9 Easy Steps To Renting

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Whatever your reasons for renting our aim is to make the process clear, simple and straightforward from the outset.

Step One: Register your interest with us

Our website allows you to find properties that may suit your requirements, however our team are always on hand to offer advice and more information. We may also know about new properties that are becoming available but that are not yet advertised on the website.

We are a small and dedicated team and all of us are familiar with the properties being offered for rent.  Speaking to us first could save you time and effort during the search process.

To register your interest in renting a property through us please feel free to contact us during office hours or by email.  You do not need to be responding to a specific property you have seen advertised – we are happy to help you find it.

Step Two: Property search

Our website allows you to find properties that may suit your requirements, however our team are always on hand to offer advice and more information. We may also know about new properties that are becoming available but that are not yet advertised on the website.

We are a small and dedicated team and all of us are familiar with the properties being offered for rent.  Speaking to us first could save you time and effort during the search process.

Step Three: Reserving a property following a viewing

If you find a property through us that you are happy with, the next stage is to call us and speak to one of our lettings team to confirm you wish to take the property.

You will be then be provided with an application form and a request for the referencing and application fee. Once we have received the application fee we will immediately receipt this for you and withdraw the property from the market. This means that no further viewings will take place and the property is reserved for you.

We normally prefer you to come into the office so we can go through the application process with you as this saves a lot of time and means we can personally answer any questions you may have, however we understand that this is not always possible in which case you will be required to get the form back to us ASAP along with a proof of identity, such as a photo driving licence or passport aswell as proof of address.
Please Note:  An application to rent a property does not guarantee the tenancy. Should you decide not to continue with your application or if your referencing is not approved the application fee cannot be refunded to you.

Step Four: The Tenancy Agreement and sign up.

Once your references have been approved, our lettings administration team will contact start preparing the tenancy agreement and other supporting documents.

At the same time we will agree a move in date for you and make an appointment for you to come into our office to do the ‘sign up’ and collect keys. A tenancy agreement is a legal document and we prefer to go through it with you in person along with information regarding the tenancy deposit scheme and other relevant information that you may require. It also means that any questions you have around your tenancy and obligations can be answered directly so you feel completely confident around the legalities or any other matters relating to the property. We normally allow around 45 minutes for every sign up.

Prior to sign up we will also provide you with a first account statement which will confirm the amount that needs to be cleared funds into our account. You would  normally organise this money to be transferred in full a day or two before the agreed ‘sign up’ date.  This has to be via a bank transfer or bankers draft. <b>We do not accept card payments or personal cheques.</b>

Step Five: The Inventory and Schedule

You will be supplied with a full inventory and schedule of condition, prepared by our in-house inventory clerk. This will show meter readings for the property. Please check the inventory carefully, as it will be an important part of the check-out and deposit return at the end of your tenancy. You can make comments as appropriate. You must then sign and return it to us within 3 days of your arrival at the property. If you do not do so, the inventory is deemed to be accurate.

The majority of properties at Portfolio are fully managed by us. However, in some cases the landlord will chose to manage the property directly. Either way, you will be provided with contact numbers should any problems or maintenance issues arise whilst you are living in the property.

Step six : Routine Visits

If the property is managed by us at Portfolio Properties, we are obliged to visit every six months on behalf of the landlord to comment on the condition of the property and identify any maintenance issues. We will always write to tenants in advance to advise when a visit is scheduled.

Step Seven: Renewing you contract at the end of a tenancy

In the last two months of your tenancy, you will be contacted and asked if you wish to renew your contract.  If you wish to remain at the property, this is likely to be for a further fixed term and is subject to agreement from the landlord. We will speak to both parties to agree dates and rental level, and the necessary renewal agreement documents will be sent to you for signature and return. If you do not wish to renew the tenancy we will agree the move out date with you and start to remarket the property immediately.

Step Eight: Inventory check-out

The check-out is carried out by  our in-house inventory clerk. The original inventory and schedule of condition, signed by you at the start of your tenancy, is used to assess the property and to prepare a detailed report. You can decide whether or not you wish to be present at this check-out. The property must be handed back in the same condition as it was at the start of the tenancy, allowing for reasonable wear and tear. Please not all our properties are professionally cleaned including carpets at the start of a tenancy so you will need to ensure it is professionally cleaned, including carpets at the end. We can pass on details of approved and recommended cleaning contractors to you if you wish.

Step Nine: Returning your deposit

Assuming that the property is cleaned to professional standards (including carpets) and in keeping with the original inventory, your deposit will be returned to you within 14  days of the check-out, with written confirmation of the amount. If the check-out report shows that the property requires attention, you will be informed within 10 days of the checkout.  All parties will then be advised of any costs incurred and agreement obtained by both parties before the balance of the deposit is returned to you. By law, all tenant deposits must be held and administered by government-recognised schemes to protect them during a tenancy and also provide the means of free adjudication in the event of a dispute between parties.

It is important to note that your deposit is protected and if you do not agree with proposed deductions you are able to challenge the landlord’s decision by referring the matter to an independent adjudicator. More information may be found on the <b>Deposit Protection</b> page on our website.

Got more questions?

To register your interest in renting a property through us please feel free to contact us during office hours or by email.  You do not need to be responding to a specific property you have seen advertised – we are happy to help you find it.

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