THE PROCESS
7 STEPS TO RENTING A PROPERTY
1. VIEWING THE PROPERTY
To start the search for your ideal rental property, browse our selection of available rental properties, once you find one you’d like to view, call our lettings team to arrange a viewing.
Cardiff North 029 2084 5063
City Centre 029 2047 5191
Pontcanna 029 2039 715
ENSURING IT SUITS YOU
A member of our Lettings Team will ask how long you intend to rent for (term of occupational contract) and will discuss the details with you to ensure the rental will suit the requirements of you, your family and your pets. They will enquire about your employment and basic income, to establish your income to rent ratio. This protects you and ensures we only show you rental properties within your range.
If we discover that renting the property would unreasonably stretch you financially, you will still have the option to provide a guarantor (someone who agrees to pay the rent in the event that you can’t). A guarantor must be a relative who resides in the UK, they must be over 21 years old, be a homeowner and able to provide proof of income or employment.
WHO YOU’LL DEAL WITH
Your Landlord will have chosen to let their property through one of two MGY options; Let Only Properties; or MGY Managed Properties. It’s important you know which package your Landlord is on so you’re clear on who you will be interacting with, us or the Landlord; and it also affects the parts of this handbook that are relevant to you.
For Let Only Properties. We will introduce you to your landlord and they will interact with you thereafter.
For Managed Properties. We interact with contract-holders on behalf of the Landlord, so your point of contact would be us.
2. RESERVING THE PROPERTY
Once our Lettings Team and you agree that the property suits your requirements and income, to secure the property you will need to do the following:
• Pay a holding deposit of one weeks rent.
• Provide photo identification for all applicants, we accept passports or driving licences.
• Complete an online application/credit check for each adult moving into the property.
• If required complete a guarantor application.
REFERENCE CHECKS
Reference checks are carried out to ensure that you (or your guarantor) are a reliable candidate for renting, and that you meet certain criteria so your landlord can consider you as a contract-holder. They include but are not limited to: financial profiling and credit checks; employment/employer checks; previous Landlord checks (where relevant); as well as agreeing to ‘Right to Rent’ checks (where relevant). Reference checks are carried out by a credit referencing service using information you have provided. To ensure quick processing it is advisable you let your employer(s) or previous Landlord know that we and/or the Credit Referencing service will be in touch. Occasionally, applications may be rejected due to financial issues or previous renting issues, when this occurs the occupation contract will not proceed, and the holding fee will be retained by us for costs incurred. We therefore encourage you to advise us of any previous problems in advance of this part of the process.
3. THE OCCUPATIONAL CONTRACT
Once your (and your guarantor’s) references have been found to be satisfactory, you will be contacted to arrange a time to visit your local MGY office (along with any other applicants) so that you can sign the legally binding occupational contract. A
draft copy of an occupational contract will be provided and is also on our website at mgy.co.uk. We recommend you read your occupational contract thoroughly so that you understand the terms and conditions before you sign and date, so that you
are aware of what you are committing to. Occupation contracts can only be signed when the funds detailed in the following section are paid or cleared.
MAKING INITIAL PAYMENT
On the arranged day that you attend our office to sign the occupation contracts, you will be required to pay the first month’s rent in advance; and the bond (or security deposit). Both must be paid in cleared funds by 12:00 noon.
ABOUT THE BOND
The bond is a deposit to cover the costs of damage to property or furnished contents, or unpaid rent. It is returned at the end of the occupation contract subject to the property and its contents being left in good condition and payments being up to date. We offer two types of bond or tenancy deposit protection (TDP).
LET ONLY PROPERTIES
Your bond/security deposit will be protected and registered with the Deposit Protection Scheme. It will be transferred internally to your landlord’s account or My Deposits.
MANAGED PROPERTIES
Your bond/security deposit will be protected by the Tenancy Deposit Scheme and held in a separate client account. You will be provided with a certificate, the details of the bond/security deposit, and a Tenancy Deposit Scheme leaflet. Prescribed pages of the scheme will be attached to your occupational contract. For more information about Tenancy Deposits and how they are protected visit tenancydepositscheme.com
ONGOING PAYMENTS
As the contract-holder, it is your responsibility to set up a standing order mandate, which instructs your bank or building society to pay future rent payments automatically and immediately when they are due. MGY do not request rent by Direct Debit. A deposit equivalent to a month’s rent plus £100 will be required to be paid at the start of the occupation contract. This is subject to referencing. The Renting Homes (Fees etc.) (Wales) Act 2019 permits certain fees/ charges
to be made where a contract-holder has defaulted on or breached their obligations under their occupational contract.
