What our Student Tenants have to say about us...

  • "We were very satisfied with today's contract signing. The staff were very welcoming."
    Richmond Apartments - Tenants
  • "For the past nine months I've been renting a student house through Keylet. I've enjoyed living there and the living standards were great. Keylet and their staff were very helpful and always professional. Any maintenance issues were dealt with very efficiently. The on-line maintenance system was great and easy to use. I've had my bond back already. The exit inspection was completed, my final bills were handed in and I had the money put straight in to my account. Great letting agency!"
    Owain Lewis Tenant
  • "Firstly let me just say when I was first looking at agency reviews I found a few bad words to be said about Keylet but I can honestly dispute these as I have just come to the end of my tenancy for the year and moved back home but I couldn't of had better agents. In all aspects they were helpful and fast, always very friendly and dealt with issues straight away and resolved the maintenance in the property for me. If I was living in Cardiff again I would definitely look into using them for a second time! Thank you to all the Keylet staff!"
    Miss Bristow Student
  • "Chris - Richmond Squares maintenance man - is fantastic and friendly! Keylet have been very positive, friendly and easy to deal with."
    Lowri Pike - Tenant

Let us provide you with the Key to your new home!

Moving house can be a stressful experience for anyone. With so many options available and things to remember it’s easy to get lost along the way. At Keylet we aim to offer support, advice and the highest levels of service to make your moving experience a good one.

 

We are here to help you! From your property search right through to enjoying your new home our clued up and friendly team will be there to guide you every step of the way.

We boast a huge portfolio of properties so, whether you’re looking for a quiet life in a cosy apartment or the hustle and bustle of a character packed Victorian terrace with all of your friends there’s something to suit everyone.

Our state of the art website, innovative offices and online maintenance reporting systems have been designed to make it easy for you to find and enjoy your perfect home.

CLICK HERE TO DOWNLOAD OUR STUDENT HANDBOOK

We've made sure it's easy for you to contact us, you can do this in 4 ways:

  • Online using our website
  • By telephone on 02920 388 399
  • By e-mail: lettings@keylet.co.uk
  • Pop in and see us at our Mundy Place branch

Get in touch if you have any questions or would just like to know more about what we do.

Viewings

We're available to hold viewings at times to suit you on weekdays, evenings and at weekends. To schedule your viewing you will need to make an appointment at least 24 hours in advance by using any of the options above. Once your appointment is booked we will dedicate our time to finding you the perfect home.

Specific property caught your eye? Just let us know and we’ll take you to see it or, make it even simpler……… Bring us up to speed on what you’re looking for and we’ll do the hunting for you.

We keep looking when others give up!

A dedicated member of our team will be available to assist you at every stage. You'll be meeting us at our state of the art offices from where we will accompany you on your chauffeured viewings.

The Booking process

Like what you see? Our team are here to help you decide if living with us is right for you. Our competent team of negotiators will be on hand if you do have any special requests, if you don’t ask you don’t get - the worst the landlord can say is no! 

The booking process is simple, once you're ready, simply fill out a short application form, put down your agency fee and your reservation is complete.

You’ve paid your agency fee…… what happens next?

Our aim is to make the contract signing and legal aspects of your new tenancy as straight forward as possible. Once you have reserved your dream property we’ll make it easy and give you a list of everything you will need to bring with you to your contract signing appointment.

Financial Guarantor Form

For peace of mind for you and the landlord we will ask you to provide details of a suitable financial guarantor. Your guarantor will be the person who agrees to pay your rent if you encounter difficulties with payment. All we ask is that they are a UK based homeowner, over the age of 21 and in full time employment (or able to provide suitable proof of income). Your agreed guarantor will need to complete the appropriate form which you must then bring with you to your contract signing appointment.

References

Some contracts will be subject to the provision of suitable references which we will apply for via a Credit Referencing Agent. There may be occasions where by we are unable to obtain suitable references but we will do our best to offer you honest advice to assist you with your options.

Payments

We understand that raising a lump sum to pay a deposit and the rent can put a dampener on signing for your new home but the plus side is that the bulk of what you’ll pay at your contract signing (the deposit) you will get back when your tenancy comes to an end. Bond and rent payments as confirmed during your booking process must be paid for the contract signing to proceed. We have introduced a ‘no cash’ policy to save you the hassle of carrying around large amount of your hard earned money. Payments can be made by cheque, bankers draft or credit/debit card. (** If your contract signing appointment is less than 14 days before the day you move in payments can only be accepted in cleared funds.

Identification

Remember to bring two forms of ID with you so we can confirm that you are who you say you are! Not sure what to bring? Passports, driving licenses, bank statements and student ID cards are usually the best options.

Sealing the Deal

The details of the contract you will be signing will be confirmed during the booking process. This will include specific terms relating to the rent and bond amounts and the length of your tenancy. You will be signing an ‘Assured Shorthold Tenancy Agreement’ which once signed on the dotted line forms a legally binding contract between you and the landlord. We will make sure you have plenty of time to read the contracts before signing and will be on hand to answer any questions you might have.

