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Terms & Conditions

LETTING TERMS AND CONDITION

 

This Agreement is made between the Landlord of the Property (as named at the end of this agreement) and Us (Cambridge Property Investments Limited®) acting for the Landlord to market the property on Cambridge-propertyinvestments.com. The purpose of this document is to set out clearly and concisely the extent of our lettings only service offered and the scale of fees charged.

Cambridge Property Investments Limited® are an online estate agency providing a landlord a service to secure the tenants via online sources, followed by management software suits (subject to package). The standard fee is taken as a fixed fee in advance and further available on pay-as-you-go basis. We believe in total transparency and want all clients to have a clear understanding of our Terms of Business, fees and charging structure. Please therefore take time to read this document. Please do not hesitate to ask if you would like any points clarified. For your peace of mind, we are members of The Property Redress Scheme and subscribe to the Code of Practice for Lettings Agents. It is recommended that this document should be read in full before signing as once signed this document will constitute a legal binding contract.

DEFINITIONS

In these Terms of Business the following definitions apply:

  • “You or the Landlord”shall mean the Landlord named in the Confirmation of Instructions, which is part of this document or its/his/her successors in title or assigns, or any person claiming through or under the Landlord;
  • “The Property”shall be the Property or any part thereof specified in the above mentioned Confirmation of Instructions;
  • “The Tenant” shall be the Tenant of the Property from time to time introduced by us. If the Tenant is more than one person then this expression shall be read and constructed accordingly and will include any person who was within this definition who remains in occupation of the Property and if appropriate as the licensee of the Tenant;
  • “Tenancy” shall be the entire period that the Tenant remains in occupation of the Property including any extension, period of holding over or new tenancy;
  • “Rent” shall include any sum taken as a Premium or consideration for the grant, extension or renewal of the Tenancy;
  • "Deposit" "the deposit payable by the Tenant in respect of the Tenancy (as set out in the Tenancy Agreement);
  • “Cambridge-propertyinvestments.com”or “Cambridge Property Investments Ltd ®”or “C.P.I” mean Cambridge Property Investments Limited (a company registered in England and Wales with company number 9619717 any reference to ‘we’, ‘us’, or ‘our’ is a reference to Cambridge-propertyinvestments.com
  • “Your Account”shall mean any monies received or held by Cambridge Property Investments Limited on your behalf from time to time which will be held in our client’s accounts and all monies payable to us pursuant to these Terms & Conditions will be deducted from the aforesaid Account;
  • "Calendar Day"or "day" means any day of the year, including Saturdays, Sundays and bank holidays;
  • “VAT” means Value Added Tax, Cambridge Property Investments Limited VAT number is 220 3783 36;
  • “Home Visit”means the visit to the Property made by your local Cambridge Property Investments Limited associate/ subcontractor/representative following your acceptance of the terms and conditions;
  • “Relevant Person”means the person who paid the Deposit / Rent or any part of it on behalf of a Tenant;
  • "Pay Upfront"means the non-refundable payment made for marketing which is minimum of £99 – Its more likely that no upfront charges will be made as we often run a free marketing campaign however should a landlord pull out after marketing then a reasonable amount will be charged to cover all relevant costs occured;
  • “Statutory Time Limit”means the time limit set out in the Housing Act 2004 (as amended) in which the initial requirements of the Scheme must be met, and prescribed information must be provided to the Tenant and any Relevant Person;
  • “Working Day”means a day that is not a public holiday or Saturday or Sunday in England and Wales;
  • Tenant find”means the Standard Package of Services provided by Cambridge Property Investments Limited for a fixed fee of 50% of the 1st months’ rent plus VAT; A minimum charge of £500 plus VAT applies
  • “Fully Managed Service” means the package of Services provided by Cambridge Property Investments Limited monthly commission fee of 8% plus VAT PCM payable;
  • “Guaranteed Rent”means the package of Services provided by Cambridge Property Investments Limited for a fixed monthly commission fee plus VAT PCM payable plus an insurance premium set inline with the price of the property rental value.
  • “Set Up Fee”means the package of Services provided by Cambridge Property Investments Limited for a one off pre tenancy fee plus VAT typically set as HMO Room: £100 – Studio Apartments: £150 – Apartments up to 2 bedrooms £200 – Three bedroom House: £300 – Four bedroom House: £300 – Five bedroom House: £350.
  • “Rightmove”means the website at www.rightmove.co.uk, owned and operated by Rightmove Plc, a company registered in England under company number 6426485 and having its registered office at Turnberry House, 30 Caldecotte Lake Drive, Caldecotte, Milton Keynes, MK7 8LE;
  • “Zoopla” means the website at www.zoopla.co.uk owned and operated by Zoopla Property Group Plc, a company registered in England under company number 09005884 and having its registered office at Harlequin Building, 65 Southwark Street, London SE1 0HR;
  • " Property Portals"means the property portals where tenants can see online listed properties i.e. PrimeLocation, zoopla, Gumtree and others.
  • "Admin fees"Admin fees are only applicable where we are directly dealing with the council or we are physically checking "Right to Rent" or we are part/fully managing the property. Our admin charges are up to £250 including VAT for a single reference and all paperwork which is chargeable to the landlord only. We do not charge any admin or reference to the tenant(s).
  • "Social media marketing"means property promotion on Facebook, LinkedIn, Twitter, Instagram etc;

 

Provide a rental assessment Advice on current rental values being achieved, general market conditions, Landlord obligations, using online sources and the complete process of letting your property.

 

Marketing Advertise as necessary. We may at our total discretion use any marketing method or material we deem appropriate to market the Property, including, local and national newspapers, magazines, internet websites, sub-instructing a third party or any other marketing medium not mentioned herein. Should the Landlord require us to advertise in a publication or medium which does not form part of our normal marketing campaign, then upon written instructions from the Landlord stating the publication and receipt of the upfront payment, we will arrange that advertising. We will also contact our existing database and corporate clients. Arrange Tenant viewings and provide constructive feedback.