FEE TYPE EXPLANATION
Default fee for late payment of rent. Chargeable from 14 days arrears calculated on the interest at 3% above Bank of England base rate on the late payment of rent for each day that the payment is outstanding.
Loss of key or other security device. Landlords and letting agents can charge the contract-holder a fee to cover the cost of replacing the lost key or security device (e.g. fob, electronic device for garage doors/security gates).
Payment on termination of an occupational contract. Landlords and letting agents can require a contract-holder to make a payment for an early termination (surrender) of the occupational contract at the contract-holder’s request.
Company application fee. £300 including VAT.
4. MOVING IN
RECEIVING THE KEYS
At the time of signing the contracts, a full set of keys providing access to gates, garages, property etc, will be issued. Contract Holders in Managed Properties will also be supplied an “MGY Contract-Holder Welcome Pack”, containing:
• Schedule of Condition (including inventory with photographs).
• Gas Safety Certificate (where applicable).
• Operating manuals for systems/equipment (where possible).
• Utility readings.
• Electrical certificate.
These are collated by an Inventory Clerk to document the condition of the property and its contents at the point of handover. At your final check-out at the end of the occupation contract, the property condition and its contents will be compared to the Schedule of Condition. Your bond/security deposit may be used to pay for damages, missing items or to pay for lack of maintenance.
PROPERTY CONDITION
You are advised to thoroughly check that the information contained in the Schedule of Condition is a true reflection of the property, its condition, and contents. Should you discover any cleaning issues on arrival at the property, please report them within 24 hours: For Let Only Properties: Inform your landlord. For Managed Properties: Contact the MGY lettings team.
You are required to return the signed document(s) to MGY within 7 days. If we do not receive a signed copy, we will assume that you agree with the details in the inventory. If we, or your landlord, do not hear from you, we will assume you are happy with the property, its condition, its contents and its cleanliness.
UTILITY METER READINGS
From the commencement date of the occupation contract, you will thereafter be responsible for all utilities charges (electricity, gas, water & sewage, telephone, TV licence etc), unless otherwise stated in your occupation contract.
For Let Only Properties. We recommend you check the meter readings immediately upon occupation and inform all utility providers and local council of your new occupation contract. Payment should then be arranged directly to them.
For Managed Properties. The detailed inventory will include meter readings for gas, electric and water if metered. It is therefore important that you check the readings supplied against the meters to confirm they are correct at time of occupancy. Should you find a discrepancy, you should immediately notify MGY.
We will notify the suppliers of the readings in the detailed inventory and will also inform them that you are responsible for ongoing bills. Local Council will also be notified of the date occupied. However, you are requested to contact suppliers directly to set up payment plans.
INSURANCE
We recommend for your own peace of mind that you take out the following insurance for the duration of your occupation contract:
Contents Insurance, a type of home insurance that could cover the cost of replacing your possessions in your home if they’re stolen, destroyed or damaged. Accidental Damage Insurance, to cover unintended damage or breakage to the contents of the property. This will protect you should the rented possessions be damaged during your occupation contract.
Income Protection Insurance, this will enable you to continue to pay the rent should you be unable to work due to sickness or injury.
FOR MORE INFORMATION REGARDING INSURANCE PLEASE FEEL FREE TO SPEAK TO A MEMBER OF OUR LETTINGS TEAM.
5. PROPERTY MAINTENANCE
REGULAR UPKEEP
You are expected to maintain the property to the standard provided at the start of the occupation contract, for both Let Only Properties and Managed Properties, that’s in addition to the Landlord’s responsibility to keep the property maintained and in good repair. If a problem occurs during your contract, it’s important to know who’s responsible for what. With that in mind, we’ve created a helpful guide which outlines your key responsibilities as a contract-holder.
YOUR RESPONSIBILITIES AS A CONTRACT-HOLDER
RENT
Even if you’ve run into a dispute with the landlord or dwelling manager (in the case of a fully managed dwelling) rent payments must be made on time and be the agreed amount, as laid out in your occupation contract.
CARE
Take good care of the dwelling to avoid any preventable issues. For example, turn off the water if you’ll be away from the dwelling during the colder months. Mowing lawns, maintaining gardens and outside spaces and arranging regular rubbish and garden waste removal. Changing light bulbs/fuses and checking smoke alarms (weekly) and replacing batteries. Maintaining/defrosting fridges and freezers. Ventilating the property to avoid condensation problems (especially when operating washing machines or tumble dryers and in winter). Bleeding central heating radiators and clearing and unblocking internal and external drains.