If you would like to have a read through the contract before coming in to sign on the dotted line you can print off a standard version using one of the links below:

Keylet Management Tenancy Agreement

Keylet Let Only Tenancy Agreement

 

The Joint Tenancy explained

One of the most frequent questions we get asked is ‘ What is a joint tenancy?’ So, in short…….. Joint tenancies are contracts agreed with two or more tenants. Each tenant signing onto the contract is jointly responsible for meeting the terms of the tenancy in full including paying the rent. Under a joint tenancy all the tenants have equal rights and are equally liable to cover any defaults in rent payment.

Extending your stay

We welcome all good tenants who wish to extend their stay with us. In line with the marketing time frames of the student lettings market we need to know as soon as possible if you intend to extend/resign for your property for another year. We will be in touch around November/December time and all we ask is that you let us know your intentions to ensure that we can make the necessary arrangements for you.

Collecting your Keys

We will wait for you to let us know the date and time that you would like to move in. (N.B if your contract stipulated half rent payments during the summer period your keys will be available to you after your first full rent installment.) A time slot will be made available and you will be invited to our offices to come and collect your keys.

The Inventory

The inventory records the condition of your new home at the point of you moving in. We prepare it for you ready for your move in and you’ll be given a copy to check and sign. We do our best to make sure that all of our inventories are 100% accurate but if you feel there are areas that do need to be tweaked you will have 7 days to let us know and submit your changes.

Utiltiies

To make things easy we will take the meter readings for you and note them in your inventory. The rest is simple. Contact your chosen energy suppliers, the water company and the local council (council tax). Set up your new accounts with the meter readings we have recorded for you and then set up your payment plans.

Insurance

Landlords will have an insurance policy in place to cover the building and its fixtures and fittings. This cover does not protect your worldly possessions. Keylet can provide information on Tenants Liability Insurance or you can visit the Homelet website - click here for a no obligation quote or contact their Help Line on 0845 1176000.

Keylet is an Introducer Appointed Representative of Homelet which is a trading name of Barbon Insurance Group Limited which is authorised and regulated by the Financial Conduct Authority. Registered in England number 3135797.

Paying your rent

The arrangements for how you pay your rent will differ depending on the specific property you chose to rent. If we are managing your property then it is our job to collect the rent on the landlord’s behalf if not then you will make payment direct to your new landlord.

Managed Houses

The agreed monthly rent for your new home will be confirmed during the booking process and documented in your contract. Your rent is due on the 1st of every month. For convenience we will collect your rent by direct debit to avoid you having to remember to make payment each month. All you need to do is make sure that there are sufficient funds in your designated bank account ready for the 27th of each month which is when the direct debit will be applied for. Funds will be collected from one account per household for the full amount as stipulated on the contract. Depending on your circumstances an the landlords requirements you may be required to pay in advance i.e quarterly and this will be stipulated in your contact.

‘Let Only’ Houses

Each landlord has different preferences on how they chose to collect the rent. We will make sure you know during your contract signing appointment the payment arrangements specific to your tenancy. Depending on the time of year that the contract is signed and how soon after that you will be moving in will depend on what budgeting you will need to make.

Be prepared to bring your cheque book!

If you are experiencing difficulties with payment, call us! We are here to help. We’re not miracle workers and can’t bend the rules of the contract but we can offer a proactive approach and help make you aware of your options. Don’t make us chase you…….. it is your responsibility to manage your money and make sure your rent is paid on time.

Making your money go further....

Good money management is the key to your financial survival at University and is the answer to making your funds go further. 'Budgeting' is the art of keeping your spending under control while making sure you can still afford that cheeky pint on a Saturday night!

In order to produce an effective budget, you need to keep track of everything you spend. Remember that small amounts (taxis, bus tickets, chicken tikka baguettes) soon add up!

Why are we telling you this? …………….. When your rent a property you enter into a contract which in turn means you have entered into a financial commitment. Not just to pay rent but also to keep on top of your household bills, feed yourself and hopefully still have enough left over to enjoy life’s little luxuries.

We don’t want you to incur unnecessary charges because your rent’s been paid late or deal with utilities being cut off because the bills have not been budgeted for. We do want your experience of renting through us to be a good one and goes without a hitch!

Living with Us……Things couldn't be simpler.

Keylet are committed to providing the best service for all of our tenants. As a valued customer you will be looked after when you need us by our dedicated housing team. The housing department are available to help from the hours of 9am6pm Monday to Friday and 10am until 5pm on Saturdays. Out of these hours you can rest assured by the knowledge that we also have a 24 hour call out facility on 02920388399 for those unexpected emergencies.

Maintenance

We know how difficult it can be when something isn't working. This is why we have designed and developed our state of the art online maintenance reporting system to make the whole process easier. Simply log on to your home page by clicking on the link below and follow the prompts. The more information you can give us the better, it all helps to make sure we can pin point the problem quicker. We've teamed up with a full compliment of maintenance providers on hand to deal with the problems when they do crop up.

When reporting maintenance use your initiative, we’re not expecting you to get you tool box out and get to work but we do need you to provide us with accurate feedback and to be realistic with your expectations. Be clear on what you are responsible for (i.e light bulbs, unblocking sinks) and act accordingly.

We strive to respond to all non emergency issues within 48 hours and will provide you with a full assessment of the problem and an expected timeframe for resolution. You can log on to your homepage for a full update on the progress of a job at any time.

You will also have 24 hour access to emergency contractors by calling the Out of Hours Support Line on 02920388399.

