Renting a Property
To help you choose a suitable property you can perform a
search on our website based on the criteria you require. From
this, you can produce your own personalised property list. If
you prefer, just call our office and our staff will help you
with your search and give information about local areas and
trends in the Newcastle and North East area. Our website also
includes additional useful links to other relevant sites to help
you further.
We arrange accompanied viewings and always meet prospective
tenants at our office for your protection and the security of
our viewing staff. We also require contact details for you in
the case of a last minute change of plan to avoid
disappointment. Just phone to arrange viewings and if you
require further clarification or information on your selected
properties, we are here to help you, so please ask!
We manage some of the properties on our list. This means that
we have been instructed to act on behalf of the landlord (at no
extra cost to you!) who either is out of the area, or simply
does not have time to deal with the day-to-day management of
their rental properties. We are available during normal opening
times and for your benefit; there is an additional out of hours
answer phone facility, which receives immediate attention, upon
our return. The remaining properties are managed directly by the
landlord. In this case, the Landlord's name, address and contact
details will appear on the front as well as inside the tenancy
agreement. In this case, the landlord will deal with any
maintenance or management issues with you directly. However,
please feel free to contact us throughout your tenancy should
you need advice or information.
How do I go about renting a property?
Having chosen the property you want, a reservation fee or
holding deposit of £250 (or £100 per bedroom, whichever is the
greater) will take the property of the available list, cancel
all further viewings, and (subject to the landlord's approval),
guarantee you the property subject to satisfactory references
being obtained. It is important to note, that his holding fee is
not refundable should you withdraw or if the references prove
unacceptable and you will sign a document to that effect before
this fee can be accepted. Please note, if the landlord does not
give his consent then all your deposit is available for an
immediate refund or you can use it towards the deposit on
another property, the choice is yours. The process for students
is slightly different so please go to the student web pages to
find out how your tenancy progresses. (Students click here). The
holding deposit is not an additional charge and is deducted from
your invoice so you only have to pay the balance before moving
in.
Before moving in how much will I have to
pay?
- At least one month's rent in advance (for first
month)
- A damage deposit bond, (equivalent to at least one
month's rent unless there is a special request clause
which will carry a higher charge). This is refundable at
the end of your tenancy providing you have met the
requirements of your tenancy agreement.
- Administration fee to cover personal referencing,
office administration and the legal documentation of
half a calendar month's rent plus VAT (minimum charge
£200)
- Finally either a bank reference provided by your
bank for you (or your guarantor). You will be charged
directly by your bank and no fee is required by Acorn
Properties. Fees will vary from bank to bank and
previously have ranged from circa £10 - £20 and can take
two to three weeks to complete. Or provided you or your
guarantor are on the electoral register, we are now
registered under the data protection act and authorised
to perform credit searches on individuals or companies
relating to any credit applications. We provide you with
a form requesting the required information,
documentation and authorisation. We charge £15 for this
service and providing you qualify as stated we can offer
a same day service.
- You are provided with an invoice clearly outlining
these charges press here for an "example invoice"
Cheques, must be received at least 10 days before moving in
to allow it to clear, otherwise cash or a bankers draft are
advised. You can only move into the property when your initial
funds have cleared our account and you have set up your standing
order for future payments.
How do I pay my rent?
Rent is payable monthly, only by standing order. We will ask you
to sign a mandate to your bank for this. We cannot accept cash
or cheque for ongoing rent payments as this would incur
additional administration, which has not been either charged
for, or costed into our current administrative process. If this
does become necessary due to payment not being received by
standing order for whatever reason, then an additional
administrative charge will be made. If the matter is brought to
our attention by you and we do not have to chase you for this
money then we will charge you £20 plus VAT. If we have to chase
and remind you for outstanding payment then there will be a
charge of £50 plus VAT. This is per payment (rent due).
Who Advises the utility companies?
Tenants are reminded that it is your responsibity for payment of
the provision of all the services to the property and we cannot
guarantee that services are 'ON'. When moving into your new
property, we advise you to read all meters, contact the relevant
existing suppliers and local tax office for council tax payment
or exclusion and to have all utilities accounts put into your
name, to avoid disconnection of supply and any resulting
reconnection charges. If we manage your new property, we can
provide the opening meter readings and the names of the
utilities companies and their phone numbers to help you. If your
new rented property is managed by the landlord, then they will
provide the relevant information.