PESTS
You must deal with a pest infestation in cases where it is caused through your own actions, e.g. by not taking out the bins and maintaining pet hygiene.
SUBLETTING
Do not sublet a dwelling if your occupation contract, landlord or dwelling manager has not agreed to it.
REPAIRS
Reporting issues (as covered in the following Landlord maintenance section) straight away to prevent damage to the property. If damage does occur and is caused by you, a friend, or a family member, it must be repaired or paid for by yourself. Allowing reasonable access to Landlords, our Lettings team and tradespersons so that maintenance and repairs can be carried out. Leaks should be reported urgently. You will have been shown the stopcock location during check in and are required to turn off the water to avoid property damage.
ANTI-SOCIAL BEHAVIOUR
Refrain from acting in an anti-social way towards your neighbours, landlord or agency. You can be held accountable for the ant-social behaviour of anyone who lives with or visits you.
BEING NEIGHBOURLY
While we want you to enjoy your rental property, it is hoped that you would treat neighbours with respect and kind consideration. Please consider Setting TV and music volumes at reasonable levels, keeping noise and voices low when using balconies, gardens, or communal areas. Being a good neighbour means to consider limiting the amount of noise you make; this will help to keep you on good terms with your fellow neighbours.
CLEANLINES
It is your responsibility to keep the dwelling clean and tidy. If it is untidy at the end of the contract, your landlord or dwelling manager (in the case of a fully managed dwelling) may deduct your deposit to make good.
ADDITIONAL CHARGES
Make sure other additional charges, laid out in your occupation contract, such as utilities and Council Tax are paid in on time.
FOR THE FULL LIST OF YOUR RESPONSIBILITIES PLEASE REFER TO YOUR OCCUPATION CONTRACT
LANDLORD MAINTENANCE
PROPERTY STRUCTURE & SERVICES
The Landlord is responsible for the maintenance of:
• The property structure and upkeep of the building exterior.
• Internal fitted electrical appliances such as ovens, stoves and in-built fridges.
• Hot water boilers, plumbing, pipework & radiators.
• Kitchen sink, plumbing and pipework; as well as sanitary ware (toilets, sinks, baths, showers).
FOR THE FULL LIST OF YOUR RESPONSIBILITIES PLEASE REFER TO YOUR OCCUPATION CONTRACT.
PROPERTY VISITS
As a contract-holder, you are entitled to live in the rented property as your home. You are also required to allow regular access so that the Landlord (or us as the Letting Agent) can ensure that you are taking care of the property, check on the property condition and note any repairs.
Contract-holder In Let Only Properties. Should speak to their landlords directly to discuss property visits.
For Managed Properties. On behalf of our Landlords, MGY will carry out quarterly routine property visits during which we will take photographs. A report will then be provided to the landlord. You will receive written notice in advance of these visits
REPORTING PROBLEMS
Maintenance issues should be reported as follows:
• For Let Only Properties. You will receive contact details for your landlord.
• For Managed Properties. You have access to a 24/7 Maintenance Team.
The MGY Maintenance Team are available
Monday to Friday 09:00-17:30 and Saturday 09:00-15:00 by emailing maintenance@mgy.co.uk, please supply a description of the issue and any relevant photos.
You can call the Out of Hours emergency contacts outside of office hours, on weekend and bank holidays, on the following numbers:
LINDEN MAINTENANCE 07885 994 12
SCH PLUMBING (plumbing and heating only) 07976 371 968
6. REGULATORY REQUIREMENTS
ELECTRICAL NEEDS
Your landlord is required by law to ensure that the electrical appliances in the property (and their installation) are safe when you move in and are maintained in a safe condition while you live there. LACORS Fire Safety Guidance applies rla.org.uk
SMOKE & CARBON MONOXIDE DETECTORS
Smoke Alarms are compulsory in all properties built since 1992 but we recommend to our landlords that they, along with carbon monoxide detectors, are fitted even in properties built before this. They are checked to be in good working order prior to each new occupation contract however, as the contract-holder you are responsible for carrying out regular checks and replacing batteries when needed.
FURNITURE & FIRE SAFETY
In line with Fire and Safety Regulations and the Furniture and Furnishings Fire Safety Amendment Regulations 1993, all new and second-hand furniture in MGY rented furnished or semi-furnished properties must meet fire resistance requirements. For unfurnished properties please ensure that your furniture complies with the Fire Regulations.