Safety

At Keylet your safety is paramount and our priority is to make sure that all of our properties comply with all current legislation and conform to strict health and safety codes of practice. This gives you peace of mind that you won’t find a safer place to live. Accidents are not on our list of things that we like dealing with so we ask that you bear the following this in mind to ensure your stay with us is a safe one:

Gas

All of our properties have passed their Gas safety checks and we hold the relevant certificates on file. If you notice any changes to the appliance let us know straight away! Leaking gas is a fire hazard. If you smell gas contact Transco (0800 111 999) immediately. Turn off the supply at the main meter and open windows. Do not switch anything electrical on or off, including lights.

Carbon Monoxide

Carbon Monoxide poisoning is a silent killer caused by toxic fumes let off from faulty gas appliances. Be vigilant and invest in a carbon monoxide detector

Fire Safety

Shared houses are at more risk of fires. All of our properties are fitted with smoke detectors and larger houses will have a full fire alarm system in place. Tampering with these installations is a serious breach of contract and could put lives at risk. Exit routes from the property should be kept clear of obstructions at all times. With common sense and due care disasters can be avoided!

Security

We like to think that all of our homes are a safe place to live but there’s no harm in taking the time to make sure that you and your home are protected. Once in the property:

  • Leave lights on if everyone in the house is out, or use automatic time switches
  • Always make sure that your doors and windows are properly secured and locked before going out.
  • Remove all valuable items during holidays
  • Never let anyone into the property without seeing some ID. If they say they represent the owner or the managing agents check that this is true.

If you have doubts about the security of your house contact the Community Safety Officer at your local Police Station.

What to do if you are burgled

  • Contact the local police immediately.
  • Make a list of everything that has been stolen or damaged so that full details can be sent to your insurance company.
  • Cancel any stolen credit or debit cards. If official documents i.e passports, driving licenses have been stolen you will need to contact the relevant authority.
  • Get in touch with us so that we can assist in re-securing your home.

For further information and advice on how to protect yourself you’re your home visit the Crimestoppers website - click here

And now the end is near......

As the end of your tenancy approaches, we will write to inform you of the full checkout procedure and bond refund process. We want the bonds to come back to you as soon as possible therefore please take note of the following:

The last member of the household to vacate the property must make an appointment with Keylet for a check-out inspection. Please contact our Maintenance Department as early as possible to arrange a suitable time on 02920 388399 (option 3). Please note that only one inspection per household will be performed, once all tenants have vacated and all personal belongings have been removed.

In the event that tenants fail to attend the exit inspection it will be carried out in their absence. Whichever member(s) of the household sign the exit inspection will be deemed as signing on behalf of the household as a whole. It is your responsibility to book an appointment for an exit inspection.

During the checkout process, you must observe these steps:

1. Keys

Return all room and house keys to Keylet personnel during the inspection. All keys should be appropriately labeled. Should you fail to return your keys by the end of your contract date, you will be charged full rent until such time as they are returned. If you leave the house earlier than the 28th June 2013 please return your keys to Keylet Cathays office in order to obtain a receipt. In the event of keys being misplaced or stolen you will be charged the full cost of replacement locks and keys. (N.B If you are a tenant or Richmond Square or Richmond apartments please refer to our earlier letter)

2. Utility Bills

Obtain meter readings for both gas and electricity on the day the final tenant vacates the property. You will need to contact your gas, electricity and water suppliers to confirm that you are vacating and that these are your final readings.

Please note that you are responsible for these accounts until 28th June 2013. You will need to inform your suppliers that the meter readings taken will be the same on 28th June 2013 although you may be vacating prior to this date. (N.B If you are a tenant or Richmond Square or Richmond apartments please refer to our earlier letter)

You will need to provide proofs of payment to Keylet head office for the gas, water, electricity and council tax in order to have your bond deposit returned. Ask your utility suppliers for proof that the accounts have been paid up until the end of your contract and to provide a ZERO BALANCE BILL. Failure to provide proof of payment will lead to your deposit being withheld until such bills are cleared. Please be advised that failure to produce the relevant documents to us within the first three months following your exit inspection will result in us contacting you. By doing so the following charges will be deducted from your bond deposit: Chase up letter (£30+VAT), Chase up email (£5 + VAT) and chase up text message (£2.50 + VAT.)

3. Cleaning

The property needs to be left in a thoroughly clean and tidy condition. When cleaning the property please pay particular attention to the following:

Kitchen

All cupboards are to be emptied and all work surfaces cleaned. The cooker should be thoroughly cleaned, paying particular attention to the oven and the grill. Fridges and freezers must be emptied, defrosted and cleaned, the power turned off and the doors left open. The floor should be cleaned and all unwanted food/rubbish should be disposed of in an appropriate manner.

Bathroom

The bathroom suite and any tiled surfaces should be cleaned to remove any build-up or deposits. The floor should be cleaned and any unused/unwanted toiletries or rubbish should be disposed of.

Lounge

The carpet and all soft furnishings should be vacuumed and all hard furniture should be wiped with a damp cloth and cleaned.

Bedrooms

All personal items/belongings should be removed. The carpet should be vacuumed, paying particular attention to the area under the bed. All hard furniture should be wiped with a damp cloth to remove any stains or marks.