 

Tenants selection Arrange full reference checks and credit report through a professional referencing agency. Where necessary, additional security would be requested by means of a guarantor. The Landlord acknowledges that references give details of a Tenant’s past behaviour and do not guarantee that they will pay their rent in the future. Accordingly, no future liability attaches to us in respect of Tenant references, provided we have acted with reasonable care and skill in performing our contractual obligations Insurance policies are recommended to cover such risks.

 

Decoration, Fixtures & Fittings The internal decorations may need attention after two or three years of occupation by tenants. The full replacement costs of many articles found defective cannot be charged against the tenant as in many cases these articles would have undergone varying lengths of usage. It is the landlord’s responsibility to ensure that all items left in a property are maintained in working order, thus even repairs or replacements to old equipment must be paid for by the landlord. Therefore, a minimum of electrical goods is advised, although a cooker is an essential part of a property and must be provided. Where possible we strongly recommend service and maintenance agreements.

 

Inventories & Schedules of Condition  we do arrange a photographic and written inventory of the contents and a Schedule of Condition of your home at the start of the letting and to check the Inventory and Schedule of Condition at each change of tenant, this is included within the Set Up Fee and no additional charge is applied for this. On vacating, the inventory is checked. Revised inventories and photographs are prepared for subsequent tenants on extra charges set within your next set up fee, this is applicable per each new tenant. Photographic Inventories and Schedule of Condition will be given to the Dispute Service if required. Without an inventory/condition report, there is no point of reference from the start of the Tenancy. If this is the case, in the event of a dispute at the end of the Tenancy, it is unlikely that a Landlord will be successful in securing deductions from the Tenants dilapidations deposit for damages. If a Landlord does not wish to have an inventory he/she must sign our inventory disclaimer form. Please note that we do not check appliances as part of the Inventory process. This will be covered by the Electrical or Gas Safety Check.

 

Inspection We take regular inspections of your property. The first visit will be done after the first month of the tenancy and periodically thereafter, typically every quarter (Three months). Should the Landlord wish to inspect the property periodically, this can be arranged through us calling or emailing to the tenants in advance. Please note we do not check appliances as part of the Inventory process or visit. This will be covered by any Electrical or Gas Safety Check either prior to each tenancy or anually.

Landlord obligations..... It is the Landlord’s responsibility to comply with the following safety regulations.

Gas Safety Certificate/Gas Safety Regulations 1994 The Landlord is responsible for ensuring that all gas appliances are inspected and maintained in accordance with the Gas Safety Regulations 1994 on an annual basis. A Gas Safety Certificate MUST be provided prior to a Tenant moving in. Please note, we will not be able to move a Tenant into a property without this being in place (as long as we have been informed in writing that the gas safety certificate is already in place ). We can arrange for a Gas Safe registered engineer to carry this out. It is also a legal requirement to fit a carbon monoxide detector, if there are gas appliances at the property. These must be placed near to or adjacent to the gas alliance. Carbon monoxide detectors will be fitted in all properties where gas servicing is undertaken by our recommended gas operatives. Where the Landlord organises servicing we will encourage the Landlord to fit these detectors. Please be aware that since 1st January 2013 all gas installations, where a flue is concealed behind a wall or within a ceiling void, must have inspection hatches so that a visual inspection of the complete flue can be carried out. We also recommend that appliances, particularly central boilers are serviced once a year. The owner is responsible for all costs.

 

Fire and Safety Advising on and ensuring compliance with Furniture and Furnishings (Fire and Safety) Regulations 1988 (amended 1989, 1993 and 1996) with regard to minimum fire resistance standards of specified items supplied in the course of letting property. It is an offence to "supply" in the course of a business any furniture, which does not comply with the regulations. This includes supplying furniture as part of a let residential property. We understand that it does not strictly apply to a Landlord letting his own home for a "temporary "period and not in the course of a business although the regulations do not specifically clarify this point. It does apply to Landlords letting a "second property" or any other letting as an investment.
The regulations apply to: sofas, beds, bed heads, children's furniture, garden furniture suitable for use in a dwelling, scatter cushions and pillows, stretch or loose covers for furniture and other similar items. The regulations do not apply to: curtains, carpets, bed clothes (incl. duvets) and mattress covers.
In signing our terms of business, the Landlord warrants that all contents and furnishings left at the property comply with the Furniture and Furnishings (Fire) (Safety) Regulations 1988 and Furniture and Furnishings (Fire) (Safety) (Amendment) regulations 1993.

 

Smoke Detectors From the 1st June 1992 regulations stated that properties built from that date must be fitted with a mains operated fire detector. From 1st October 2015, It is a legal requirement that every property which is let is fitted with at least one smoke detector per floor. Maintenance thereafter is the responsibility of the Tenant. The Smoke detector must be checked on the day a tenancy starts. Checking is not simply seeing if the battery works but also seeing if the device can detect smoke. The relevant smoke detector checking device can be purchased for a small sum from most building suppliers and also Amazon.

 

Carbon Monoxide for Solid Fuel Also from 1st October 2015, it became a legal requirement to provide a carbon monoxide monitor for any apparatus which uses solid fuel.