WASHING MACHINES AND TUMBLE DRYERS
Your landlord is responsible for checking that washing machines and dryers provided in their properties are safely operational.
GAS
An annual Gas Safety Check will be carried out every 12 months by a Gas Safe Registered Engineer. You will receive a copy.
7. RENEWING OR MOVING OUT
RENEWING
NOTICE TO STAY
If you have enjoyed your time in your MGY rental property, when the occupation contract is up for renewal, we would hope that you would want to extend your occupation. The renewal of every occupation contract is for a further fixed period, or you may have the option to continue the contract on a rolling basis (month by month continuing from the original agreement) if the landlord agrees, subject to any rent increases.
For Let Only Properties. Discuss with your Landlord the notice they would require for you to renew your contract.
For Managed Properties. We will contact you approximately two months prior to the end of your occupation contract, asking about your future intentions.
MOVING OUT
NOTICE TO VACATE
Should the Landlord require you to move out at any time, they must give you two months’ notice to find somewhere to move into. Contact the Lettings Team for help with this. You are advised to keep track of your contractual start/end date throughout your occupation contract. Should you intend to move out, you are advised to write and inform us of your intention to move 30-60 days before your contract end date, so that your contract does not renew.
For Let Only Properties. You should discuss the Landlord’s property vacancy requirements with them directly.
For Managed Properties. Once you have given notice to vacate, we will contact you in writing to confirm the procedure to check out of the property.
BOND RETURNS
To be certain that your bond/security deposit is returned to you in full at the end of your occupation contract, you are advised to ensure the following:
• Vacate the property in good clean condition as at the start of the occupation contract and inward inventory.
• Leave contents (and/or furniture for furnished lets) in situ and in the same good condition as at the start of the occupation contract.
• Ensure your rent payments are up to date.
• Return all assigned keys, fobs and parking permits where applicable.
For Let Only Properties. You should discuss with your landlord how soon you can expect your bond/security deposit to be returned.
For Managed Properties. You will need to provide MGY with your bank account details and forwarding address, and subject to meeting the above conditions, the bond/security deposit will be returned to you within 10 working days.
VACATING THE PROPERTY
On your check-out date, it is preferable that you are present. The property should be left in a comparable condition to as it was at the start of the occupation contract. All personal items should have been removed and the property professionally cleaned, gardens cut to seasonal conditions and rubbish entirely removed. All assigned keys and fobs for the property, must be returned at this time (missing keys will be charged for as will additional rent). Final meter readings will be taken at the time of the checkout inspection and you will be asked for a forwarding address for final bills to be sent to you for payment.
For Let Only Properties. You should discuss the Landlord’s property vacancy checks with them directly.
For Managed Properties. The property condition will be checked against the Schedule of Condition (provided at occupation contract start) and contents will be checked.
DEDUCTIONS
At time of departure: if the property has not been well maintained; if there are damages or missing contents; or if there is rent outstanding – the landlord is within their rights to retain some, or all, of the bond/security deposit.
For Let Only Properties. Details should be discussed with your landlord directly.
For Managed Properties. If deductions are to be made you are advised to respond in writing to the Lettings Team. If an agreement cannot be reached, the disputed amount will be held by the Tenancy Deposit Scheme (TDS) and the remainder sent back to you (the contract-holder). The TDS will adjudicate the case and make a final decision.
USEFUL CONTACTS
GAS (LEAKS ONLY) TRANSCO
0800 111 999
CARDIFF COUNCIL
ctax@cardiff.gov.uk
WELSH WATER
water.enquiries@dwrcymru.com
WHO’S MY GAS SUPPLIER
www.findmysupplier.energy
WHO’S MY ELECTRICITY SUPPLIER
supplier.nationalgrid.co.uk
WESTERN POWER
0330 123 5002
TV LICENCING
www.tvlicensing.co.uk
NHS DIRECT
111
POLICE NON EMERGENCY
101
EMERGENCY SERVICES
999
VIRGIN MEDIA
0800 064 3823
SKY
0333 1000333
LOCKSMITH PPM
02920 231717
CLEANING SERVICES
CYMRAEG CLEANING
07779 087333
LADY BIRDS
02920 891969
WINDOW CLEANERS
SQUEAKY CLEAN WALES
07974 260912
GARDENER – KCL
07973 500021
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