Please also remember to clean under beds, furniture, skirting boards and stairs where applicable.

Upon your departure, all rubbish bags and unwanted items of furniture should be left at the front of the property ready for collection. Charges will be made to the household for the removal and disposal of items not listed on the inventory. Should the property not be adequately cleaned upon inspection, professional cleaners will be appointed and all charges will be made to the household which may result in a delay when returning your bond deposit.

4. Rent

Bond deposits are only returned once all rent arrears for the household are cleared in full. This includes any charges for late payments and returned payments, as highlighted in your Tenancy Agreement. The bond deposit is not to be used towards the final rent payment.

5. Light Bulbs

Please be aware that as per your tenancy agreement it is the tenant responsibility to ensure that light bulbs are in working order. If light bulbs are found to be missing or need replacing at the exit inspection tenants will be charged for replacements.

If members of your household are renting the property again for the next academic year but you are vacating, please ask your household to forward to our Mundy Place office a letter signed by each remaining members of the household stating that you do not owe any monies for outstanding bills and that they are happy for us to return your bond deposit to you.

Once you have vacated the property you will not be allowed access to the property. Should Keylet have to allow you access you will be charged a call out fee of £30.00 plus VAT for each visit. You may find the Royal Mail redirection facility useful to forward your mail to your new address, see www.royalmail.co.uk for further details.

Any damage caused during the tenancy is the tenants responsibility – this will include: damage to walls by nails or blue tack, damage to furniture including cigarette burns, damage and stains on carpets, damage caused by bicycles stored or brought through the property, damage caused by condensation when the property has not been ventilated sufficiently and damage caused by negligent use of showers.

Appropriate action will be taken to rectify any defects and restore the property to its pre-tenancy condition (as noted on your inventory) and you will be notified in writing of any proposed deductions. If you disagree with the decision made your reasons must be forwarded in writing to the Keylet Headoffice within 7 days to enable us to review your case. Failure to do this will be deemed as your authority to appropriate deductions as stated from your bond deposit. Please refer to the tenants handbook for details of repair charges.

By following the above points, you will be ensuring the speedy processing of your deposit return. Your bond deposit refund will be processed (without interest and less any relevant deductions, where applicable) within 21 days from the date that Keylet receive proof of final bills paid providing all necessary work has been completed to the landlords satisfaction and the work has been invoiced and paid.

You will be notified when your bond is ready for collection. One refund per property will be issued to the TDS representative that you nominated at the point of signing your agreement. Please ensure you have provided us with your current contact number. Should you wish for your bond deposit to be sent by post you will need to supply us with your forwarding address in writing. We cannot allow bond refunds to be collected by anyone other than the tenant the cheque is made payable to. If a cheque needs to be reissued to you for whatever reason an administration charge of £15.00 will be deducted from your bond.

If you are coming to the end of your studies have you considered moving to the City Centre or Cardiff Bay? Contact one of our Executive Lettings Negotiators on 02920 489000 or visit www.keylet.co.uk for further information.

What is a bond deposit?

A bond deposit is paid against the property to protect the landlord against any damages caused during your tenancy. It is paid during the contract signing appointment and is normally equal to 1 months rent plus £50 per person, but may vary depending on the landlord

Where is the bond deposit kept?

1. Managed properties

If the property is managed by Keylet the bond deposit is held as a stake holder in a secure client account until the end of your tenancy. All deposits collected and held by us are registered with our chosen Tenancy Deposit Scheme, ‘The Dispute Service’. You will be provided with a certificate confirming your registration along with your unique ID code. The status of your bond can be checked at any time by visiting the TDS website - click here

2. ‘Let Only’ properties

If the property is not managed by Keylet then the monies are collected by us on the landlord behalf and then transferred to be held by them. Your landlord must register your deposit with an approved Tenancy Deposit Scheme and provide you with full details where your money will be kept

How do I get my bond back and when?

Your deposit will be returned at the end of your tenancy once you have moved out and the exit inspection has been completed. To make sure that we can return of your deposits quickly and efficiently we ask that you follow the following steps:

Look after your property and follow our advice during the moving out process. We've worked hard to make sure our properties look good and to provide the fixtures and fittings you need to enjoy your home and we trust that you'll want to keep them that way.

Make sure your rent accounts with use are paid up to date.

Contact your utility suppliers to let them know that you have left the property so that they can close your accounts. They will issue you with your final bills which you will need to arrange to pay. Once you’ve done this bring us the proof for the Gas, water, and electricity accounts along with your university certificates (where applicable) to confirm your council tax exemption.

Update us with your forwarding address and contact details

If any members of your household are renting the property again but you are leaving then in order to be able to return your deposit we will need written confirmation signed by all remaining members of your groups confirming that you do not owe any money for outstanding bills and that they are happy with the condition that you have left the house and your room.

What will we do....

  • We will notify you in writing within 20 working days from the end of your tenancy of any proposed deductions to be made from your bond deposits. You will then have 7 days to get back to us.
  • We will take on board your comments, review the case and deductions will be negotiated where applicable. We will keep you informed and update you on our decision.
  • We try hard to make sure our decisions are fair and represent you and the landlord to ensure the best outcome for everyone. In the event that we agree to disagree the disputed amount of the deposit and full details of the case can be forwarded to the Dispute Service for independent adjudication. At this stage progress of the dispute can be monitored through the TDS website using your unique ID code.
  • We will return the undisputed amount of the bond to you once you have followed the steps above and once all invoices for any agreed works have been received from the relevant contractors. All maintenance works performed by us will incur a handling fee plus VAT.

