Fees and Terms for Tenants

We take pride in operating with transparency at all times.

Please see below for our terms & conditions and fees for tenants

Standard tariff of tenant charges

Douglas & Gordon want you to be aware of the circumstances where you may incur a fee or charge in relation to a tenancy arranged through us, including during the application process. This Tariff details the current fees and charges, which include VAT at 20%. The fees and charges shown are payable to, and will be invoiced by, us.

This document does not contain details of sums which may be payable to a landlord under a tenancy agreement. You must refer to the terms of the tenancy agreement for this information. It also does not contain details of other costs associated with renting a property, such as gas, electricity, water, telephone, TV licence, Council Tax, and contents insurance. These will all be your responsibility, however, not your landlord’s.

We reserve the right to amend the fees and charges in this Tariff to reflect changes in our operating costs. A copy of the up to date Tariff at any time can be obtained from www.douglasandgordon.com. Where you have signed an Information and Terms & Conditions for Tenants Form no fees and charges in any amended Tariff will affect you unless the amendments are expressly permitted by that Form and have been notified to you.

Individual tenant reference fee

To cover the cost of a professional tenant referencing service providing a reference on a potential individual tenant. If the tenancy proceeds, payment is due at the time of payment of deposit and first instalment of rent. Not payable if the tenancy does not proceed. Note: the fee is per tenant to be named on the tenancy agreement – e.g. two named tenants = two fees.

Amount: £45.00 including VAT

Guarantor reference fee

To cover the cost of a professional guarantor referencing service providing a reference on a potential guarantor. If the tenancy proceeds, payment is due at the time of payment of deposit and first instalment of rent. Not payable if the tenancy does not proceed. Note: the fee is per guarantor to be named on the tenancy agreement – e.g. two named guarantors = two fees.

Amount: £45.00 including VAT

Corporate tenant reference fee

To cover the cost of a professional tenant referencing service providing a reference on a potential company tenant. If the tenancy proceeds, payment is due at the time of payment of deposit and first instalment of rent. Not payable if the tenancy does not proceed.

Amount: £60.00 including VAT

Reference provision fee

Payable when a tenant asks Douglas & Gordon to provide a reference for them. Payment is due in advance of the reference being provided.

Amount: £30.00 including VAT

Tenancy agreement fee

Payment is due at the time of payment of deposit and first instalment of rent. Note: the figure shown is the tenant’s usual contribution to the total cost of drawing up the tenancy agreement and assumes the landlord is using Douglas & Gordon to prepare the tenancy agreement. The fee may vary in other circumstances.

Amount: £300.00 including VAT

Inventory check-out fee

Payable at the time of the final inventory check-out when the tenant leaves the property. The amount due will depend on the amount charged by the independent inventory clerk engaged by us and will be notified to the tenant once it has been notified to us. Payment is due when the amount is notified by us. The deposit may not be returned in full until this fee has been paid.

Amount: Varies

Extension of tenancy fee

Payable to cover the drawing up of the necessary paperwork if a tenancy is extended beyond its original term. Payment is due before the extension agreement is signed by the landlord.

Amount: £150.00 including VAT

Change of tenant fee

Payable to cover the drawing up of a new tenancy agreement or deed of assignment should one tenant in a shared property be replaced by another tenant (with the consent of the landlord). Payment is due before the new tenancy agreement or deed of assignment is signed by the landlord.

Amount: £480.00 including VAT

Douglas & Gordon is a member of The Property Ombudsman (TPO) which provides a free, impartial and independent service for the resolution of disputes between consumers and property agents. We follow TPO’s Codes of Practice which set the standard expected from property professionals. TPO’s Codes of Practice can be found on their website www.tpos.co.uk or can be requested directly from us. TPO’s service is free of charge to consumers.

We are a member of the Client Money Protection (CMP) Scheme run by the National Federation of Property Professionals (NFoPP), further details of which can be found on their website www.nfopp-regulation.co.uk/protecting-clients-money.aspx.

NFoPP Regulation is the body responsible for regulating companies which fall within the jurisdiction of the Association of Residential Letting Agents (ARLA).

CLIENT MONEY PROTECTION (CMP) PROVIDED BY ARLA

ARLA

INDEPENDENT REDRESS PROVIDED BY TPO

Information and terms & conditions for tenants

Administration deposit

After an offer has been accepted by a Landlord, which will be subject to contract and receipt of satisfactory references, it is normal for the prospective Tenant to place with Douglas & Gordon a small deposit (normally the equivalent of one or two weeks rent) as a sign of their good intent. Should the Tenant decide not to proceed with the tenancy or if a satisfactory credit assessment and references are not obtained the Tenant will forfeit their deposit. Should the Landlord decide not to proceed the deposit will be refunded. If the tenancy goes ahead this administration deposit will be deducted from the initial monies payable.

References & Right to Rent Checks

Douglas & Gordon reserve the right to use a professional tenant referencing service to assess a potential Tenant (and Guarantor if required) and the cost of this would be for the Tenant’s account. A detailed reference analysis will cost each named individual Tenant £45.00 including VAT, if the Tenant is a Company the charge will be £60.00 including VAT. Each named Tenant (and Guarantor if required) will be required to complete an application form. The tenant referencing company will ask you for details of your employer, bank, previous Landlord and a character referee. For your information, your bank will normally make a charge for providing a reference, which they will deduct directly from your account. Your references may be shown to the Landlord or an interested party acting on their behalf.

