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Tenants Guide: Procedure for Occupation

To reserve a loft, studio, apartment, flat or house, a holding deposit of two weeks' rent is required, which is then deducted from the amount owing on the sign up. Debit cards are welcomed, however, personal cheques are not accepted. A credit card payment can be made with a 2% handling charge.

This deposit is non-refundable should you, for any reason, decide not to take the flat, should your references prove unsatisfactory, or should the information you provide be incomplete or misleading. We require the Tenancy Application form/s and bank reference form/s to be fully completed and returned to our office at your earliest convenience.

An appointment will be made for the signing of the lease and issuing of the keys (each person on the tenancy agreement must be present). Where ZJ and B manage or have been instructed to undertake and inventory on the property, we will require you to attend an appointment at the property with the independent inventory clerk; this must be done on the same day.

RENT: All rents are payable monthly. Further rent payments must be paid by either standing order or direct debit, which forms part of the sign-up procedure.

DEPOSIT: One month or six weeks' rent is usually required at the discretion of the landlord. This is a separate item from your monthly rent and cannot be used in lieu of rent. The deposit is for loss of items or damage to the property or its contents.

GAS AND ELECTRICITY: ZJ and B will arrange for your gas and electricity supplies to be connected as well as informing the relevant utility companies of your impending tenancy. Where applicable meter readings will be recorded on your check-in inventory and check-out inventory.

COUNCIL TAX AND WATER RATES: You are responsible for paying the Council Tax and Water Rates. ZJ and B will inform the local Borough Council and Thames Water of your move-in date and details.

TELEPHONE: If there is not a telephone line in your property, ZJ and B is unable to have this installed on your behalf. You will have to arrange this yourselves; the landlords will reimburse you for the installation cost on receipt of a copy of your telephone bill. It is the responsibility of the tenant to pay for the line to be connected and register the account in their name. This line and number will then become part of the inventory and cannot be transferred to any other property.

KEYS: ZJ and B Lettings security department will provide you with a key for each person that has signed the tenancy agreement. Should you require an extra key you must request this in writing. A charge is made to cover the manufacture and the administration. The extra key then becomes part of your inventory. Please note it is the company's policy to change the locks if all keys are not returned at the end of the tenancy and subsequent cost will be deducted from your deposit. As Managing Agents, and Landlord in some cases, we will have a set of keys to your property, but will not enter it without prior notice unless in an emergency.

PETS: Pets are not allowed unless previous agreement with ZJ and B is given. There is an additional Holding Deposit taken, and the property is automatically fumigated at the end of the tenancy, the cost being deducted from the deposit.

FURNITURE MOVEMENT CHARGES: If you require any furniture movement after moving into your property, subject to landlord approval the charge is £50.00 per item.

Your request will have to be confirmed in writing to us enclosing the correct fee before any action will be taken.

OUT OF HOURS SERVICES: ZJ and B provides an out of hour's service for evenings and weekends or in case of an emergency

GENERAL MAINTENANCE: ZJ and B will organise maintenance of the property for works outside the tenants' responsibility. All maintenance problems must be reported to Property Management immediately. Please Note: If you call out the maintenance department and no fault is found you will be charged a call-out fee of £45.00 + VAT.

It is your legal responsibility to ensure that any damage caused to the property is reported immediately. Failure to do so may be considered as tenant damage. Please read through your lease carefully.If this property is a new conversion and all appliances are new and guaranteed, user guides will be supplied.

If you experience any problems with any of the appliances under guarantee please contact the manufacturer direct and arrange this service call.

Please do not leave bikes, prams or any other obstructions in common parts; the fire regulations demand these areas are kept clear. Any obstructions may be removed and any damage resulting will be the tenants' responsibility.

Please place all household rubbish into black bin liners and put out on the morning of collection by the council. Please include any 'junk mail' delivered to common parts and redirect any incorrectly addressed mail. Any fees charged for the removal of rubbish not left at the collection points may be counter charged in the form of a service charge. Please remember that for the duration of your stay, this property is your home and we request that you help maintain it as such.

The Landlord insures the property i.e. fabric of the building only. ZJ and B recommends you have personal contents insurance, which you must arrange yourself. Please note that if there are multiple locks on doors, all must be used otherwise it negates our building insurance responsibilities and you will be held liable.

CHANGE IN TENANCY: If after your statutory period of the tenancy expires and you wish to change one of the tenants rather than all leave the property, it is imperative that the outgoing tenant writes and gives us notice, other wise they will be liable for the rent.

Any changes within a tenancy, a new tenancy or a substitution of tenant, an administration charge of £35.00 plus VAT (£41.13) will be made.

MOVING OUT: As stated, you must give us the necessary notice (as dictated by your lease) in writing if you wish to move out at the end of the term, or earlier. For safety, we would suggest you send this by recorded delivery. Please note all signatories on the lease must sign the letter.

At the end of your notice period we will visit to collect all keys, check through the inventory and final meter readings will be taken. You are responsible for paying the closing gas, electricity, water rates, council tax and telephone bills. Please arrange for them to be forwarded to your new address. The cost of any damages or missing items will be deducted from your deposit or anything that is not fair wear and tear. Please note that replacement of light bulbs and cleaning are considered part of the inventory. We will then be in a position to refund your deposit (normally within 14 working days).

It is therefore essential that you take careful note, sign and return your inventory with any relevant comments at your initial check in.

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