INFORMATION FOR TENANTS

Hamilton Wood are delighted you have chosen their web site to visit. This page is designed to give you an idea of what you would require if and when you decide to let one of Hamilton Wood's properties. This site is updated on a regular basis and we would advise you to place this in your favourites box or alternatively please fill in the registration form fully and we will contact you by email and phone when we have properties that meet your requirements.

Once you have found a property through Hamilton Wood you will need to place a week's holding deposit on the property to remove it from the open market. This allows us to contact the Landlord and agree terms. Please note that once you have put this deposit in place, it is non-refundable if you change your mind.

When an agreement has been reached, we will need to take up references on your behalf. This is done by writing to your employers, banks, character or previous Landlord. If you are self employed we will write to your accountant and solicitor. When we have had all necessary paperwork in the contract will be drawn up for signing. On move in date you will need 1month's rent and 1 month's deposit (a small contract fee is charged). This money must be in cleared funds ie. Bankers draft or cash.

Part of your agreement with the Landlord is for you to pay the utility bills ie. gas, electric, council tax (not applicable if you are a student), water rates, TV licence. One of our staff will be happy to help with the transfer to your name.

Students

If you are a student, we will need a letter from your college and a guarantor maybe required to cover your payment. This also applies to overseas students wishing to rent a property. In the case of company lets, reference will be required from accountants, bankers as well as additional trade references (we can change this formula to suite different companies).

Company lets

In the case of company lets, reference will be required from accountants, bankers as well as additional trade references (we can change this formula to suite different companies).

The following notes are intended to give you a guide of yours and our responsibilities for properties that we manage on behalf of our clients.

IMPORTANT INFORMATION FOR TENANTS IN MANAGED PROPERTIES

INVENTORY CHECK-IN
On or before the day you move into the Property an Inventory Check-In will be carried out by an Inventory Clerk and in due course a copy of the Inventory will be forwarded to you. If you, or your representative are not present at Check-In you will be required to sign and return the Declaration.

Please notify us immediately if this appointment is not convenient to you. Check-in appointments cannot be re-arranged at short notice. A cancellation charge of £30 will be made if a check-in is cancelled, changed or postponed with less than two full working days notice having been given.

KEYS
A minimum of one set of keys per person will be provided at Check-In. If additional sets are required, Landlord's consent must be sought and keys will be cut at the Tenant's expense.

SERVICES
You are responsible for the water, gas, electricity and telephone in the property. The Boards will not allow us to open accounts on your behalf therefore it is important that you ensure that you contact the appropriate Boards in good time prior to the commencement of the tenancy to have the services transferred into your name otherwise you risk disconnection. The telephone numbers in this respect are:-

Electricity: 0800 096 9000
Water: 08459 200 888
Gas: 0645 555 9000
Telephone: 150

Note that Deposits may be required by British Telecom and London Electricity. New Tenants risk disconnection unless deposits are received by the boards prior to occupation.

PLEASE REMEMBER: If you change the utility provider you must notify us immediately.

COUNCIL TAX
It is the legal responsibility of the occupant to register for Council Tax.

TELEVISION LICENSE
It is the responsibility of the Tenant to obtain a current television license.

RENT
Rent is due on or before the due dated detailed in the Tenancy Agreement. In the event of payment not being received punctually for whatever reason, any cost incurred by Hamilton Wood such as special clearance charges, will be the Tenant's responsibility.

CENTRAL HEATING
If you go away, even for a weekend, particularly during the winter months, please note that your heating should be programmed to heat the property either constantly on a low setting, or at a recommended temperature of 20ºC/70ºF for a minimum of 2 hours in the morning and 2hours in the evening.

INSURANCE
During your tenancy the Landlord's contents are insured by the Landlord. You should insure your own belongings.

LANDLORD MAIL
Please forward to the Maintenance Department detailed above any mail arriving for the Landlord by re-addressing the envelope.

PROPERTY VISITS
As part of our service for the client, we are required to visit the property on a periodic basis. We will advise you in writing prior to a proposed visit of the day we require access so that you may be present if your prefer. Should you not wish to attend, we will use the management keys to gain access.

MAINTENANCE
ANY MAINTENANCE PROBLEMS you encounter should be reported promptly to your Property Manager.

Please do not attempt to carry out any repairs yourself which require specialist knowledge - you might make the problem worse! Our offices are open from 9.30am to 6.30pm Monday to Friday and a voicemail system is in operation which allows messages to be left outside these hours or when the Property Manager is out of the office. Please note, however, that calls relating to non-emergency problems can only be taken between the hours of 9.30am and 6.30pm.

Please note that our management of the property does not extend to those odd jobs which a householder would normally expect to undertake themselves, for example, replacing light bulbs or electric fuses; unstopping the sink when it is blocked by your waster; keeping the gutters and downpipes clear of leaves, refix eg. Kitchen door that may have come loose, or general refixing with a screwdriver.

IF A NON-EMERGENCY MAINTENANCE ISSUE ARRISES OUTSIDE NORMAL OFFICE HOURS a voicemail message should be left for the attention of the Property Manager on the following working day.

IF AN EMERGENCY ARISES OUTSIDE NORMAL OFFICE HOURS please leave a message on our voicemail AND ALSO call the emergency mobile number.

Please make sure the problem is an emergency before calling the contractor - see the guide below.

We must advise you that if an emergency contractor is called to your property and he reports that the matter could have been safely dealt with as a routine call at a lower cost, we may look to you for the difference or the call out charged. Similarly, if the fault is deemed to be your own (for example, you may have locked yourself out), you will be charged for the call out.

WHAT CONSTITUTES AN EMERGENCY?

It is not easy laying down strict guidelines but the following notes give you our best advice as to how to assess an emergency when it arises. Most Landlords would agree that an emergency is:

· A leak that cannot be stopped and that, if not stopped immediately, will cause addition al damage to the property. If the leak is not from your own property, but is coming form the above or adjacent property, then those occupants should be contacted immediately. If it is from your property you should immediately turn the water off by means of the stopcock.

· A "break-in" or accident that leaves the property insecure. Temporary measures are necessary.

· A complete failure of the electrics. You should first telephone the Electricity Board to check that the loss of power is not as a result of a general power cut, unpaid bills or failure to pay for connection.

· An electrical fire, especially if the risk of further damage is feared, is also considered an emergency, BUT a localised blown fuse box which knocks out a few lights is not.

· A break-down of the heating system at the beginning of a weekend/holiday period when there is risk of the system freezing. Normal heating failures should be reported the following morning, as early as possible during working hours. Most hot water tanks are fitted with an electrical immersion heater which when switch on will provide hot water. If the heating does fail, we will do our utmost to have it working within 48 hours.

· Please note, we will only use our listed contractors for any jobs and a time delay might be caused because they are already on existing jobs.