 

Electrical Safety: Ensure compliance with the Electrical Equipment (Safety) Regulations 1994 and other relevant legislation with regard to condition and safety of electrical equipment and appliances in tenanted premises. It is the landlord’s responsibility to ensure that all electrical installations and appliances are safe and maintained in a safe condition. We therefore strongly recommend that an NICEIC contractor be instructed to conduct an electrical installation condition report (EICR) This is valid for five years and will highlight any serious defects that should be rectified immediately. We can arrange for a contractor to inspect the property, if required. Safety is paramount in all aspects of letting property. Electrical wiring checks are required prior to letting a property and we can arrange for the necessary Landlord Electrical Safety Checks to be undertaken. A Visual Inspection Report should be carried out at every change of tenant.
If a certificate is not supplied, the Landlord agrees to take full responsibility for any faults that may occur whilst the property is occupied. In the event of injury or death, if found negligent a landlord could incur fines up to £5000 or even imprisonment!

 

Energy Performance Certificate (EPC) From 1st October 2008 all properties rented out by law, required an Energy Performance Certificate. We can also arrange for this to be carried out. The EPC will last for 10 years whether or not improvements are carried out. From 6th April 2012, the regulation was changed slightly. An EPC must be commissioned BEFORE a property can be marketed. It also clarifies that the EPC must actually be issued within 7 days of marketing. The first page of the EPC will become an essential part of any written particulars for properties marketed for rent
Please note that from 1st April 2018, any properties below the lowest banding E will no longer be allowed to be rented. If your property falls into this banding it is now a good time to undertake improvements in order to comply with the new law.
The Green Deal is available for some landlords with help for funding any improvements. Should any upgrading of the property take place, for example, cavity wall insulation, double glazing, central heating or loft insulation, generally the EPC can be upgraded at a relatively low cost.

 

Proceeds of crime act 2002 and money laundering regulations 2003. Under the money laundering regulations, we require each tenant to provide us with one proof of Identity and one proof of Residence (if a landlord has asked us to do a referencing service on their property by paying extra charges). This should be either a full passport or photographic driving license and a current utility bill. We must see the original documents. Please be aware that we have obligations under the above acts and records of payments if suspicious will be disclosed to the relevant authorities.

 

Terrorism Act 2000 The landlord and the agent have obligations under this act to ensure that they do not harbour or give any assistance to likely terrorists. Whilst this act does not directly apply to rental properties, recently known terrorists have been renting properties in the UK.

 

Defective Premises Act 1972. The Landlord is liable for any occurrence originating from defect or lack of repair that the Landlord knows of or should have been aware of. If a Tenant suffers loss due to a defect The Landlord will be liable to compensate The Tenant. The Landlord agrees to inform us of any on-going maintenance problems, prior to the start of a Tenancy.
The Housing Health and Safety Rating System, this part of the housing act is to help local authorities assess housing conditions in England and Wales. It replaces the fitness standard, which dates back to 1919.
Local authorities now have a duty to keep the housing conditions in their area under review. Their powers are quite strong. They can insist upon inspecting the rental property and if they think they have reason to believe a health and safety hazard exists there, they can take enforcement action.

 

Mortgagee. If the property is subject to a mortgage/loan, the Landlord is responsible to obtain permission from their mortgage lender to let the property if required. In signing this agreement, the Landlord confirms that he has obtained all necessary consents. PLEASE NOTE: THE WRITTEN CONSENT OF YOUR MORTGAGOR MUST BE OBTAINED BEFORE YOU ENTER INTO A LETTING AGREEMENT WITH A MORTGAGED PROPERTY. Preferably we should have a letter from your mortgagor confirming their agreement to the letting of your property and setting out any terms with which we must comply. Mortgagors frequently require us to supply copies of the Tenancy Agreement and Inventory and in some cases, to pay a registration fee before a letting can commence.

 

Leasehold property. It is the Landlord’s responsibility to ensure that letting the property is permitted under the terms of the lease. We will require a copy of the main front door key to the communal parts if any exist, in order to serve any notices on behalf of the Landlord against the tenant.

 

Landlord and Tenant Act 1987. We are obliged to include your full name and address on any notices and Tenancy Agreements inside England and Wales. If this information changes during the Tenancy we must be informed immediately.

 

Service of Notice. The address for service for The Landlord will be the contact address specified in this Agreement, unless the address is outside England and Wales in which case an additional address within England and Wales must be provided to us prior to the commencement of a Tenancy.

 

Property Insurance. Adequate levels of insurance cover on the buildings and contents of the property being let should be maintained throughout the term of the Tenancy. You should inform your current insurers that you are letting the property. Not all insurers provide insurance for letting purposes. We also recommend that the landlord takes out contents insurance for items of furniture or valuable fixtures and fittings. You should make certain that the property to be let is insured, to its full reinstatement value, against fire and all usual risks with a reputable insurance company.

 

Residence/Domicile. If your usual place of residence is not in the United Kingdom, you will need to apply for approval to receive rents with no tax deducted from H M Revenue and Customs to avoid us deducting tax from the rent. Further information regarding the Non Resident Landlords Scheme can be obtained from www.HMRC.gov.uk. If a property is owned jointly, both owners will need to obtain exemption certificates. Please inform us immediately if you intend to reside abroad at any time.

 

HM Revenue and Customs Income tax is payable on the net income of your property and it is your responsibility to inform HM Revenue and Customs of your letting income irrespective of whether you are a resident or non-resident Landlord. Tax is calculated against the gross income of the property less expenses. These expenses may include the loan interest on the mortgage, legal and agency fees, insurance, building management fees, ground rent, repairs needed to the property including redecoration of the property. The wear and tear allowance was scrapped on 6 Apr 2016 and replaced with Replacement Relief.

 

Landlords Living in the UK We do charge 20% tax on the commission we charge from your rental income for the Inland Revenue.