The disputed amount is reviewed independently and will be returned to the relevant party (i.e the tenants or landlord) by the Dispute Service once their decision has been finalized.

STUDENT OVERVIEW

Let us provide you with the Key to your new home!

Moving house can be a stressful experience for anyone. With so many options available and things to remember it’s easy to get lost along the way. At Keylet we aim to offer support, advice and the highest levels of service to make your moving experience a good one.

 

We are here to help you! From your property search right through to enjoying your new home our clued up and friendly team will be there to guide you every step of the way.

We boast a huge portfolio of properties so, whether you’re looking for a quiet life in a cosy apartment or the hustle and bustle of a character packed Victorian terrace with all of your friends there’s something to suit everyone.

Our state of the art website, innovative offices and online maintenance reporting systems have been designed to make it easy for you to find and enjoy your perfect home.

CLICK HERE TO DOWNLOAD OUR STUDENT HANDBOOK

VIEWING & BOOKINGS

We've made sure it's easy for you to contact us, you can do this in 4 ways:

  • Online using our website
  • By telephone on 02920 388 399
  • By e-mail: lettings@keylet.co.uk
  • Pop in and see us at our Mundy Place branch

Get in touch if you have any questions or would just like to know more about what we do.

Viewings

We're available to hold viewings at times to suit you on weekdays, evenings and at weekends. To schedule your viewing you will need to make an appointment at least 24 hours in advance by using any of the options above. Once your appointment is booked we will dedicate our time to finding you the perfect home.

Specific property caught your eye? Just let us know and we’ll take you to see it or, make it even simpler……… Bring us up to speed on what you’re looking for and we’ll do the hunting for you.

We keep looking when others give up!

A dedicated member of our team will be available to assist you at every stage. You'll be meeting us at our state of the art offices from where we will accompany you on your chauffeured viewings.

The Booking process

Like what you see? Our team are here to help you decide if living with us is right for you. Our competent team of negotiators will be on hand if you do have any special requests, if you don’t ask you don’t get - the worst the landlord can say is no! 

The booking process is simple, once you're ready, simply fill out a short application form, put down your agency fee and your reservation is complete.

THE CONTRACT

You’ve paid your agency fee…… what happens next?

Our aim is to make the contract signing and legal aspects of your new tenancy as straight forward as possible. Once you have reserved your dream property we’ll make it easy and give you a list of everything you will need to bring with you to your contract signing appointment.

Financial Guarantor Form

For peace of mind for you and the landlord we will ask you to provide details of a suitable financial guarantor. Your guarantor will be the person who agrees to pay your rent if you encounter difficulties with payment. All we ask is that they are a UK based homeowner, over the age of 21 and in full time employment (or able to provide suitable proof of income). Your agreed guarantor will need to complete the appropriate form which you must then bring with you to your contract signing appointment.

References

Some contracts will be subject to the provision of suitable references which we will apply for via a Credit Referencing Agent. There may be occasions where by we are unable to obtain suitable references but we will do our best to offer you honest advice to assist you with your options.

Payments

We understand that raising a lump sum to pay a deposit and the rent can put a dampener on signing for your new home but the plus side is that the bulk of what you’ll pay at your contract signing (the deposit) you will get back when your tenancy comes to an end. Bond and rent payments as confirmed during your booking process must be paid for the contract signing to proceed. We have introduced a ‘no cash’ policy to save you the hassle of carrying around large amount of your hard earned money. Payments can be made by cheque, bankers draft or credit/debit card. (** If your contract signing appointment is less than 14 days before the day you move in payments can only be accepted in cleared funds.

Identification

Remember to bring two forms of ID with you so we can confirm that you are who you say you are! Not sure what to bring? Passports, driving licenses, bank statements and student ID cards are usually the best options.

Sealing the Deal

The details of the contract you will be signing will be confirmed during the booking process. This will include specific terms relating to the rent and bond amounts and the length of your tenancy. You will be signing an ‘Assured Shorthold Tenancy Agreement’ which once signed on the dotted line forms a legally binding contract between you and the landlord. We will make sure you have plenty of time to read the contracts before signing and will be on hand to answer any questions you might have.

If you would like to have a read through the contract before coming in to sign on the dotted line you can print off a standard version using one of the links below:

Keylet Management Tenancy Agreement

Keylet Let Only Tenancy Agreement

 

The Joint Tenancy explained

One of the most frequent questions we get asked is ‘ What is a joint tenancy?’ So, in short…….. Joint tenancies are contracts agreed with two or more tenants. Each tenant signing onto the contract is jointly responsible for meeting the terms of the tenancy in full including paying the rent. Under a joint tenancy all the tenants have equal rights and are equally liable to cover any defaults in rent payment.

Extending your stay

We welcome all good tenants who wish to extend their stay with us. In line with the marketing time frames of the student lettings market we need to know as soon as possible if you intend to extend/resign for your property for another year. We will be in touch around November/December time and all we ask is that you let us know your intentions to ensure that we can make the necessary arrangements for you.

