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Standard Fees and Terms for Tenants

Tenancy Set Up and Referencing
An administration fee of £300 inc VAT will be payable upon creation of a legally binding tenancy agreement for one person and £60 inc VAT for additional persons. The fee is inclusive of variable referencing per applicant and/or guarantor.

A reservation fee equivalent to two weeks rent must be paid in clear funds. This is in order to reserve the property and remove it from our availability list. Should the Tenant withdraw from the proposed letting, through no fault of the Landlord or the Agent, all of the ‘reservation fee’ will be retained. None of the reservation fee will be retained should the Tenant’s withdrawal be due to a breach of the proposed letting agreement by the Landlord or Agent.

Early Termination
Should you wish to terminate your tenancy before the end of the term and the Landlord agrees that you can terminate early, you will be responsible for the repayment of the pro-rata commission fee paid in advance by the Landlord for the unexpired portion of the tenancy, unless you are exercising a break clause which is contained in your tenancy agreement.

Change of a Tenant
It is your obligation to obtain written consent from the Landlord for any change in the identity of a Tenant. Upon receipt of this consent Alex Crown will draw up a tenancy agreement for signature by all parties. An administration fee of £250 inc VAT will be charged for this service.

Renewal of Tenancy
Please contact us in advance if you wish to extend your tenancy. If the tenancy is renewed, we will charge £350 inc VAT to prepare the relevant paperwork for the renewal of the tenancy.

Tenant Reference
A reference may be requested by a tenant at any time. The administration fee for this service is £25 inc VAT and is payable upon request.

Arrear Communication
An administration fee of £25 inc VAT will be charged for each letter sent by Alex Crown regarding late or non-payment of rent or administration charges.

If any charges remain outstanding at the end of the tenancy, Alex Crown will deduct the amount due from the deposit.


Deposit
A deposit equivalent to six weeks' rent must be paid in cleared funds when you sign the tenancy agreement and in accordance with the terms of the tenancy agreement. Where applicable, Alex Crown will register the deposit monies with a deposit protection scheme on behalf of the landlord.

All deposit deductions must be agreed in writing by both landlord and tenant upon the termination of the tenancy. The tenancy agreement is between the landlord and the tenant and, therefore, the tenant cannot hold Alex Crown liable for any deductions made from the deposit which may fall into dispute. Any interest earned on the deposit shall be retained by Alex Crown.


Payment of Rent
The first instalment of rent must be paid in cleared funds when you sign the tenancy agreement. Thereafter, rent is payable by standing order (unless agreed otherwise) to arrive on the due date as stated in the tenancy agreement. This means that the standing order must be set up so that the funds leave your account three days before the rent is due. The full rent must be paid by a single standing order. We are unable to accept multiple standing orders.


References/Identification
We require a photo ID, in the form of a passport or EU Driving License before all other stages of referencing commence.

We will follow up on references based on the details that you have supplied to us. These references may be passed to our client so that they can make a decision on granting a tenancy.

You are responsible for any administration charges levied by your own bank in relation to obtaining a reference.


Check-in and Check-out
Alex Crown will be instructed by the landlord as to what arrangements are to be made for the inventory and check-in. Unless agreed otherwise, the landlord will be responsible for the cost of the inventory and check-in and the tenant will be liable for the cost of the check-out (and any missed appointments).We advise you to make yourself available for the check-in and check-out.

Where Alex Crown organise an end of tenancy inventory check-out, a fee of £120 inc VAT will be charged. Where a landlord organises this inspection independently of Alex Crown the charge may vary.


Management of the Property
At the start of the tenancy we will advise you who is responsible for managing the property. This is not always Alex Crown. Where we are not managing the property we cannot authorise any repairs or maintenance or guarantee the speed at which repairs will be carried out. Where we are managing the property, we may have to obtain the landlord's consent before proceeding with a repair.

Where we manage a property and hold keys, we can usually provide access to Alex Crown contractors (with your permission). However, where we do not hold keys or the contractor is not willing to collect keys, it is your responsibility to provide access.


Insurance
It is your responsibility to insure your own belongings throughout the tenancy.


VAT
All our fees are subject to VAT at the current rate of 20%.


Utilities
You will be responsible for the payment of telephone, gas, water and electricity accounts at the property during your tenancy, as well as the council tax. It is your responsibility to notify the relevant companies and the local authority that you are moving into/out of the property. You are also responsible for ensuring that a valid television licence remains in place for the duration of the tenancy. Utility companies will also always require the occupant to provide access for any visits.


Taxation
If your Landlord is resident outside UK we recommend you contact HMRC (www.hmrc.gov.uk) to ensure you are compliant with current regulations. Alex Crown is not liable for the tax implications of rental payments to overseas Landlords.


Anti-Money Laundering Regulations
Alex Crown is subject to the Money Laundering Regulations 2007. As a result we will need to ask you for suitable identification, and will be unable to proceed with any work on your behalf if we are unable to obtain this from you.

Complaints Procedure
Alex Crown Lettings & Estate Agents complaints, wherever possible, complaints are dealt with quickly and informally. It is hoped the vast majority of complaints can be solved at the first stage.

Informal Complaints – stage 1
An informal complaint can be made verbally, by email or in writing to Sheelpe Aktar, Head of Customer Care. A person wishing to make a complaint should explain clearly what he or she is dissatisfied with, and what he or she wish Alex Crown Lettings & Estate Agents to do. Sheelpe will then liaise with those relevant, to help resolve your concerns.

A response to a complaint at an informal stage will be made as soon as possible and in any event within 10 working days.

Formal Complaints – stage 2
A formal complaint needs to be made in writing addressed to Hafizur Rahman, General Manager. The written complaint should state what the customer is dissatisfied with and what they would like Alex Crown Lettings & Estate Agents to do in helping to resolve the matter.

A written response will be provided in 20 working days. If this period is exceeded the customer will be informed as to why this is the case.

Reviews
If, after having received the response from Alex Crown Lettings & Estate Agents the customer remains dissatisfied, they can refer the complaint to, The Property Ombudsman (TPO) within six months for a review.

They are an impartial government approved organisation who only review complaints made by consumers.


Amendments
Alex Crown reserves the right to change the schedule of fees and these terms of business upon providing reasonable notice in writing.

All fees unless otherwise stated are Inclusive of VAT
For any further information please ask for details.


Alex Crown are members of The Property Ombudsman (TPOS)
for Lettings and National Federation of Property Professionals
(PI+CMP) Client Money Protection Scheme.