 

Landlords Who Live Abroad: Rental income for Landlords living abroad (Non Resident Landlords) is subject to UK income tax at the appropriate rate. With effect from 6th April 1996 tax laws have been implemented which apply to ALL Non Resident Landlords, except those serving with the British Armed Forces, serving members of the Diplomatic Service and other Crown servants, Non UK resident trust and overseas companies. The Landlord is responsible for notifying Her Majesty’s Revenue & Customs (HMRC) about the Tenancy. We are liable to account to HMRC, if we collect the rent for income tax thereon at the basic rate on any rent we receive on the aforementioned basis. If we are collecting rent, until an exemption certificate is received by 99Home Limited we are legally obliged to withhold tax (20%) from the gross rental income. The sums deducted will be paid directly to HMRC to avoid any late payment penalty charges being applied to the Landlord. If you are not accepted for the Non Resident Landlord Scheme and we have to make tax payments to HMRC.

 

Effects of Cancellation: When you chose a no set up fee offer and decide to cancel for whatever reason, you will be liable to pay £149 for Photography/floor planning, £60 for Board Erection, £150 for inventory and £300 for hosted viewings if Cambridge Property Investments Ltd conducted any viewings.
The landlord is liable to pay the full fees incl VAT + admin charge (if any), if Cambridge Property Investments Ltd found the tenant and Reference checks has been cleared and the landlord cancel their instructions to Let the property.

 

Allowances that can be set against Rental Income are: -

  • 10% of gross rent as depreciation where the property is furnished.
  • All agents’ fees and charges including VAT.
  • All maintenance and servicing costs carried out whilst the property is let.
  • House and Contents Insurance.
  • The cost of telephone calls and correspondence to the agents.
  • The cost of visiting your property, on necessary occasions, e.g. preparing and serving Notices to Quit can be claimed for, providing they represent sensible costs.

 

Royal Mail. We strongly recommend that Landlords redirect the mail and inform all the relevant parties of their new address. We will not accept any responsibility for failure either by us or the tenant for failing to forward mail to a Landlord’s new address.

 

Boards. A valuable marketing tool; boards promote and create a high profile for properties to let. As part of our usual marketing activity we will, unless the property does not allow for or unless we are specifically requested not to, erect a suitable board outside the premises.


Deposits. Cambridge Property Investments Limited are a member of the DPS Scheme, which is administered by: https://www.depositprotection.com/
If we are instructed by you to hold the Deposit, we shall do so under the terms of the Tenancy Deposit Scheme (https://www.depositprotection.com/). * In the event of dispute with tenant(s) for deduction, should Cambridge Property Investments Ltd be required to act on behalf of the landlord, Cambridge Property Investments Ltd will require £150 ( Including VAT) from the landlord to handle the administration process in advance ( there is no guarantee of success that Cambridge Property Investments Ltd can offer to the landlord, as final decision will be made by the ICE / ADR officer).
If you decide to hold the Deposit yourself, we will transfer it to you within 7 days of receiving it. You must then register it with another Tenancy Deposit Protection Scheme within a further 14 days if the Tenancy is an Assured Shorthold Tenancy. If you fail to do so the Tenant can take legal action against you in the County Court. The Court may make an order stating that you must pay the Deposit back to the Tenant and/or lodge it with the custodial scheme, which is known as the Deposit Protection Scheme. In addition, a further order may be made requiring you to pay compensation to the Tenant of between one and three times the value of the Deposit. You will be unable to serve a Section 21 Notice on your Tenant until compliance with the above conditions and the Court will not grant you a possession order. We have no liability for any loss suffered by your failure to comply.
The Agent holds tenancy deposits as Stakeholder in Cambridge Property Investments Ltd Client Account and that is a non- interest bearing account.
At the end of the tenancy covered by the Tenancy Deposit + - an arbitrator appointed by the Independent Case Examiner Of The Dispute Service although, with the written consent of both parties, the Independent Case Examiner Of The Dispute Service may at his discretion accept the dispute for adjudication. The appointment of an arbitrator will incur an administration fee, to be fixed by the Board of The Dispute Service Ltd from time to time, shared equally between the Landlord and the Tenant. The liability for any subsequent costs will be dependent upon the award made by the arbitrator.
The statutory rights of either you or the Tenant(s) to take legal action against the other party remain unaffected.
It is not compulsory for the parties to refer the dispute to the Independent Case Examiner of the Dispute Service for adjudication. The parties may, if either party chooses to do so seek the decision of the Court.
However, this process may take longer and may incur further costs. Judges may, because it is a condition of the Tenancy Agreement signed by both parties, refer the dispute back to the Independent Case Examiner Of The Dispute Service for adjudication. If the parties do agree that the Independent Case Examiner Of The Dispute Service should resolve the dispute, they must accept the decision of the Independent Case Examiner Of The Dispute Service as final and binding.
If there is a dispute we must remit to The Dispute Service Ltd the full deposit, less any amounts already agreed by the parties and paid over to them. This must be done within 10 working days of being told that a dispute has been registered whether or not you or we want to contest it. Failure to do so will not delay the adjudication but The Dispute Service Ltd will take appropriate action to recover the deposit and discipline us.
Then we must cooperate with the Independent Case Examiner Of The Dispute Service in the adjudication of the dispute and follow any recommendations concerning the method of the resolution of the dispute.
* These time scales can be changed by agreement with the tenant in individual cases or by the contract used as standard by the agent.

 

Dilapidation We obtain Deposit from the tenant and will forward you within 7 days of commencement of the tenancy, a deposit is security amount against damage. It must be remembered that the property is subject to a ‘fair wear and tear’ clause and will be subjected to the stresses and strains of everyday living. A property cannot be expected to be in the same condition at the end of a letting as it was at the commencement. Where necessary cleaning of carpets, repairs, and garden maintenance can be arranged at short notice, relating to the cleaning of properties and carpets landlords must appreciate that the tenants are allowed fair wear and tear.

