Tenants Guide


Tenancy Application

All persons over the age of 18 wishing to move into their chosen property must complete a reference form and be named on the Tenancy Agreement. References will be undertaken and our referencing team will contact your employer/accountant and current/previous landlord. A credit check will also be carried out.

As an indication of your commitment to renting the property, and in consideration for the landlord not actively marketing the property pending the result of the credit checks, a holding deposit payment equivalent to 1 weeks rent is required. This will be accounted for as a credit in your move in balance invoice.

Should you decide not to proceed with the let or application forms are returned later than 7 days or you fail referencing or withdraw for any other reason Sinclair Hammelton reserve the right to charge reasonable expenses up to a maximum of the holding deposit. If a prospective tenant or guarantor has given misleading information that cannot be construed as a mistake on an application we reserve the right to charge the full amount of the deposit against our expenses. Should the property or offer of tenancy be withdrawn by the Landlord the tenant is entitled to a refund of the holding deposit in full within 7 working days of the final decision and provided that such information as required to be able to refund the payment is provided by the tenant.

Company Lets

If the applicant is a company, the company must be based in the UK.

Affordability Criteria

In most cases, in order to pass the affordability criteria you should be earning at least 30 times the monthly rent. If you are unsure if you are earning enough to meet these criteria, contact us prior to your references being processed. If you are not earning enough you may have the option subject to the agreement of the landlord of providing a guarantor for your tenancy or paying rent in advance. Please note that guarantors must be UK resident.

Move In Balance Invoice

This will be provided to you before the commencement of the tenancy and it will set out the balance due on or before the agreed move in date. Please note that keys will not be released until your balance is received by Sinclair Hammelton in cleared funds. Payment may be made by BACS/CHAPS transfer to our account. Please note that we cannot accept cash to pay your move in balance.

Security Deposit & Tenancy Agreement

Sinclair Hammelton will prepare a Tenancy Agreement for both parties to sign. You will have the opportunity to read the Tenancy Agreement and raise any questions before signing.

The Tenancy Agreement is a legal document and you are recommended to take independent legal advice before signing it. Your return of the signed Tenancy Agreement will be treated as your authority for Sinclair Hammelton to complete the Tenancy Agreement, thus committing you to the Tenancy on the agreed start date. Please note however that your return of the signed Tenancy Agreement will not create a binding contract until we receive the Landlord’s signed part of the Tenancy Agreement and the landlord’s express confirmation to complete the Tenancy Agreement. In addition keys cannot be released until we are in receipt of the full cleared funds as set out in the move in balance invoice.

The security deposit is held against the tenant adhering to all their obligations set out in the Tenancy Agreement; particularly those to do with cleanliness & condition of the property and payment of rent and utility bills. The deposit will be held by one of our chosen Deposit Protection Schemes. No interest is payable to either party. At the end of your tenancy, the deposit will not be released until agreement is reached between both parties regarding any necessary deductions.

Paying Rent

Rent is payable in advance by standing order, either to Sinclair Hammelton or direct to your landlord depending on which service your landlord has chosen. Please ensure your standing order is set up so that rent arrives on the due date.

Inventory & Schedule of Condition

The Inventory & Schedule of Condition details the fixtures and fittings and describes their condition and that of the property generally. The inventory & schedule of condition helps protect the interests of both landlord and tenant by providing an independent assessment of the property at the commencement of the tenancy. It is preferable that tenants are present at the check in as this document will be used at the end of the tenancy when comparisons are made. These will form the basis for any proposed deductions from the deposit.

During the tenancy

Tenants are expected to abide by their obligations set out in the Tenancy Agreement. If the property is managed by Sinclair Hammelton we will contact you during the tenancy to arrange maintenance visits.

Download our Tenants Fees here

Client Money Protection is provided by Safeagent (previously known as NALS) – 01242 581712 – https://safeagents.co.uk/

Click here to view our Safeagent certification

Client Redress Scheme is provided by the Property Ombudsman – 01722 333306https://www.tpos.co.uk/

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