MOVING IN

Collecting your Keys

We will wait for you to let us know the date and time that you would like to move in. (N.B if your contract stipulated half rent payments during the summer period your keys will be available to you after your first full rent installment.) A time slot will be made available and you will be invited to our offices to come and collect your keys.

The Inventory

The inventory records the condition of your new home at the point of you moving in. We prepare it for you ready for your move in and you’ll be given a copy to check and sign. We do our best to make sure that all of our inventories are 100% accurate but if you feel there are areas that do need to be tweaked you will have 7 days to let us know and submit your changes.

Utiltiies

To make things easy we will take the meter readings for you and note them in your inventory. The rest is simple. Contact your chosen energy suppliers, the water company and the local council (council tax). Set up your new accounts with the meter readings we have recorded for you and then set up your payment plans.

Insurance

Landlords will have an insurance policy in place to cover the building and its fixtures and fittings. This cover does not protect your worldly possessions. Keylet can provide information on Tenants Liability Insurance or you can visit the Homelet website - click here for a no obligation quote or contact their Help Line on 0845 1176000.

Keylet is an Introducer Appointed Representative of Homelet which is a trading name of Barbon Insurance Group Limited which is authorised and regulated by the Financial Conduct Authority. Registered in England number 3135797.

MONEY MATTERS

Paying your rent

The arrangements for how you pay your rent will differ depending on the specific property you chose to rent. If we are managing your property then it is our job to collect the rent on the landlord’s behalf if not then you will make payment direct to your new landlord.

Managed Houses

The agreed monthly rent for your new home will be confirmed during the booking process and documented in your contract. Your rent is due on the 1st of every month. For convenience we will collect your rent by direct debit to avoid you having to remember to make payment each month. All you need to do is make sure that there are sufficient funds in your designated bank account ready for the 27th of each month which is when the direct debit will be applied for. Funds will be collected from one account per household for the full amount as stipulated on the contract. Depending on your circumstances an the landlords requirements you may be required to pay in advance i.e quarterly and this will be stipulated in your contact.

‘Let Only’ Houses

Each landlord has different preferences on how they chose to collect the rent. We will make sure you know during your contract signing appointment the payment arrangements specific to your tenancy. Depending on the time of year that the contract is signed and how soon after that you will be moving in will depend on what budgeting you will need to make.

Be prepared to bring your cheque book!

If you are experiencing difficulties with payment, call us! We are here to help. We’re not miracle workers and can’t bend the rules of the contract but we can offer a proactive approach and help make you aware of your options. Don’t make us chase you…….. it is your responsibility to manage your money and make sure your rent is paid on time.

Making your money go further....

Good money management is the key to your financial survival at University and is the answer to making your funds go further. 'Budgeting' is the art of keeping your spending under control while making sure you can still afford that cheeky pint on a Saturday night!

In order to produce an effective budget, you need to keep track of everything you spend. Remember that small amounts (taxis, bus tickets, chicken tikka baguettes) soon add up!

Why are we telling you this? …………….. When your rent a property you enter into a contract which in turn means you have entered into a financial commitment. Not just to pay rent but also to keep on top of your household bills, feed yourself and hopefully still have enough left over to enjoy life’s little luxuries.

We don’t want you to incur unnecessary charges because your rent’s been paid late or deal with utilities being cut off because the bills have not been budgeted for. We do want your experience of renting through us to be a good one and goes without a hitch!

LIVING WITH US

Living with Us……Things couldn't be simpler.

Keylet are committed to providing the best service for all of our tenants. As a valued customer you will be looked after when you need us by our dedicated housing team. The housing department are available to help from the hours of 9am6pm Monday to Friday and 10am until 5pm on Saturdays. Out of these hours you can rest assured by the knowledge that we also have a 24 hour call out facility on 02920388399 for those unexpected emergencies.

Maintenance

We know how difficult it can be when something isn't working. This is why we have designed and developed our state of the art online maintenance reporting system to make the whole process easier. Simply log on to your home page by clicking on the link below and follow the prompts. The more information you can give us the better, it all helps to make sure we can pin point the problem quicker. We've teamed up with a full compliment of maintenance providers on hand to deal with the problems when they do crop up.

When reporting maintenance use your initiative, we’re not expecting you to get you tool box out and get to work but we do need you to provide us with accurate feedback and to be realistic with your expectations. Be clear on what you are responsible for (i.e light bulbs, unblocking sinks) and act accordingly.

We strive to respond to all non emergency issues within 48 hours and will provide you with a full assessment of the problem and an expected timeframe for resolution. You can log on to your homepage for a full update on the progress of a job at any time.

You will also have 24 hour access to emergency contractors by calling the Out of Hours Support Line on 02920388399.

Safety

At Keylet your safety is paramount and our priority is to make sure that all of our properties comply with all current legislation and conform to strict health and safety codes of practice. This gives you peace of mind that you won’t find a safer place to live. Accidents are not on our list of things that we like dealing with so we ask that you bear the following this in mind to ensure your stay with us is a safe one:

Gas

All of our properties have passed their Gas safety checks and we hold the relevant certificates on file. If you notice any changes to the appliance let us know straight away! Leaking gas is a fire hazard. If you smell gas contact Transco (0800 111 999) immediately. Turn off the supply at the main meter and open windows. Do not switch anything electrical on or off, including lights.

