Renting a Property

Welcome to your new home...
Each year, we facilitate numerous tenancy agreements that are not listed publicly or advertised online. We call this our ‘Off Market List’.

To access information about all our available properties, including those discreetly marketed, you will need to register with us.

We’ve written a simple timeline of what happens, and when, as there’s a lot to do to get you from viewing to move in. Let’s guide you through:

Get in touch with us

By registering with us, you will be among the first to receive updates on new rentals before the general public. This means that we prioritise your needs and help you stay ahead of the rest in an already competitive market. We will only send you homes that match what you are looking for, let’s the house hunting begin!

Arrange a viewing

Wow, is what we hope you will be saying when we find you ‘the one’. Call us to arrange a viewing at the property.

Yes we send floorplans, photos and our fantastic video tours however nothing is as good as that feeling when you walk in the front door.

We accompany all viewings and have an in depth knowledge of every property (so people tell us!) and, unlike some other agents, we will give you the time you need to make this important decision. You cannot truly see a home in 15 minutes!

Want to make an offer? Brilliant!

When you have found a property you would like to rent we will put an offer forward to the Landlord. There will be a form to fill in however it’s all easily completed. Please specify any requirements or conditions attached to the offer you are making as, if agreeable by both parties, these will be included within your tenancy agreement.

Paperwork...

Yes there will be quite a lot of form filling, we like to make it as painless as possible so we use DocuSign wherever we can, unless of course you ask for a paper copy which we are happy to provide too. In short, we apply for references which will include a credit check. We need to confirm that you are, in fact, who you say you are! A passport and a utility bill are normally easiest to find. The tenancy agreement is then drafted for all to sign. Once all of the above is completed, you will be required to pay the security deposit (5 weeks rent) and first months’ rental (minus your payment of intent) in cleared funds prior to the commencement of the tenancy. We will work all this out and send it to you including all of the relevant certification for your tenancy to commence.

New home day!

We ask that you come to our office on the day. Some properties we manage ourselves, and some Landlord prefer to be more hands on we will let you know who you need to contact during your tenancy if you have any questions. Last, but not least, we can give you the keys and wish you all the best for your move.

At The End Of The Tenancy

Please leave the home in the same condition as you were given it, we do not want to request deductions from your deposit, we would rather the end of tenancy be as smooth a process as the start without any unnecessary upset or stress for anyone involved.

Rules of thumb:

• If the property was professionally cleaned at the start of your Tenancy, you will be required to clean the property to a professional standard at the end of your Tenancy.
• If you have had permission to redecorate any rooms and they are in a different state than when you moved in, check with us to see if your landlord wants them returned to their original condition/colour.
• If you accidentally pack something that belongs to the home, we will always give you the opportunity to return it within a reasonable time.
• If you accidently leave something behind we are happy for you to come and collect it from us too.

We don’t just stick to the rules we also like to use our common sense!

A Summary of Tenant Fees can be downloaded here.

When renting a Property through Spotlight – Lettings Management, there are two different types of Tenancy Agreements which can be created;

HOUSING ACT TENANCIES – Assured Shorthold (AST)

An AST is the one that almost everyone has heard of as it the most commonly used by Landlords and Agents across the U.K.

You usually have an AST if:

• You don’t share any accommodation with your landlord and they live elsewhere
• The rent is less than £100,000 a year
• The tenant is an individual and is using the property as their main home

NON HOUSING ACT TENANCIES (Common Law)

This type of tenancy is a bit different and not so widely used. A Common Law Tenancy can be used if the rent is over £100,000 a year, or where the property is not the tenant’s main home.

Did you know?

Company tenancies are also a type of Common Law Tenancy.

A company let is when a company takes on a residential tenancy agreement as the tenant, rather than an actual person. The tenancy will be in the company name. The company employee will live in the property as a permitted occupier.

Permitted Payments, explained...

Holding Deposit: 1 weeks rent (referred to as "Payment of Intent")

This is to reserve a property. Please Note: This will be withheld if any relevant person (including any guarantor(s) withdraw from the tenancy, fail a Right-to-Rent check, provide materially significant false or misleading information, or fail to sign their tenancy agreement (and/or Deed of Guarantee) within 15 calendar days (or other Deadline for Agreement as mutually agreed in writing).

Security Deposit: 5 weeks rent

Security Deposits cover damages or defaults on the part of the tenant during the tenancy. They are capped at no more than five weeks’ rent where your total annual rent is less than £50,000, or six-weeks’ rent where your total annual rent is £50,000 or above.

On the protection of your money, the end of your tenancy and where to seek redress can be found on the TDS website: TDS Website

What fees can a Letting Agent ask you to pay?*

(*On new tenancies and renewals signed on or after 1 June 2019, and on existing tenancies from 1 June 2020)

Unpaid Rent

Interest at 3% above the Bank of England Base Rate from Rent Due Date until paid in order to pursue non-payment of rent. Please Note: This will not be levied until the rent is more than 14 days in arrears.

Lost Key(s) or other security devices

Tenants are liable to the actual cost of replacing any lost key(s) or other security device(s). If the loss results in locks needing to be changed, the actual costs of a locksmith, new lock and replacement keys for the tenant, landlord or any other persons requiring keys will be charged to the tenant. If extra costs are incurred there will be a charge of £15 per hour (inc. VAT) for the time taken replacing lost key(s) or other security device(s).

Variation of contract (Tenant request)

£50 (inc. VAT) per agreed variation. To cover the costs associated with taking landlord’s instructions as well as the preparation and execution of new legal documents.

Change of Sharer (Tenant’s request)

£50 (inc. VAT) per replacement tenant or any reasonable costs incurred if higher. To cover the costs associated with taking landlord’s instructions, new tenant referencing and Right-to-Rent checks, deposit registration as well as the preparation and execution of new legal documents.

Early Termination

Should the tenant wish to leave their contract early, they shall be liable to the landlord’s costs in re-letting the property as well as all rent due under the tenancy until the start date of the replacement tenancy. These costs should be no more than the maximum amount of rent outstanding on the tenancy.

• During the tenancy (payable to the provider) if permitted and applicable
• Utilities e.g. gas/ electricity/ water
• Communications e.g. telephone and broadband
• Installation of cable/satellite
• Subscription to cable/satellite supplier
• Television licence
• Council Tax

Should any of the above be included in the rent then this will be written within your Tenancy Agreement.

The Initial Money will be confirmed by us in writing and must be paid by bank transfer to our client account.

WE DO NOT ACCEPT CASH

RENTAL PAYMENTS

All rent is payable in advance by standing order. All payments should be made 72hrs prior to your rent due date to allow for clearance. Any financial problems you may encounter should reported to us.

Stamp Duty Land Tax

Tax is payable on tenancies where the rent exceeds £125,000 per annum. For further information please make contact direct with His Majesty’s Revenue and Customs (HMRC).

Useful Information

Spotlight – Lettings Management is a member of The Property Redress Scheme. You can find out more details on the agents website or by contacting the agent directly.

Our scheme Ref: PRS022447

Spotlight – Lettings Management is a member of ARLA Propertymark and is part of the Propertymark Client Money Protection scheme. You can see our membership certificate here.

Our scheme Ref: C0133461