 

Houses of Multiple Occupation Properties which house more than a certain number of people may require licensing. The penalties for not licensing the property are far reaching and will cause problems obtaining the rent and possession from the tenants. Not all HMO’s will require licensing. The act also includes the Housing Health and Safety Rating System, this part of the housing act is to help local authorities assess housing conditions in England and Wales. It replaces the fitness standard, which dates back to 1919. Local authorities now have a duty to keep the housing conditions in their area under review. Their powers are quite strong. They can insist upon inspecting the rental property and if they think they have reason to believe a health and safety hazard exists there, they can take enforcement action. Not all HMO’s will require licensing. It is the landlord’s responsibility to ensure the correct property license is in place or has been applied for, to let the property out. Cambridge Property Investments Ltd will not accept any responsibility for any action by the local authority for the landlord not obtaining a license or having the correct license in place or any breach of the license already in place. Landlords must sign our declaration at the end of this agreement stating that they accept all responsibility.

Housing Health and Safety Rating System This part of the housing act is to help local authorities assess housing conditions in England and Wales. It replaces the fitness standard, which dates back to 1919! Local authorities now have a duty to keep the housing conditions in their area under review. Their powers are quite strong. They can insist upon inspecting the rental property and if they think they have reason to believe a health and safety hazard exists there, they can take enforcement action. For clarification on this very important housing reform please ask a member of staff.

 

Defective Premises Act 1972. The Landlord is liable for any occurrence originating from defect or lack of repair that the Landlord knows of or should have been aware of. If a Tenant suffers loss due to a defect The Landlord will be liable to compensate The Tenant. The Landlord agrees to inform The Agent of any on-going maintenance problems, prior to the start of a Tenancy.

 

Rent Increases Housing Act 1988 With Assured Shorthold Tenancies, it is left to CPI and the tenant to agree on a rent, which will be a market rent. Rent Officers have the power to regulate rents under an assured let within the first 6 months of a new tenancy they may have to consider whether a rent under an assured tenancy is a genuine market rent if a tenant makes an application for Housing Benefit.
Without a Rent Review Clause, a landlord may serve a notice of increase on the tenant, but the tenant may refer to a Rent Assessment Committee. The committee can only alter the rent if it considers that it is excessive having regard to market rents for similarly assured lets. Some of our Assured Shorthold Tenancy Agreements include a clause whereby the Landlord can review the rent annually. Obviously, the rent for each new tenancy agreement will be aimed to provide a ‘fair market rent’ to the benefit of our client/landlord.

 

Smoking. Smoking of tobacco and other substances is not permitted inside our rental properties. Smoking tobacco is permitted outside, but any ash or waste must be cleared away and left tidy.

 

FAILURE TO COMPLY WITH ANY OF THESE REGULATIONS MAY JEOPARDISE THE LIFE OF YOUR TENANT AND LEAD TO A PROSECUTION WITH PENALTIES OF IMPRISONMENT OR FINES.

 

Tenancy Agreements We use Assured Shorthold Tenancy Agreements most of the time. However, in some cases, we may need to use Assured Tenancies, Licenses or ordinary contracts (if we are letting to a Company or Embassy). Assured Shorthold Tenancy Agreements give the Landlord greater protection as a result of the Housing Act 1988, 1996, 2004 and the Localism Act 2011. Prior to the commencement of the letting, we will discuss with you the most suitable form of Tenancy Agreement in order to protect your rights of possession and an Agreement will be prepared (subject to selected service and advance payment made). This is a lengthy document (mostly common sense), but the agreement does give the landlord mandatory possession of their property, subject to a certain legal procedure. We do arrange Agreements to comply with your Bank or Building Society’s conditions where required (If tenancy design services are selected, and payment has been made ).

 

Bringing a Tenancy to an end Section 21 of the Housing Act 1988 gives the Landlord’s rights of repossession at the expiration of a tenancy on the property let on an Assured Shorthold Tenancy, provided that the landlord has given the Tenant at least two months’ notice stating that repossession is required. Similarly, two months’ notice is required to gain possession of Ground 1 Assured Tenancies. It is, therefore, imperative that Landlords requiring possession of their Property, give us a MINIMUM OF THREE MONTHS NOTICE in writing prior to the required possession date to enable the appropriate notice to be served upon the Tenant. Please note that under the Deregulation Act 2015, the life of a Section 21 notice is only 6 months and cannot be served BEFORE the end of the first 4 months. (see below)

 

DEREGULATION ACT 2015 The new deregulation act became law on 26th March 2015. All deposits only need to be protected once and prescribed information being served once (within the first 30 days of a tenancy beginning also please note some scheme rules require you to reserve the prescribed information or re-protect the deposit each term of tenancy). For tenancies which began either on or after 1st October 2015, no Section 21 Notice can be served before the first 4 months and must be acted upon within 6 months of service. It is also a requirement that no Section 21 Notice can be served if there is not a valid gas safety certificate, energy performance certificate, electric safety certificate (EICR), protected deposit, license if required and no official (valid) complaint from the tenant which has not been addressed.

 

UTILITIES Telephone suppliers have a system whereby each time a tenant takes possession, and for the duration of the tenancy, the tenant is the subscriber and thus responsible for all accounts including any charge plus VAT when a change takes place. When the landlord re-occupies a charge will be made for the telephone to be reinstated in the owner’s name. It is in the interest of the landlord to take this action in order that there is no liability for any calls or rental charges that the previous tenants may have incurred. One problem that does occur is when the new telephone directory is printed, the subscriber, for the time being, will be listed and the landlord’s name removed from the directory. The telephone number on the landlords return to the property cannot be guaranteed to be the same.