Carbon Monoxide

Carbon Monoxide poisoning is a silent killer caused by toxic fumes let off from faulty gas appliances. Be vigilant and invest in a carbon monoxide detector

Fire Safety

Shared houses are at more risk of fires. All of our properties are fitted with smoke detectors and larger houses will have a full fire alarm system in place. Tampering with these installations is a serious breach of contract and could put lives at risk. Exit routes from the property should be kept clear of obstructions at all times. With common sense and due care disasters can be avoided!

Security

We like to think that all of our homes are a safe place to live but there’s no harm in taking the time to make sure that you and your home are protected. Once in the property:

  • Leave lights on if everyone in the house is out, or use automatic time switches
  • Always make sure that your doors and windows are properly secured and locked before going out.
  • Remove all valuable items during holidays
  • Never let anyone into the property without seeing some ID. If they say they represent the owner or the managing agents check that this is true.

If you have doubts about the security of your house contact the Community Safety Officer at your local Police Station.

What to do if you are burgled

  • Contact the local police immediately.
  • Make a list of everything that has been stolen or damaged so that full details can be sent to your insurance company.
  • Cancel any stolen credit or debit cards. If official documents i.e passports, driving licenses have been stolen you will need to contact the relevant authority.
  • Get in touch with us so that we can assist in re-securing your home.

For further information and advice on how to protect yourself you’re your home visit the Crimestoppers website - click here

MOVING OUT

And now the end is near......

As the end of your tenancy approaches, we will write to inform you of the full checkout procedure and bond refund process. We want the bonds to come back to you as soon as possible therefore please take note of the following:

The last member of the household to vacate the property must make an appointment with Keylet for a check-out inspection. Please contact our Maintenance Department as early as possible to arrange a suitable time on 02920 388399 (option 3). Please note that only one inspection per household will be performed, once all tenants have vacated and all personal belongings have been removed.

In the event that tenants fail to attend the exit inspection it will be carried out in their absence. Whichever member(s) of the household sign the exit inspection will be deemed as signing on behalf of the household as a whole. It is your responsibility to book an appointment for an exit inspection.

During the checkout process, you must observe these steps:

1. Keys

Return all room and house keys to Keylet personnel during the inspection. All keys should be appropriately labeled. Should you fail to return your keys by the end of your contract date, you will be charged full rent until such time as they are returned. If you leave the house earlier than the 28th June 2013 please return your keys to Keylet Cathays office in order to obtain a receipt. In the event of keys being misplaced or stolen you will be charged the full cost of replacement locks and keys. (N.B If you are a tenant or Richmond Square or Richmond apartments please refer to our earlier letter)

2. Utility Bills

Obtain meter readings for both gas and electricity on the day the final tenant vacates the property. You will need to contact your gas, electricity and water suppliers to confirm that you are vacating and that these are your final readings.

Please note that you are responsible for these accounts until 28th June 2013. You will need to inform your suppliers that the meter readings taken will be the same on 28th June 2013 although you may be vacating prior to this date. (N.B If you are a tenant or Richmond Square or Richmond apartments please refer to our earlier letter)

You will need to provide proofs of payment to Keylet head office for the gas, water, electricity and council tax in order to have your bond deposit returned. Ask your utility suppliers for proof that the accounts have been paid up until the end of your contract and to provide a ZERO BALANCE BILL. Failure to provide proof of payment will lead to your deposit being withheld until such bills are cleared. Please be advised that failure to produce the relevant documents to us within the first three months following your exit inspection will result in us contacting you. By doing so the following charges will be deducted from your bond deposit: Chase up letter (£30+VAT), Chase up email (£5 + VAT) and chase up text message (£2.50 + VAT.)

3. Cleaning

The property needs to be left in a thoroughly clean and tidy condition. When cleaning the property please pay particular attention to the following:

Kitchen

All cupboards are to be emptied and all work surfaces cleaned. The cooker should be thoroughly cleaned, paying particular attention to the oven and the grill. Fridges and freezers must be emptied, defrosted and cleaned, the power turned off and the doors left open. The floor should be cleaned and all unwanted food/rubbish should be disposed of in an appropriate manner.

Bathroom

The bathroom suite and any tiled surfaces should be cleaned to remove any build-up or deposits. The floor should be cleaned and any unused/unwanted toiletries or rubbish should be disposed of.

Lounge

The carpet and all soft furnishings should be vacuumed and all hard furniture should be wiped with a damp cloth and cleaned.

Bedrooms

All personal items/belongings should be removed. The carpet should be vacuumed, paying particular attention to the area under the bed. All hard furniture should be wiped with a damp cloth to remove any stains or marks.

Please also remember to clean under beds, furniture, skirting boards and stairs where applicable.

Upon your departure, all rubbish bags and unwanted items of furniture should be left at the front of the property ready for collection. Charges will be made to the household for the removal and disposal of items not listed on the inventory. Should the property not be adequately cleaned upon inspection, professional cleaners will be appointed and all charges will be made to the household which may result in a delay when returning your bond deposit.

4. Rent

Bond deposits are only returned once all rent arrears for the household are cleared in full. This includes any charges for late payments and returned payments, as highlighted in your Tenancy Agreement. The bond deposit is not to be used towards the final rent payment.