We are required to undertake document checks to establish whether each named Tenant has the right to rent a property in accordance with the Immigration Act 2014. We must obtain original versions of one or more acceptable documents and check the documents validity in the presence of the holder before the start of the tenancy.

We also require proof of address, e.g. a copy of a utility bill or a bank, building society or credit card statement showing your name and current address (no more than 3 months old).

Should a tenant request Douglas & Gordon to provide a reference for the purposes of renting another property, our administration fee to the tenant for this service is £30.00 including VAT which is payable on request.

Payment

The initial payment will consist of the first instalment of rent, the deposit, one half of the cost of the Tenancy Agreement and any referencing/credit analysis charges. Payment may be made by any of the following methods:

- Online at www.douglasandgordon.com using a credit/debit card. This method of payment may incur
additional charges, details of which can be obtained from any of our offices. Please note we have a
£20,000 limit on online transactions. For payments in excess of £20,000 please use an alternative
method of payment

- Direct transfer of funds to our bank account (details on invoice) by same day transfer (CHAPS), online
banking or BACS etc

- Bankers draft (payable to Douglas & Gordon Ltd)

- Personal cheque (payable to Douglas & Gordon Ltd ) –please allow 7 working days to clear

- Due to the Money Laundering Regulations we are unable to accept payment in cash

Douglas & Gordon must be in receipt of cleared funds in full settlement of the amount shown on the initial invoice before the start of the tenancy.

Rent: Normally payable monthly or quarterly in advance to Douglas & Gordon. Please note the monthly amount of rent payable is calculated as follows:

- Weekly rent x 52 divided by 12.

- Quarterly payments are calculated by multiplying the weekly rent by 13.

- Six monthly payments are calculated by multiplying the weekly rent by 26.

If you are asked to pay to anyone else please check for possible tax implications. NB - please note that for short lets you may be required to make payment in advance for the full term of the tenancy.

Deposit: An amount equal to, not less than, six weeks rental is normally required. Douglas & Gordon is a member of the Tenancy Deposit Scheme which operates to safeguard your deposit and to ensure that any dispute over the return of the deposit after the tenancy has ended is resolved swiftly, inexpensively and impartially. Further details are available at www.tds.gb.com.

Tenancy agreement

The cost of the preparation of the Tenancy Agreement is shared between the Landlord and the Tenant. The Tenant’s contribution to this will normally be £240.00 including VAT, providing the Landlord is using our services for the preparation of the Tenancy Agreement. Please note that the Agreement may be liable to Stamp Duty and that this is something for which you are responsible. Further information regarding any potential liability for Stamp Duty can be found on the HM Revenue and Customs website www.hmrc.gov.uk.

Subsequent payments

Please note that after the initial payment is made we will ask you to set up a standing order for all future payments. If there is more than one of you living in the property and you are sharing the rent between you, we will ask you to pay the rent from one account only and for a standing order to be set up from this one account. Please note that this standing order must be set up to leave your account (or joint account) 3 working days before the rent due date in order for it to arrive on time.

Term

Usually a minimum of 52 weeks initially with any options for renewal and/or release clauses to be negotiated.

Inventory check-in and check-out

An inventory will normally be checked in at a pre-arranged time on the day the tenancy commences with an independent inventory clerk booked by Douglas & Gordon. It is strongly recommended that the Tenant is present both for the check-in and check-out to avoid any disputes at the end of the tenancy. The charge for the inventory check-out will be for your account. The amount of the charge is determined by the inventory clerk and will be notified to you once it has been notified to us. You must inform us as soon as possible if you have to change an appointment in order to avoid cancellation charges.

Services

The Tenant is responsible for the gas, electricity, water, telephone, TV licence and council tax bills for the duration of the tenancy. Either your Landlord or Douglas & Gordon will contact the utility companies (apart from British Telecom) on your behalf and will instruct them to transfer the accounts into your name at the start of the tenancy. However, you should also contact the suppliers to make sure this has been done. Please do not arrange for any of the utilities to be transferred to a different supplier without letting us know. British Telecom will not accept our instructions on your behalf so please call them on Freephone 150 to arrange to have the telephone service transferred into your name.

Insurance

The Tenant is responsible for insuring their own contents and we strongly recommend that you do so by obtaining a quote through your own insurance broker or, alternatively, you can obtain a quote through Eggar Forrester Insurance Limited on 020 7382 7710. This company is connected to Douglas & Gordon as we are both part of The Eggar Forrester Group of companies.

Extension of tenancy/change of tenant

If the Tenancy is extended beyond its original term, a charge of £120.00 including VAT will be payable by the Tenant for drawing up the necessary paperwork. If a Tenant in a shared property wishes to be replaced by a new Tenant during the tenancy (subject to the Landlord’s consent and receipt of satisfactory references) a charge of £300.00 including VAT will be payable by the Tenant for drawing up a new Tenancy Agreement or Deed of Assignment. In addition, £45.00 including VAT will be payable by each new Tenant to cover the cost of taking up references.

Management

At the commencement of the tenancy we will advise you who will be responsible for the day to day management of the property (this is not always Douglas & Gordon) and provide you with the relevant contact details. Where we are not managing the property we are unable to arrange any repairs or maintenance on the Landlord’s behalf, nor can we control how quickly repairs will be carried out. Where we manage the property it may be necessary in some instances for us to obtain the Landlord’s consent before arranging a repair.

Subletting

By entering into a private residential tenancy agreement you agree you will not, without the prior consent of the landlord, (1) sublet the property; (2) advertise the property anywhere in print or via any other media, including any internet-based marketing websites or any social media or messaging websites or apps; (3) take in paying guests or lodgers.