 

The Tenant will be responsible for the cost of Council Tax during the Tenancy. Gas, Electricity and Water we can transfer the utility accounts into the names of the Tenants at the outset of the Tenancy however additional payment has to be made for this service.
It is the Landlords responsibility to ensure that the electric, gas and water supplies are to be left on at the Property and any cards, keys etc needed to charge them are made available so that the necessary safety checks can be executed. Should we be instructed by you to carry out the necessary safety checks on your behalf and find that the above supplies are not available; you may then be charged an abortive call out fee by the contractor. Such fees are payable by the Landlord forthwith. The Landlord will also be liable for any claim made by the Tenant for the delay in the occupation of the Property resulting from the absence of the aforementioned supplies. Landlords should be aware that where a Property is empty, the responsibility for payment of council tax then rests with the owner of the Property subject to certain allowed percentage reduction for empty properties. We will give written notification of the identity of the responsible Tenant to the local Council Tax office at the start of the Tenancy ( subject to the service selected and advance payment made for it ). The Landlord hereby agrees to inform the relevant authorities of the date the Tenant takes over payment of the Utilities (including Council Tax) together with current meter readings.

 

CLEARED FUNDS We reserve the right not to instruct any contractor until we are in receipt of cleared funds. Any losses arising from waiting for funds to clear are not the responsibility of our company.

 

Third Party Signatures Power of Attorney: in the event that a Landlord is unable to personally sign the Tenancy Agreement a copy of the Legal Power of Attorney will be required before we can accept an agreement signed by a third party.

 

Property Maintenance. The Landlord is responsible for ground rents, service charges, repairs and any maintenance to the property. The Landlord agrees to maintain the property to a good standard of repair throughout the Tenancy, and to carry out all necessary repairs and maintenance as and when required, as stated within the terms of the Tenancy Agreement. It is important that the Landlord fully understands his responsibilities; we will help solve maintenance issues by obtaining quotes and liaising directly with Tenant and Landlord ( if this service is selected and payment is done in advance). Either using Landlord’s preferred contact or our own preferred maintenance team following the Landlord initially instructing the Contractor. The Landlord/owner will be responsible for all costs

 

Late/Non-Payment of Rent Taking appropriate initial action in the event of rent arrears, reported by the Landlord or any other breach or condition of the agreement in an effort to remedy the situation. Where such arrears or breach persists, informing the Landlord who will be responsible for taking further action and meeting costs. Cambridge Property Investments Ltd are happy to assist in these matters and provide appropriate advice ( if service is selected and advance payment required ).

 

Late/Non Payment of our Invoice Payment is due within 14 days of the date of the invoice. Payment not received within this period may incur interest. Interest may be calculated from the date on which the invoice was due until the date on which the invoice was paid. The interest rate will be charged at 4% above the Bank of England Base Rate.

 

General Authority. If the property is owned jointly, all owners will need to confirm their agreement for us to act by signing this Agreement. Each person who signs the Agreement agrees to be bound by it and to pay all sums due to us under any provision of the Agreement on a joint and several liability basis. The Landlord grants the Agent Power of Attorney to deal with and sign all Tenancy Agreements, Statutory notices, Inventories and to instruct a third party inventory company to prepare and deal with all Inventory matters and check out reports ( subject to selection of the services and advance payment made). The Landlord undertakes to indemnify us within seven days of a demand for payment against us for all claims, costs and expenses of whatever nature made against us concerning the Landlord or the Landlord’s property. The Landlord further undertakes to indemnify us within seven days of a demand for payment against all claims, costs and expenses of whatever nature made by the Department of Social Security or any other body or person, and arising from the collection and payment to you and or a nominated bank or building society of the monthly rent. The Landlord agrees to respond promptly with instructions where necessary to any correspondence or request from us. We accept no liability for any damage or theft at the property whilst vacant or between any let. We recommend that the Landlord considers all aspects of security, insurance cover against possible damage that may occur during such periods.
We recommend that the Landlord considers all aspects of security, insurance cover against possible damage that may occur during such periods. We do not offer a property management service during any vacant periods.

 

Landlords Identity. We must establish the Landlords identity and ownership details of the property by obtaining relevant documents e.g. a current UK Photo Driving License or a current Signed Passport along with a copy of land registry or letter from the solicitor confirming the ownership of the property.

 

Selling to a tenant In the event of a Tenant originally introduced by us, purchasing the property. We will charge a fees of 1% from the negotiated purchase price plus VAT. The fee is payable on the exchange, whether or not we have been involved in the negotiations.

 

Tenancy breaches of contract On properties which we are instructed to manage ( subject to extra charges and selected services), if the Tenant falls behind with his rent or breaches the contract in any other way, we will inform you accordingly. Should the need arise for legal action then it will be your responsibility to instruct a solicitor and for all costs. If we are required to attend court on your behalf, a charge of £250.00 per half day plus VAT or part of thereof will be due. The Housing Act of 1988 as amended 1996 gives the landlord the opportunity to obtain possession of his property, providing the proper notices are served. Should a tenant fail to leave on the appointed day a court order would still be necessary to obtain possession. In cases of this nature, the cost of obtaining possession could be expensive and it is essential to take every care in choosing the right tenant but obviously, every circumstance cannot be foreseen in every tenancy i.e. loss of employment, illness, breakup of marriage etc.

 

Legal Action. The Landlord will be responsible for taking any legal action necessary for the recovery of any rent due or for court action for the repossession of the property, including any other matters relating to the Tenancy between the Landlord and his/her Tenant. The Landlord is also responsible for the payment of all fees and costs relating to such matters. If a Tenant leaves the property of their own accord prior to the expiration of the Tenancy, it is the Landlords responsibility to take appropriate action to recover any outstanding rent from the former Tenant. 99Home.co.uk can assist you on these matters and discuss the costs associated with it (on pay as you go basis, The advance payment will be required).