5. Light Bulbs

Please be aware that as per your tenancy agreement it is the tenant responsibility to ensure that light bulbs are in working order. If light bulbs are found to be missing or need replacing at the exit inspection tenants will be charged for replacements.

If members of your household are renting the property again for the next academic year but you are vacating, please ask your household to forward to our Mundy Place office a letter signed by each remaining members of the household stating that you do not owe any monies for outstanding bills and that they are happy for us to return your bond deposit to you.

Once you have vacated the property you will not be allowed access to the property. Should Keylet have to allow you access you will be charged a call out fee of £30.00 plus VAT for each visit. You may find the Royal Mail redirection facility useful to forward your mail to your new address, see www.royalmail.co.uk for further details.

Any damage caused during the tenancy is the tenants responsibility – this will include: damage to walls by nails or blue tack, damage to furniture including cigarette burns, damage and stains on carpets, damage caused by bicycles stored or brought through the property, damage caused by condensation when the property has not been ventilated sufficiently and damage caused by negligent use of showers.

Appropriate action will be taken to rectify any defects and restore the property to its pre-tenancy condition (as noted on your inventory) and you will be notified in writing of any proposed deductions. If you disagree with the decision made your reasons must be forwarded in writing to the Keylet Headoffice within 7 days to enable us to review your case. Failure to do this will be deemed as your authority to appropriate deductions as stated from your bond deposit. Please refer to the tenants handbook for details of repair charges.

By following the above points, you will be ensuring the speedy processing of your deposit return. Your bond deposit refund will be processed (without interest and less any relevant deductions, where applicable) within 21 days from the date that Keylet receive proof of final bills paid providing all necessary work has been completed to the landlords satisfaction and the work has been invoiced and paid.

You will be notified when your bond is ready for collection. One refund per property will be issued to the TDS representative that you nominated at the point of signing your agreement. Please ensure you have provided us with your current contact number. Should you wish for your bond deposit to be sent by post you will need to supply us with your forwarding address in writing. We cannot allow bond refunds to be collected by anyone other than the tenant the cheque is made payable to. If a cheque needs to be reissued to you for whatever reason an administration charge of £15.00 will be deducted from your bond.

If you are coming to the end of your studies have you considered moving to the City Centre or Cardiff Bay? Contact one of our Executive Lettings Negotiators on 02920 489000 or visit www.keylet.co.uk for further information.

YOUR DEPOSIT

What is a bond deposit?

A bond deposit is paid against the property to protect the landlord against any damages caused during your tenancy. It is paid during the contract signing appointment and is normally equal to 1 months rent plus £50 per person, but may vary depending on the landlord

Where is the bond deposit kept?

1. Managed properties

If the property is managed by Keylet the bond deposit is held as a stake holder in a secure client account until the end of your tenancy. All deposits collected and held by us are registered with our chosen Tenancy Deposit Scheme, ‘The Dispute Service’. You will be provided with a certificate confirming your registration along with your unique ID code. The status of your bond can be checked at any time by visiting the TDS website - click here

2. ‘Let Only’ properties

If the property is not managed by Keylet then the monies are collected by us on the landlord behalf and then transferred to be held by them. Your landlord must register your deposit with an approved Tenancy Deposit Scheme and provide you with full details where your money will be kept

How do I get my bond back and when?

Your deposit will be returned at the end of your tenancy once you have moved out and the exit inspection has been completed. To make sure that we can return of your deposits quickly and efficiently we ask that you follow the following steps:

Look after your property and follow our advice during the moving out process. We've worked hard to make sure our properties look good and to provide the fixtures and fittings you need to enjoy your home and we trust that you'll want to keep them that way.

Make sure your rent accounts with use are paid up to date.

Contact your utility suppliers to let them know that you have left the property so that they can close your accounts. They will issue you with your final bills which you will need to arrange to pay. Once you’ve done this bring us the proof for the Gas, water, and electricity accounts along with your university certificates (where applicable) to confirm your council tax exemption.

Update us with your forwarding address and contact details

If any members of your household are renting the property again but you are leaving then in order to be able to return your deposit we will need written confirmation signed by all remaining members of your groups confirming that you do not owe any money for outstanding bills and that they are happy with the condition that you have left the house and your room.

What will we do....

  • We will notify you in writing within 20 working days from the end of your tenancy of any proposed deductions to be made from your bond deposits. You will then have 7 days to get back to us.
  • We will take on board your comments, review the case and deductions will be negotiated where applicable. We will keep you informed and update you on our decision.
  • We try hard to make sure our decisions are fair and represent you and the landlord to ensure the best outcome for everyone. In the event that we agree to disagree the disputed amount of the deposit and full details of the case can be forwarded to the Dispute Service for independent adjudication. At this stage progress of the dispute can be monitored through the TDS website using your unique ID code.
  • We will return the undisputed amount of the bond to you once you have followed the steps above and once all invoices for any agreed works have been received from the relevant contractors. All maintenance works performed by us will incur a handling fee plus VAT.

The disputed amount is reviewed independently and will be returned to the relevant party (i.e the tenants or landlord) by the Dispute Service once their decision has been finalized.

USEFUL CONTACTS