Tenant FAQ's
WHAT DOES THE TENANCY PROCESS INVOLVE? Having viewed and seen a property that you like, if you decide that you would like to proceed with a tenancy the following steps give an overview of the process you can expect. You will need to complete the onboarding questionnaire that will be sent to you via email. You will also need to pay a holding deposit. Only after the holding deposit is paid will the property be taken off the market and referencing checks commence. If your referencing passes, you will have to pay the remaining deposit (minus holding deposit) . MDPM will then send you an AST (Contract to sign and return). You will need to pay your first months rent in advance of receiving the keys and moving into the property.
HOW LONG WILL REFERENCING TAKE? If there are no delays, referencing takes 2-5 working days. Factors that influence or delay referencing are the response times of both the tenant and their references. It is really important to ensure that all your references are aware that they will be asked for information to process your tenancy. The longer they take / or if they delay this will only prolong the referencing process and may also impact any potential move in date. No contracts or tenancies will be entered into until referencing in completed.
WHAT HAPPENS IF I FAIL REFERENCING CHECKS? MDPM does referencing on behalf of their clients. The decision to let ultimately rests at the discretion of the landlord. Though we do play a signficant part in advising landlord's on prospective tenants and their first impressions they give during viewings. Failing of referencing is not always as bad as it may seem. Especially if this is the tenants first rental or if they are transparent and honest with the agents of any potential issues that may be be discovered during referencing. Referencing is not a moral assessment but an assessment of risk and affordability. However, MDPM will assess each individual based on their unique circumstances and where possible explore options to get you into a home. This could include elements such as a guarantors, multiple months rent in advance, If however there is no tenable solution however we will put the property back on the market.
HOW MUCH IS THE HOLDING DEPOSIT AND IS IT REFUNDABLE? The holding deposit is the equivalent of one weeks rent. This holding deposit ensures that the property is taken off the market to allow for you to under go referencing checks. The holding deposit amount will be deducted from the total deposit payable if you successfully enter into a tenancy. NOTE THAT THE HOLDING DEPOSIT IS NON REFUNDABLE. If a tenant fails referencing or withdraws from the process MDPM retains this deposit due to the loss of taking the property off the market for the the duration of referencing (circa one week).
WHAT HAPPENS AFTER MY APPLICATION IS APPROVED? Successful tenants will be asked to pay the balance of the deposit minus the holding deposit. MDPM will electronically send you any information such as guides and relevant information related to property alongside the contract that you need to sign and return in advance of receiving keys. If we have not already agreed a move in date, we will arrange for an agent to meet you on the day you move in to hand over keys and ensure that you are provided with a full inventory report. It is key that you examine the inventory report, check its accuracy and report any issues before signing and returning this to MDPM. the inventory report froms the basis of a summary of the condition of the property. Therefore it is key that tenants highlight any issues before they move in so that they are not held liable for damage or issues that existed before they moved into the property. As any such damage will be deducted from your deposit.
WHAT IS A GUARANTOR AND CAN I USE A GUARANTOR IF I FAIL REFERENCING? A guarantor is someone who agrees to take financial responsibility for your tenancy in the event that you fail or unable to maintain your contractual obligations as defined in your contract (AST). This usually covers any rend due or owed alongside any damage that is done to the property. They act as a form of security and are a common feature among people who have no rental history or are renting for the first time. It is important to understand that this is a legal responsibility that makes your guarantor liable for your responsibiities. It is key for you to discuss and ensure that your guarantor understand and is prepared to assume legal liability included your debts in the event of a failed tenancy. If you fail the affordability tests or fall short of the credit requirements you can utilise a guarantor at the discretion of the landlord or MDPM. Guarantors have to be UK based and will also have to undergo reference checks similar to those of the tenant before we accept them underwriting your tenancy.
HOW MUCH IS THE DEPOSIT? By law no agent or landlord can demand more than five weeks worth of rent as a deposit. This however is distinct from any agreement such as rent paid in advance to overcome issues flagged or concerns raised during referencing. Rent paid in advance is exactly that rent paid outside of the deposit.
WHAT HAPPENS TO MY DEPOSIT? By law all tenant deposits should be held in safety via an independent third party that safeguards and keeps your deposit safe. Your deposit will be held in a government approved deposit scheme. MDPM used MyDeposits (www.mydeposits.co.uk). At the end of the tenancy if there are no issues with damage, unpaid rent or other concerns this deposit will be returned to the tenant. MDPM and all agents must provide you with confirmation of your deposit being held by an approved scheme alongside information on how to request your deposit or arbitrate for any disputes between the landlord and their agents and the tenant.
WHAT IS AN INVENTORY AND CHECK IN? An inventory is a detailed document that lists all the items in a property (furniture, fixtures, fittings etc) and a description of their condition. This inventory will also define and describe the condition of the property, such as walls, carpets, floors, windows etc). It serves as a key reference point at the start and end of the tenancy. This helps both parties to determine or identify any damage, theft or issues that arise in regards to the conditions of said items at the end of the tenancy. This inventory should provide a fair and accurate written record of the properties condition. It is a useful tool to arbitrate any disputes based on the understanding that all parties agree to the condition of items in advance of the tenant moving in. If there are any identified damages that occur subsequently to the tenant moving into the property, the cost of repairs or replacement will be deducted from the tenants deposit. This may also include the tenant failing o clean the room and return it in the condition they moved in outside of reasonable wear and tear. IT IS VITAL THAT TENANTS REVIEW THE INVENTORY. Tenant should report any discrepancies to the agent ASAP and have these noted in advance of signing the inventory report. Tenants will have 7 days to sign and return the inventory. Any time after 7 days will be assumed as agreement to the condition report in the inventory. After the document is signed this will be considered final and agreed.