 

DATA PROTECTION ACT 1998 & SECTION 19 TAXES MANAGEMENT ACT 1970 The Landlord hereby consents to us processing data, any information and personal details on or behalf of the Landlord as defined in the Data Protection Act 1998. In particular, HMRC has powers under the above Act to request information from us about properties we let on your behalf. Should we receive such a request, you unconditionally allow us to assist HMRC and fulfil our statutory obligation.

Landlord withdrawing after instructing to let Should you instruct us to proceed and obtain references for a tenant and subsequently withdraw for any other reason than that the references were not satisfactory, we reserve the right to invoice you for our time and costs. These cost to be no more than £199 inclusive VAT.

 

PERMISSION TO LET Before letting the property the Landlord hereby agrees to obtain written approval from any joint owner, Mortgage lender, Freeholder, Insurer, Local Authority or any other person or authority not mentioned herein

 

FAIR CONTRACT TERMS We are legally required under the Unfair Terms in Consumer Contract Regulations 1994 to ensure that our standard terms of business are fully understood and acceptable. Consequently, if you do not understand or do not wish to accept any of the terms please tell us and we would be pleased to discuss them with you. By signing this document it is assumed that you are accepting our terms and accept that they are reasonable.

 

EXCLUSION OF LIABILITY & INDEMNITY In the event that you give us instructions which we follow in good faith and which instructions turn out to be unlawful or result in an unlawful act or otherwise give rise to any kind of claim or action being made against us you hereby agree to indemnify us fully for all penalties, damages, costs, expenses and losses whatsoever which we may incur as the result of following those instructions. You also specifically undertake to provide us with a full indemnity on the same basis as above in respect of any claim or action brought against us, whether alone or jointly with you arising from our obligations to you in relation to the Property whether that claim or action is brought by the Tenant or any third party.

 

ALTERATIONS TO TERMS No variation to these Terms will be effective unless agreed in writing by a Manager/Director our company prior to the introduction of any Tenants. In the event of our letting the Property on verbal instructions, we will withhold the balance of monies due to you until you return the entire Terms of Business duly signed. We only use our own internal documentation unless by prior arrangement. We, therefore, cannot accept any responsibility should the Landlord request us to use any other tenancy agreement, inventory etc. Neither can we be held responsible should the Landlord accept the use of any legal document provided by a prospective Tenant for the purpose of administering the Tenancy.

 

TO LET Boards You choose to receive a ‘To Let’ board, you agree that its maintenance is your responsibility while it is in your possession. It is your responsibility to re- erect it if it is affected by a third party or any weather related conditions. We are not liable for the loss, theft or any damage to the ‘TO LET’ board provided or any damage the ‘to let’ board may cause. A charge of £60 if an additional ‘TO LET’ board is required to be sent to you by our supplier.

 

Photography It is your duty/responsibility to ensure that the Property is in a good state to be photographed. You must, therefore, please ensure that it is tidied and suitably arranged before the Home Visit by Cambridge Property Investments Ltd associate or agent or contractor. Photography, floor plan and any other media taken or created by Cambridge Property Investments Ltd will remain to be the property of Cambridge Property Investments Ltd. Photos and floorplan can be purchased for £150 upon request.
We reserve the right to charge additional reasonable fees in respect of photography completed for your property; e.g. to cover cancellation by you without any advance notice, travel costs for getting to your property, or where the property or properties take longer to photograph due to their size or number (i.e. 5 bedrooms or more or multiple properties).

 

Promotion, Advertising and linked Websites You authorise Cambridge Property Investments Ltd to promote, advertise details of the Property which include, the address of the property, asking price, photographs and floor plans on our website, our associates or partners websites, and print media in order to achieve a LET of the Property.
We guarantee that the Property will be listed on the Cambridge Property Investments Ltd website until LET or agreed. Third party websites, property portals such as RightMove, Primelocation ,Zoopla, Gumtree plus many more (Please see the list of our website) are subject to change, may not be controlled by Cambridge Property Investments Ltd You may not upload any of our competitor or corporate or any other logo, image or brand identifier to the Property description or include the same in any image you submit to us.
We do not guarantee that the property will be listed on all the property portals at the same time. It depends on Cambridge Property Investments Ltd’s contract with the property portals. The property portals changes their terms and conditions, prices as per their convenience and if the conditions are not suitable for Cambridge Property Investments Ltd, we may cancel our contract with them and that might affect your listing with us.
By agreeing to the terms, you give permission to Cambridge Property Investments Ltd to list their properties with their sister/acquired companies and other property portals.

 

Consumer Protection Regulations (CPRs) Under The Consumer Protection from Unfair Trading Regulations 2008 (known as the CPRs) it is a criminal offence for an estate or letting agent to make or create any edited photos or use extreme lenses that affect the perspective of the image inaccurate or misleading statements about your property. Once your property is up in the market, you must inform us immediately of any changes in the information that you provide in respect of the Property. You are responsible for providing us with accurate information about the Property and must tell us immediately if there is any inaccuracy or misleading information in our letting particulars, adverts and marketing material.

 

Right to Cancel The sole agency period will continue until terminated by either party, giving each other fourteen days written notice. If you exercise your right to cancel outside of the 14 day cancellation period all fees owing to us will become due and payable.
To exercise the right to cancel, you must inform us by sending us an email at info@cambridge-propertyinvestments.com  or by post to Cambridge Property Investments Ltd, The Old Barn, Whitehill Road, Cambridge, United Kingdom, CB5 8LYor by phone on 01223 981 072 or 0207 889 0070.
You may request that the Services commence during the 14 day cancellation period. If you subsequently exercise your right to cancel after services have commenced you shall pay us an amount which is in proportion to the Services provided to you until you have communicated to us your right to cancel ( subject to minimum fee of £250 ).

