contribute to causing dampness.

It may be the landlord's responsibility if it's due to poor insulation, ventilation or inadequate heating, or non existent damp proof course etc.

Tenants can try to avoid damp problems ( and smells ) by using the

• Extractor fans in kitchens and bathrooms
• By opening windows in rooms and bedrooms
• By not drying lots of damp washing on the radiators.

We hope you have taken note of all these guidelines and suggestions and have found them useful.  When you have found your ideal place- please take care of it- it's your home!

For further information, help or advice please contact us at Providence Properties.  We look forward to hearing from you.

Good Luck in your House Hunting!