Do I need a TV Licence?
The Television Licensing Authority stipulates you as the tenant
must purchase a licence, if there is (or at any time during your
tenancy), a TV in the property.
Are there any safety regulations?
All properties on our list comply with furniture, Gas and safety
regulations. You will be given a copy of the Safety Certificate
at the start of your tenancy.
Maintenance during your stay
If you have a problem with your property, please do not instruct
a contractor directly, it may be covered by guarantee, insurance
or maintenance agreement. If we manage your property, please
contact Acorn Properties as soon as possible and we will advise
and organise everything for you. If the property is managed by
the landlord, then contact them directly and they will resolve
any issues for you. Their contact details are in your tenancy
agreement. Please note, failure to comply with these
instructions, could make you liable for any unauthorised
payments or unreported damage. Additionally if a contractor is
appointed and there is no fault or misuse, then the tenant would
be liable if there is a callout charge to pay.
What is the term of my tenancy?
Most Assured shorthold tenancy agreements, are for a term of
either six or twelve months. After the minimum term is finished,
unless you have given notice, they automatically change to a
rolling tenancy after the minimum agreed period and remain so
until either the landlord gives at least two months notice, or
the tenant at least one months notice in writing, (either on or
before for a rent day). In some cases, either the tenant or the
landlord may request a new contract to ensure a determined
period of rental is achieved. You will not usually be obliged to
move out at the end of the rental term unless previously agreed
in writing and a new tenancy agreement is not needed to extend
your stay. However when you wish to leave, you must give at
least one months notice in writing before a rent day. This is
clearly set out in your tenancy agreement and must be complied
with.
What is the Damage Deposit for?
Your deposit is held against any repairs, replacements or
cleaning, needed to restore the property to its original
condition at the end of the tenancy. It is fully refundable at
the end of your tenancy providing you comply with the terms and
conditions of your agreement. It cannot be used as rent at any
time (and this includes the payment of your last months rent, so
please ensure you comply. Where we manage your rental property,
we hold your deposit in a separate client account for your
protection. We do not pay interest on deposits. If your landlord
manages the property, currently they hold your damage deposit,
so please contact them direct for repayment. If damage or
cleaning is required, then any costs, will be deducted from your
deposit. If this is necessary, there will be a handling fee of
£50 plus VAT added to cover administration. We sincerely hope
that this is not the case and are happy to offer advice on
leaving your property in the correct state. We benefit as a
company in terms of customer service and customer satisfaction
by returning deposits in full. Please help us to achieve this by
working closely with us on your departure.
You will receive an itemised statement and cheque usually within
2 weeks of the end of your tenancy, unless estimates are
required and (or) you fail to meet the requirements of your
tenancy agreement.
Please note; Some issues that can delay
payment are
- Failure to provide proof of payment of your final
utility bills
- Not returning your keys (signed in). If all keys are not
returned and signed in for the property then locks will have
to be changed and the cost charged to the tenant.
Do we
receive an Inventory?
If we manage your property, we will provide an inventory of your
property for you when you move in. This will clearly show all
aspects of your rental accommodation including the condition as
well as any extra comments highlighting additional marks,
scratches etc. This valuable document is designed to protect
both you and the landlord and ensure fair play at all times. On
the commencement of your tenancy we will provide you with two
copies of the inventory. You then have seven days to check the
inventory thoroughly. When you are satisfied that all is present
and correct we ask you to sign both copies, give one back to us
and retain the second copy for your own records. This guarantees
that on your departure, there is a definitive document agreed by
both parties, to ensure a fair and efficient check out. If the
inventory is not returned within seven days then it is clearly
stated that you have agreed by default to accept the condition
of the property. We urge all of our tenants to sign for their
own protection as well as the landlord's.
If your property is managed by the landlord they are responsible
for the provision of this service. We suggest to both landlord
and tenant that they use an inventory for their own protection
and Acorn are happy to provide either landlords or tenants with
this service, at an additional cost.