WHAT SHOULD I DO IF SOMETHING NEEDS REPAIRING? Outside of things being agreed to in advance of you moving into the property, repairs should be raised with MDPM ASAP. Please contact MDPM via the different modes of communication we provide on checking into the property. In Emergencies (things that will cause immediate or significant harm e.g. gas leaks, electrical issues, leaks) Contact MDPM's emergency 24/7 hotline. Please note that the emergency hotline pertains to significant and serious issues. Not for example the thermostat not working correctly. It may also be worth noting that there needs to be a balance or reasonableness and proportionality to what can be done and when. We rely on trades peoples and third parties whose availability may determine how rapidly we can act. We will always endeavour to act with haste to cause the least impact to our tenants. We will also keep you informed and updated all the way. PLEASE NOTE THAT FOR SIGNIFICANT EMERGENCIES, FIRE, CRIME ETC CONTACT THE POLICE ON 999.
AM I RESPONSIBLE FOR BILLS SUCH AS UTILITIES AND COUNCIL TAX? This depends on the nature of your tenancies. As a general rule, HMOs and houses of multiple occupation that are licensed do not pay for some utlities or council tax. If you are renting a single let property and are the sole tenant, you will be responsible for council tax, bills and utilities. Any debts or issues relating to your failures will be passed onto your new address or related debt recovery agents. MDPM nor the landlord will assume or shield tenants from their responsibilities.
WHAT IS INCLUDED IN MY RENT, IF I AM RENTING IN SHARED ACCOMMODATION? In HMO's rent is calculated to include utilities (clean and waste water, electricity, gas and council tax. It should be noted that the local authority and Valuation Office Agency (VOA) retain the right to change this and band each individual room in the property as liable to pay council tax. In any such event all parties should be given advance notice. In this eventuality tenants will then have the responsibility of paying their own council tax. Ask if you are unsure MDPM will be able to clarify this for you. In addition to this there may be some additional services that the landlord provides. such as TV and TV licence, streaming services, internet connectivity and cleaning services in communal areas. Note that if you use a TV in your private room you may be liable for paying the TV licence if you watch live TV. These additional services are not an entitlement are subject to change at the sole discretion of the landlord and their agents. They are NOT included in the rent valuation or paid in any part by the rent.
HOW LONG IS MY RENTAL AGREEMENT AND WHAT NOTICE IS NEEDED IF I NEED TO MOVE OUT? HMO's rental agreements are for a period of 6 months, after which the tenancy agreement automatically rolls over into a periodic tenancy. This means a month to month contract. To vacate the property in an HMO you will be required to give the landlord and agent One Calendar month notice. A single let property is usually subject to a 12 month contract. After which this will roll over to a periodic tenancy if not reviewed or renewed. Tenants in single lets are similarly bound to contractually giving one calendar months notice of their intention to vacate the property. In in both HMO or single lets the tenant decides to vacate the property, before the fixed term expires, the tenant will be liable to pay the rent until a suitable new tenant can be found. Note that ending a tenancy or handing in a notice during the fixe term does not absolve the tenant from paying rent, until a replacement is found or the fixed term ends. The tenant will be liable for rent during this period and any late fees and penalties resulting form losses incurred for breach of contract.
WHAT HAPPENS DURING THE CHECKOUT PROCESS? At the end of your tenancy, we’ll conduct a final inspection to compare the property’s condition against the inventory report from when you moved in. Any damages beyond normal wear and tear may be deducted from your deposit. Other deductions could include rent arrears and any other outstanding debts incurred during the tenancy. This will be clearly laid out and sent to the tenant in advance of MDPM requesting any deductions from MyDeposits scheme.
WHEN WILL I GET MY DEPOSIT BACK? Your deposit will be returned within 10 days of agreeing on any deductions. If there are disputes, these will be handled by the mechanisms and processes as set out in the information pack given to tenants by the MyDeposits scheme. Full or Partial deposits minus deductions will be returned to the tenant on conclusion of the dispute. Note that though the deposit is normally returned within 10 days of ceasing a tenancy, disputes may and can impact the time it takes to return your deposit. MyDeposits are the scheme processor and any queries regarding delay after MDPM agrees to release your deposit should be taken up with the deposit scheme provider. MDPM DOES NOT HOLD OR KEEP YOUR DEPOSIT IN OUR COMPANY ACCOUNTS.
I AM HAVING A PROBLEM WITH ANOTHER TENANT IN SHARED ACCOMMODATION. WHAT SHOULD I DO? If you're experiencing issues with another tenant in your shared accommodation, the first step is to try and resolve the matter directly through open and respectful communication. Often, misunderstandings can be cleared up with a simple conversation. If the issue persists or you don’t feel comfortable addressing it directly, please contact us as soon as possible. We will assess the situation and, if necessary, mediate between the parties to find a resolution. For more serious matters, such as harassment, threats, or breaches of the tenancy agreement, we may take formal action in line with our policies and legal obligations. If you ever feel unsafe, please seek immediate help from the appropriate authorities and inform us ASAP so we can take the necessary steps to support you.