PROPER LAW AND JURISDICTION This agreement shall be governed by English Law and shall be deemed to have been made in England. Any proceedings arising out of or in connection with this agreement may be brought in any Court of competent jurisdiction in England and Wales whose Courts shall have exclusive jurisdiction. The terms and conditions of this agreement may be varied by us at any time or times but only by prior written notification. If any term of this Agreement cannot be enforced or is found to be unfair, it does not affect the other terms of the Agreement. We shall have the right to assign this Agreement as long as the rights of the Landlord are not materially affected.

 

TERMINATION MANAGEMENT OR RENT COLLECTION SERVICES : If the landlord decides to terminate the management or rent collection agreement with us, then the landlord hereby agrees on the following. The landlord must give us two month’s written notice to terminate the said agreement. If the tenant, associated tenant or any occupants introduced by us remains in the property then the landlord will be liable to pay us a fee regardless if the services is continued or terminated, however this is only applicable if the management or rent collection services is ever taken when renting the property with Cambridge Property Investments Ltd. This will apply even if the said tenant remains in the property on a periodic tenancy. The said renewal fee will be payable for a maximum of three years.

 

IMPORTANT NOTICE FOR LANDLORDS

 

New “Right to Rent” Immigration Checks With effect from 1st February 2016, all Landlords of private rental accommodation in England have a legal obligation to carry out “Right to Rent” checks for new Tenancy Agreements to determine whether occupiers aged 18 and over have the right to live in the UK legally. A Landlord is not required to carry out checks where the Tenancy Agreement was entered into before 1st February or where the Tenancy Agreement is renewed after the date as long as the renewed agreement is between the same parties and there is no break in occupancy.

 

A Landlord who can’t show that someone’s Right to Rent has been properly checked can be fined up to £3,000 per occupier. Tenant who has time limited permission to stay in the UK or a Tenant’s stay has run out and the Landlord does not make a report to the Home Office.
On your behalf, we will carry out Right to Rent checks on all prospective occupants as is required, regardless of their nationality (however the advance payment will be required and service to be selected).

To ensure compliance with the new legislation our service includes the following services:

  • Each prospective Tenant will be required to attend our office in person with their original documentation at the start of the referencing process (tenants may come to the landlord’s home and submit their documents to the landlord, or they may meet face to fact to appointed LPE / LPP of Cambridge Property Investments Ltd and complete the formalities ).
  • We will check their documentation: name, nationality, date of birth, holder’s signature, leave/expiry date, photograph, condition or restrictions etc.
  • We will certify each holder’s original documentation and provide a copy to our referencing agency (if the landlord has collected or seen original documents they will be required to email us about this before we pass on the details to the referencing agency ).
  • An identity check will be carried out by our referencing agency and a report issued to you with the reference report.
  • If an individual can’t show any documents due to ongoing appeal, a check will be made with the Home Office in order to verify that the individual does have the Right to Rent in the UK.
  • If a Tenant’s Right to Rent expires during the term of the tenancy, if we are managing the property we will ask the Tenant to provide their renewal visa or proof of application.
  • If a Tenant fails to comply with providing proof of renewal by the renewal date, the required report will be submitted to the Home Office.
  • We will retain all records for the required 12 months following the end of a tenancy.
  • Cambridge Property Investments Ltd are a Member of The Property Redress scheme, and subscribes to this scheme's Code of Practice for Letting Agents. Further details of the scheme can be found at https://www.theprs.co.uk/.
  • A copy of the relevant codes of practice for any schemes of which we are members can be provided electronically to users on request.
  • Cambridge Property Investments Ltd holds Professional Indemnity Insurance and Client Money Protection through accredited providers under the relevant schemes and legislation for letting agents. Further details are available on request.

Complaints procedure

Cambridge Property Investments Ltd is committed to providing a professional service to all their clients and customers. When something goes wrong, we need you to tell us about it. This complaint or suggestion will help us to improve our customer satisfaction standards.
If you have a complaint, please put it in writing, including as much detail as possible. The complaint should be addressed to Mathew Maltby (The Company Director and complaints handler) and it should be posted to our registered address or email on info@cambridge-propertyinvestments.com. We have eight weeks to consider your complaint. If we have not resolved it within this time you may refer your complaint to The Property Ombudsman (The Property Ombudsman Service (TPOS) - Milford House - 43-55 Milford Street – Salisbury – Wiltshire - SP1 2BP - Website: http://www.tpos.co.uk)

 

General

  • Please remember that your property will be subject to the stresses and strains of everyday living. We must emphasise that it is vital that you remove any items not easily replaced or expendable.
  • We will approve, without prior reference to you, emergency maintenance and repair expenditure. Where possible we will always contact you relating to maintenance apart from emergencies.
  • Should we become aware of any breaches of the terms of the Tenancy Agreement you will be informed ( if managing the property). Action will be immediately taken in order to ensure that any breach is short-lived.
  • We cannot pay outgoings on your behalf in excess of rents available to us in the owner’s account.
  • We will question obvious errors on supplier’s invoices, but will pay bills on your behalf, which appear correct ( if instructed and advance payment made to us ).
  • Please ensure that all water pipes and storage tanks are sufficiently lagged.
  • After the initial rental term, if management of the property is taken by the landlord then it will continue unless terminated by either party (Landlord or Agent) giving to the other, one month's notice in writing.

 

Communications: It is essential that Cambridge Property Investments Ltd should have a daytime telephone number, email address or fax number on which the owner can be contacted, or failing that, the name, address and telephone number of someone authorised to act on his behalf should an emergency decision be required. Overseas calls and redirected mail will be charged at additional cost. In emergencies, we will take action to make the property safe or watertight.

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